For many of us, working to meet too many deadlines is a big problem. While it is a normal practice to work in a chronological fashion, meeting one deadline after another, from the nearest deadline so farthest deadline, time may be inadequate also. Work experience varies from person to person, and for me this is a major problem as I have too many deadlines - often, many within the same month,etc. We can prioritize tasks, but meeting all deadlines is difficult.
In a recent Scientific American (Dec 2014) article, Esther Landhuis suggests to banish procrastination by thinking differently about deadlines and cites some case studies as support.
Your views are welcome! - Sundar
http://www.scientificamerican.com/article/banish-procrastination-by-thinking-differently-about-deadlines/
The deadlines can be best handled by doing the most important job first and starting the harder tasks as early as possible
The attached links have good suggestions about avoiding procrastination::
http://jamesclear.com/how-to-stop-procrastinating
http://www.whyamilazy.com/40-super-effective-ways-to-stop-procrastinating/
The deadlines can be best handled by doing the most important job first and starting the harder tasks as early as possible
The attached links have good suggestions about avoiding procrastination::
http://jamesclear.com/how-to-stop-procrastinating
http://www.whyamilazy.com/40-super-effective-ways-to-stop-procrastinating/
Steven Covey chart of Urgent, not urgent, important, and not important.
Sometimes you know of deadlines in advance: then you can start from the most important work if you have enough time to do the rest on time, too; if not, then you can start from most urgent and relatively important work. In any case, it is best to start as early as possible: then you can find time if something important suddenly appears (e.g. if you get "minor revisions" from a journal and are told to make changes in a few days).
How often people are able to say 'no' when involvement in another project is requested? Why people do join another project when they are already involved in another demanding one?
Dear Sundarapandian,
Perhaps being highly selective in chosing professional duties and involvements? I'm selective and do not have too many deadlines in the same time.
Dear Marcel - my research guide, (Late) Dr. Byrnes, used to mark all deadlines on the writing board in his office with marker pens. This used to give him a constant reminder on what were ahead. I do have a writing board at my office, but I write a few deadlines only, and not all. Best wishes, Sundar
The best way to deal with too many deadlines is to priortize their tasks according to their importance.
Dear @Sundar, it is about priorities and time management! Dear @Beata have given a fine proposal, to be highly selective. Furthermore, we should shift our priorities due to the given deadlines!
Dear Ljubomir - Thanks for the kind advice. About Beata's advice to be highly selective in choosing professional duties, I remember this classic line from an Asterix Comics:
"You are chosen as a volunteer!"
Deadlines can be dealt with best by sorting out which are really deadlines and which are simply desires. Virtually every task I am set is given what is euphemistically described as a 'deadline'. Virtually all of these are arbitrary and have no real degree of urgency. Where there are real deadlines I agree with colleagues above. Prioritise the most important and methodically work through them.
As for the faux deadlines...tell them to wait!
Dear @Sundar, it is a challenging issue to deal with the many deadlines we face every day. Writing down the schedule and working more can help not to delete some of the items.
Be realistic while putting so many hats on your head
Make clear your priorities
Stay organized and manage your time
Maintain a schedule & Get to work
Do one thing at a time and try to complete.
Turn off distractions
Keep a can-do mindset but remember that you can’t do everything
Break projects done bit by bit and cross them off as you finish each part.
Be proud of what you do accomplish
If need be, reach out to others
Just make a selection of the most important ones and cut all the others!
How to deal with too many deadlines:
"Deal with one, and you will deal with all one by one ...be that a success, or failure is not in our hand. Therefore try avoid, or control frustration if it comes your way, which many a time will."
Excellent advice by Yogesh Chandra Tripathi!
Thank you, jee..
