How to deal with deadlines and organize work

In spite of careful planning and scheduling we face the problem of piling up of workload and are constantly working to finish the assignment on time. This constant pressure to meet deadlines has become an integral part of the work culture in today’s world.

Dealing with project deadlines can be challenging for even the most organized and hard-working people.

It can be difficult to know exactly how to manage your time, energy and commitments in order to finish things on time and produce the best quality of work. However, deadlines don’t have to be daunting. A little planning and structure can help anyone deal with project deadlines so that they’re met with grace and ease.

Below are Q & A session answered by Amit Bansal, CEO PurpleLeap

Amit asked, how to improve concentration at work and avoid distractions?

Amit Bansal answers, The question is should one be like a floodlight or should one be like a laser? Distractions often happen due to phsiological reasons as well (sleep)…


Veerendra asked, Is it necessary to have meeting without agenda and last for hours on deadlines?
Amit Bansal answers, Not if one values people’s time and company’s money


Ramachandran asked, is it good to be reactive or proactive
Amit Bansal answers, It is good to react, but it is important to be responsible in how we react…Well, proactive as you can guess is definitely ideal


paresh bhuria asked, my question is i do procrastination and my mind always seems to heavy with lot of work. i am not getting success.
Amit Bansal answers, Generally a “full mind” are bad in the following situations: 1) building relationships, 2) taking decisions, 3) solving problems, 4) making a presentation, 5) writing an delicate email, A “full mind” needs rejenuvation, generally vacations help, getting a different experience (like helping somebody) also also helps… If you see the above 5 points, if they are done poorly then one may not get success…


Tiredforever asked, How do you prioritize your tasks when there isn’t time to complete them all?
Amit Bansal answers, Once a famous person said, what if one had to eat 3 frogs of different sizes, which one would you eat first? He went to answer, the biggest one first…The question is Why?


Tiredforever asked, How do you prioritize your tasks when there isn’t time to complete them all?
Amit Bansal answers, Once a famous person said, what if one had to eat 3 frogs of different sizes, which one would you eat first? He went to answer, the biggest one first…The question is Why?


gd asked, Dear Amit..how to set realistic goals
Amit Bansal answers, Along with realistic see if the goal is relevant or right for you. This generally helps one to set realistic goals…


raghu asked, Mr Amt, How to become myself passion and to become more interactive in a team?
Amit Bansal answers, Sometimes, we consider only office scenarios as relevant scenarios, how about at home, with the cousins, one can also look at how one behaves in a family function, that might give some clues as to how to improve contribution to a team … well, passion is about finding what you are good at and what you like, easier said than done, the analogy is like finding gold…you need to dig quite a bit to find the precious metal…without the thinking one may not find it…


Ajay asked, How to meet deadlines and simultaneously find a work and personal life balance?
Amit Bansal answers, COmplex question and of course the answer to that cannot be simple, it really depends a lot on personal choices, in a recent interview one famous Indian said that for about 6/7 yrs of his life he had no personal life, but he did not regret it and he looks back on it with pride, so u see it really depends a lot the person, someone else in his place might have quit the UN job and sought a more comfortable one which would give a better life/work balance


Subbiah asked, is there any online tool to practice PDCA
Amit Bansal answers, A more simple way to do this in a diary at the end of the day, or week or month, there could be two columns, 1st column- “what I Planned”, 2nd column- “what actually happened” this might give some insight of what could be going wrong…but one would still need to think !


Deepak asked, Do you favor performing multiple tasks parallely or serialy ?
Amit Bansal answers, Multi-tasking is ok if the tasks are simple, in complex tasks it certainly reduces performance,


work asked, What to do if work gets delayed because of someone else?
Amit Bansal answers, Build better professional relations is usually the mantra in an interdependant work culture, also note that is quite possible that one could be delaying someone else’s work as well !


sridhar asked, sir what is the best and first step towards effective time management?
Amit Bansal answers, Knowing your goals/priorities/purpose…


Amish asked, Sir i always stick to my deadlines but it is not appreciated
Amit Bansal answers, This is a different issue, you may want to explore non-traditional ways of highlighting your work. Maybe everybody is doing it the standard way- how about something different yet acceptable?


NSW asked, How to motivate my 15 yr old daughter to plan time for studies n outdoor games? Her CBSE Exams start on 16-Mar and she is utterly non serious.
Amit Bansal answers, Children and teenagers tend to copy what adults do. Teeagers may not want to reveal they are copying, but they will definitely be observing you, you may want to actually practice and demonstrate what you want her to implement, if you are already doing it then, you want to illustrate to her through a drawing or example…maybe a movie, cartoon??


