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If deadlines were met all the time, it would be a perfect world. Customers
would be satisfied; you would be happy, and your company’s bottom line
healthy.
Alas, this is not the case. The realities of life can sometimes cause you
to miss deadlines. An urgent work assignment can come up unexpectedly or
something in your personal life may demand immediate attention. You then try
to break your neck catching up, even foregoing sleep and subsisting on
coffee for days, which might just compound the problem.
You can see it now: irate customers barking on you on the phone for
failing to deliver the promised product or service on time. Or customers
checking on you every hour to know the progress of your assignment. Worse,
customers may leave you for failing to accomplish the agreed terms of
service on time. Some may even impose penalties.
Missed deadlines, more so if done regularly, can be expensive and
disastrous for any business. In fact, it can become a black eye on your
record.
If you are behind schedule and may miss an established deadline, here are
some tips to remedy the problem:
1. Find out why
deadlines are not met. The
first step is to get to the bottom of the delays, especially if this is a
recurring problem. What are the usual causes of the delays? Is it due to
increased workload, and you’re taking in more than you and your staff can
handle? Is it due to your lack of manpower? Or is the problem a result of
failure to anticipate the real scope of the project, or misaligned
priorities? Is the customer creating problems for you, revising scope of
project and making unanticipated changes frequently? Or is it because you
procrastinated and thought that you still have enough time to complete
everything? You can only provide the solution if you know the root of the
problem.
2. Identify
ways to solve the problem.
You’re in a conundrum and you need to act fast! At this point, you are
faced with two choices: sacrifice quality in order to meet the deadline; or
you can request for an extension of the deadline so as not to compromise
quality. Make a list of all possible options to solve the problem, including
the cost and manpower involved.
3. Be honest
with the customer. Inform
your customer as soon as possible about the delay. Give the customer
assurance that the problem is currently being addressed and that you working
to complete the project as soon as possible. Don’t wait to the last minute
to inform the customer that you will be unable to deliver. The customer may
be frustrated, even angry, but calmly apologize and reassure the customer
that you are doing everything to shorten the delays.
4. Try to
finish it as soon as possible.
Now’s the time to work, work and work. Whether you need to forego sleep
again for the next two days or hire additional manpower, you need to put
into place all necessary steps to complete the task. Some customers will
understand your situation and even work with you to come up with an
acceptable compromise. Be aware know that there are costs to missing
deadlines: added costs and increased stress, among others, can affect you
and your business.
April 8, 2003
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