Deadlines can be extremely traumatic. However, even though one can't get rid of deadlines altogether, it is possible to turn that pressure into a more positive force rather than a panic-inducing one. Proper organization allows maintaining a steady pace on the plan you working on. Good organization means not leaving everything until the last minute but knowing that every moment counts from the start. Mark set periods at which you expect to complete stages of whatever it is you're working on and work toward each of these mini deadlines. Use sticky notes on your mirror or computer's desktop regarding your assignments. Meet each mini deadline, and you will feel more comfortable about meeting the large deadline. Get rid of things that cause you sidetracked from your goal. If you need others to help, to give ideas, to solve problems, don't hesitate to draw them in. After every successfully met deadline, reward yourself. This provides a deeply remembered incentive to ensure this each time.
The Three P’s: planning, priorities, procrastination
If you don’t have time for planning, you’d better find the time. Poor planning causes most time management issues
Not everything you do is of equal importance. Understand what is important to you. Evaluate values.The key is not to prioritize what’s on your schedule, but to schedule your priorities.
Minimize distractions; wasteful tasks, Don’t wait for the right moment to start a task, do not procrastinate.
Behrouz
I could not agree more. There used to be a great sign above the faculty office at my old university:
"Failure to properly plan on your part does not constitute an emergency on ours"
Applied to deadlines this is an excellent concept.
See attached
There is always an important deadline that we should include to our choices: Our children!
For a freshman deadline -
Priority Application Deadline
Apply by this date for best consideration for admission to the university as well as consideration for merit-based scholarships and invitations to special programs.
Dear Prof Krishnan & Costas --> How do you manage several deadlines in your work? I am planning to install some software "planner", but don't know if any freeware is available. Hard copy of planner is good, but keeping it on the system is a better idea. I use "Google Calendar" for Conference Dates only.
Any bright ideas are welcome! - Sundar
Alarm (or) To-do in scheduler is good enough for everyone. Both of these applications are available in all phones (mobile).
Dear Prof. Krishnan - sorry, my mobile size is so small - I hardly use it other than for answering urgent calls and SMS. I shall install some planner in desktop!
Happy new year 2015 for you & your family! Best wishes also to Prof. Mahfuz (President), Dr. Kamal, Dr. Costas, Dr. Nageswara Rao, Dr. Debi, Dr. Abedellah, Dr. Roland, Dr. Marcel, Dr. Barry Turner, Dr. Yogesh, and all RG friends! I thank everyone for answering many of my queries in 2014!
Best New Year Wishes - Sundar
Dear Sundar
Happy new year to you too. Keep those great questions coming in 2015!
In my experience many deadlines I experienced with fulfilling limits of 2hrs to 1 day to days and weeks or so, just try your best and finish these whatever best you can , since after finishing many - more will be coming - an endless process till you are active
"Too many deadlines" in itself is a precursor to more failures and more frustration. This leads to disharmony in life of the person, and if there is a family involved, all are affected as is the business. Too many deadlines on an ongoing basis makes one conclude that people have to learn to say no, except in life and death situations when other deadlines do not matter in any case.
Dear Suresh:
I agree with you that it is a good habit to check one's workload and to learn to say no to avoid overload in one's workload.
Happy New Year, 2015!
With best wishes, Sundar
Dear friends:
1) I have too many deadlines that it will be difficult to write them down all.
2) By the time I manage to complete task of one deadline, I am reminded of many new deadlines.
3) Krishnan suggested me to use a planner - I need to get one soon.
4) Deadlines keep me sailing also!
With regards, Sundar
The key to deal with the pressure of multiple deadlines is to update and keep track of each assignment/ responsibilities independently, as well as prioritize time in advance so that one can know what, when, and how each aspect of the project is occurring, and update oneself on its progress. The more one know about each project the better, because it will allow adjusting accordingly and ensuring that one meet each deadline successfully. Further, one should not hesitate to politely decline new assignments if already overloaded with work.. Overloading with work is like setting oneself up for failure to complete everything on time.
Summary of Tips from Princeton university for Overcoming Procrastination
Awareness —Reflect on the reasons why you procrastinate, your habits and thoughts that lead to procrastinating.
Assess —What feelings lead to procrastinating, and how does it make you feel? Are these positive, productive feelings: do you want to change them?
