Avoid Setting Deadlines if You Can't Accurately Estimate Time Costs

I have not used deadlines for years.

My friend has been very frustrated with the deadlines for his project. They keep changing and never seem to be met. So, I shared my method of handling expected project completion dates with him, and I decided to write a post about it.

This post is actually a copy of one I wrote last month. It's a bit lengthy, but I wanted to make it easy for you to read. I hope you enjoy it and that my method can help solve your deadline problems.

If you'd like to read more of my blog posts, please visit my personal blog site: thinkingsoda.com

Here's the post:

Avoid Setting Deadlines if You Can't Accurately Estimate Time Costs

In today's fast-paced world, deadlines have become an integral part of our lives. We often find ourselves setting deadlines for every task we take on, whether it's at work or in our personal lives. However, more often than not, we realize that these deadlines are impossible to meet, resulting in constant changes and adjustments. It's a frustrating cycle that leaves us feeling overwhelmed and stressed.

This is an issue commonly faced by company managers, team leaders, and even small business owners. Despite their best efforts to refine their deadline-setting methods, they still struggle to find a solution that works. The problem lies not in the process of setting deadlines but in the inherent nature of deadlines themselves. They are not effective tools for managing teams, especially when it comes to smaller teams or solo entrepreneurs.

There are only two scenarios in which you can estimate the time cost of a task accurately or relatively accurately. Firstly, if you or your team have completed a similar task before with little to no changes, you can reasonably estimate the time it will take. Secondly, if you possess some sort of supernatural ability to see the future, you can predict the exact time it will take. However, the reality is that the future is unpredictable and subject to constant change. Even seemingly similar tasks have their own unique challenges and variables, making accurate time estimation difficult.

So, if relying on deadlines proves to be ineffective, what is the alternative? Over the years, I have developed a simple yet effective method that has helped me navigate through task management successfully. While it may not be the perfect solution, I believe it is a good and practical approach.

The method is straightforward: instead of setting a firm deadline, focus on establishing an expected time point for review and refinement. For example, if you anticipate a task will take 30 days to complete, schedule a review after the first 5 or 7 days. During this review, assess the progress made, evaluate the conditions, and refine your roadmap accordingly. Update the expected finishing date based on the new information gathered, and set the next review date.

By adopting this method, you are allowing for flexibility and adaptability within your workflow. It acknowledges the inherent uncertainties and changes that come with any project or task. It allows you to continuously refine your approach, make necessary adjustments, and stay on track without the added pressure of rigid deadlines.

In conclusion, relying solely on deadlines for task management is not an effective approach, particularly for small teams and solo entrepreneurs. Instead, focus on establishing review points to evaluate progress and make necessary refinements. Embrace flexibility and adaptability, as they are key to successfully navigating the ever-changing landscape of entrepreneurship and project management.