NSW asked, Could u delve on Plan – Do – Check – Act?
Amit Bansal answers, Plan Do Check Act is an Continous IMprovement tool originally coined by Edward W Deming. It is also called as the PDCA. In the Plan stage one hs to establish the objectives…but also establishing some expectations from the plan…in the Do stage, it is very important to keep a tab on what data is coming out because it will help us do the course correction in the Check stage…if you note, the Plan and DO are most important to meet deadlines, because most projects falter because the Plan stage is very weak and also most projects fail because the DO, or execution is rather poor or incompetent.


Amit Bansal says, Plan Do Check Act is an Continous IMprovement tool originally coined by Edward W Deming. It is also called as the PDCA. In the Plan stage one hs to establish the objectives…but also establishing some expectations from the plan…in the Do stage, it is very important to keep a tab on what data is coming out because it will help us do the course correction in the Check stage…if you note, the Plan and DO are most important to meet deadlines, because most projects falter because the Plan stage is very weak and also most projects fail because the DO, or execution is rather poor or incompetent.


shripad asked, how we can convience the boss to extend the deadline?
Amit Bansal answers, It seems someone went to the dentist and asked to save a tooth. The dentist told the person that “you have a got me a dead body and I cannot save it”. And we went to add, “we will now have to remove it”. Similarly, a situation with the boss is also like that, it is about anticipating whether an extension is required or not and be in communication with the boss, but let us that you have to do it then you may have to potray the reasons of the required extension and along with that also state what could be the added benefits (if any) with the extension.


NewUser asked, What if the deadlines itself are so stringent that its almost impossible to meet and yet the managers dont want to hear a No for an answer. How should we handle such a situation?
Amit Bansal answers, This situation calls for us to understand that it may no more be a situation of meeting a deadline. The roots are perhaps in communication, relation with your manager, relationships with your team mates (onsite or local) your ability to be assertive etc.,


priya asked, Hi Amit, What is the process to handle stringent deadlines and keep ourself cool ?
Amit Bansal answers, One very interesting process, as defined by Deming is Plan – Do – Check – Act…Each stage is very relevant and important to achieving goals…


Grover asked, what is the best way to avoid procrastination. i guess its the root of all evils.
Amit Bansal answers, Yes it is…we all fall into this trap…it could be important to take note of how you may have overcome it in the past…some ‘past’ analysis might help…also what does procrastination mean to you, it is important to define that, because it often happens that we all fall into traps of general definitions, additionally the question to be asked also is whether what you are procrastinating, is it really important to you? Some thinking is definitely required here…


sanjay asked, how to do identify unproductive activities in the melee of day to day work
Amit Bansal answers, Starting point could be some feeling at the end of the day…whether you feel drained out, u felt that the system took all your time, your friends took all the time and you ended up chatting up a lot, once you start from here…it might give you a “gut-feel” of how to go about looking at the so-called unproductive activities, also what could be unproductive could be an important element in one’s work, for example, if you are an independant contributor, it might seem unproductive, but spending a couple of minutes building rapport will serve you in the long-run, or if you are the manager, then mentoring, while it may seem unproductive, will serve you again in terms of long-run…so perhaps making a top of the mind (feeling) list might help


Amit Bansal says, A critical part in planning is dividing the task into smaller parts. IF this not done then the plan has little meaning…


Amit Bansal says, Communication with team members is very critical. Maintaining good relations (knowing people’s names), telling important people what you are working on…all these matter when you work in time-bound situation


Subbiah asked, Hi Amit , what could be the general mantra for the achieving the stringent deadlines
Amit Bansal answers, It really boils down to communication, interpersonal skills, planning skills, delegation skills, leadership (taking your team along with you), and of course taking constant feedback to do course correction.


work asked, hi amitji, when the deadlines are approaching how can you convince colleagues to share the work?
Amit Bansal answers, this depends from what role you may be asking this question. For example: if you are asking from a team lead perspective or whether you are asking from a team member perspective. The approach which you may want to take will be different depending on what role you have at work. If it is manager / leader role then it would mean that you would need to build rapport with you team to get them to start trusting and then sharing work…it starts with trust…

Chat Date: 23 January, 2013

Source: www.rediff.com

 

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