How to Communicate Deadlines with Your Manager
- Adilla
- 6 days ago
- 3 min read
Deadlines are not just a means to an end. They can be powerful tools to determine and reflect on your ability to fulfil a task in a set timeframe.
So, when the time comes to communicate deadlines with your leader, knowing how to negotiate them sets trust and expectation.
Ways to Communicate Deadlines with Your Manager
When tasks are assigned to you, there are a few things to keep in mind while setting deadlines:
Set Clear Expectations in The Beginning (Use SMART Goals)
Take the time to break down your tasks using the SMART goal method. This approach makes your expectations clear and helps you estimate how long each task will take when discussing deadlines with your manager.
If a proposed deadline seems unrealistic, present your SMART breakdown as evidence during your conversation.
Communicate It Transparently
Deadline discussions should come with clear and concise information. Avoid using unnecessary jargon with your manager as you propose deadlines that suit your capacity and workload.
Bring It Up Early
When you realise there’s a potential delay in your work task, take accountability and propose a new timeline. Focus on high-priority tasks as you provide your new schedule and explain this to your manager.
Share Your Bottlenecks and Solutions
Other than presenting a potential delay, share what is causing the delay and include the solutions on how you will solve it. As you bring this up to your manager, maintain professionalism and be polite when addressing the issue.
When You Can Talk About Deadline Adjustment
During Project Planning
As your manager shares the timeline of a project, keep in mind your abilities, experiences, and whether the schedule is realistic for you. Communicate deadlines if it doesn’t feel feasible to you to prevent future delays.
When There's A Change in Priorities
Changes during project progress can happen, so when priorities shift, gauge what you need to do first. If there are tasks that you can’t squeeze into your current schedule, let your manager know of your plan.
The Art of Negotiation for Communicating Deadlines
Offer Alternatives and Solutions
It’s tempting to just say no to a deadline that you don’t feel right about. Learning how to say no is good, but when it comes to deadline negotiation, you need to offer alternatives and solutions that are viable for you and your team.
Control Emotions
Tension and emotional reactions are natural responses when something as important as deadlines is discussed. So, it’s advisable to schedule breaks during deadline negotiations to avoid impulsive decisions in heated moments.
Key Takeaways
Deadline negotiation can be tense when the right method of negotiation is not used.
To prevent unnecessary delays and miscommunication, be aware of your limits and capacities, and then offer solutions when deadlines are discussed.
Take advantage of communication apps to ease any potential miscommunication and misinformation.
Here is a checklist for you to note before negotiating with your manager:
Frequently Asked Questions (FAQs)
When should I tell my manager I can't meet the deadline?
You should tell your manager when you realise you can’t meet a deadline as soon as possible. Letting them know will help adjust the plan or schedule your tasks or delegate them to your teammates accordingly if they’re of high priority.
How do I ask for a deadline extension without damaging my credibility?
To ask for a deadline extension without damaging your credibility by communicating proactively and giving a credible reason. Pair it with a new deadline so that you can fulfil it and assure them that your work quality will be better.
What if my manager always sets unrealistic deadlines?
If your manager insists on an unrealistic expectation for your deadlines, attempt to have a transparent conversation with them about the obstacles that come with the deadlines, including solutions for a more realistic timeline.
How can I improve my deadline estimation skills?
To improve your deadline estimation skills, track the time you take to complete a task or compare it to past experiences. From there, you can see whether you would need to give a task more time or break it down into smaller tasks to have a better estimation.
Author Bio
With a background in Arts English, Adilla has been a casual writer for various hobbies like parodies of animated shows and plots for board games. She loves to read anything and everything from fantasy stories to articles on tips and tricks. Now an advocate for mental health and effective project management for the creative industry. Currently, Adilla resides in Malaysia and is a creative writer at TESSR. To know more about her, check out her LinkedIn.
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