Outlook —Alter your perspective. Looking at a big task in terms of smaller pieces makes it less intimidating. Look for what’s appealing about or what you want to get out of an assignment beyond just the grade.
Commit —If you feel really stuck, start simply by committing to complete a small task, any task, and write it down. Finish it and reward yourself.
Goals —Focus on what you want to do, not what you want to avoid. Think about the productive reasons for doing a task by setting positive, concrete, meaningful learning and achievement goals for yourself.
Be Realistic —Achieving goals and changing habits takes time and effort; don’t sabotage yourself by having unrealistic expectations that you cannot reasonably meet.
Un-schedule — If you feel really stuck, you probably won’t use a schedule that is a constant reminder of all that you have to do and is all work and no play.
Swiss Cheese It —Breaking down big tasks into little ones is a good approach.
see: http://www.princeton.edu/mcgraw/library/for-students/avoiding-procrastination/
Too many deadlines? Here’s how to avoid panic mode! Many good tips! Another good reading related to this issue in deadlines: Missing deadlines? Maybe you’re not busy enough!!!
http://michellerafter.com/2013/05/13/too-many-deadlines-heres-how-to-avoid-panic-mode/
http://fortune.com/2014/08/06/procrastination-productivity/
Dear Ljubomir Jacić , my American Professor, Chris Byrnes, used to tell me that as one goes higher up in the ladder, he/she will get more and more busy.. Prof. Mahfuz may certainly agree as he is the President of a famous University!
Best wishes, Sundar
Good that deadlines can be countered, enriched by answers and few need to be followed worth, thanks
Dear Sundarapandian,
As Marcel points out the key is not to create the situation in the first place. How is this done? As Clint Eastwood said in Dirty Harry "a mans [women] got to know their limitation". With the best of intentions we/I agree to committees, teams, and chair positions while still teaching with all that goes into teaching. Over booking office hours, meeting with students at there request, and the drop in while forgetting to shut the office door. The pressure of publishing, working toward tenure ect.
Knowing all this and that I cannot say no to a students request I have learned to say no. It's hard each and every time I do but to me it has always been about the students and when I keep this first in mind saying no while making me very uneasy is just that more ease for me to do.
P.S. I still some times have too many deadlines and a good bottle of single malt scotch always helps.
Douglas
Dear: All, I suggest you that by numbering the deadline and priority would help us ...;)
- Respond well to the challenge of a deadline
- Enjoy working under pressure
- Focus on effective planning and fulfilling the tasks in priority in order of their deadlines.
- Employ your best abilities to meet deadlines.
- Reduce spending time on counterproductive activities.
I am agree with dear @Yogesh......and I add it................ be realistic......
"Reduce spending time on counterproductive activities."
This advice is excellent and noted - Thanks!
Because of busy work - I wish to take a break from ResearchGate..
Best wishes, Sundar
Dear @Sundar, when you finish your busy day, find some time for this good research paper! Have a good weekend!
Article “Take a break?!” Off-job recovery, job demands, and job reso...
Deadlines are reached on time when people feel that the activity is linked with their associated value.
The more dearer the value, the quicker is their "response" or "schedule adherence".
The deadlines can be best handled by doing the job on priority basis and starting the harder tasks earlier.
Nothing without TO DO List! Experts advise ho to manage it. "If you feel like you never manage to check everything off of your to-do list, you're not alone. Only 11% of professionals around the world accomplish all the tasks they'd planned to do on an average workday, according to a LinkedIn survey.Writing down your goals makes you more likely to achieve them, but many of us struggle with a never-ending to-do list...Cramming too many things on our to do list can feel overwhelming, so Jason Womack, executive coach and author of Your Best Just Got Better, suggests sticking to the "verbs that make you money and the verbs that make you happy." Many people fall into the trap of thinking they're really busy but not accomplishing much..."
http://www.fastcompany.com/3044945/work-smart/expert-advice-on-how-to-build-the-ultimate-to-do-list
Preparing and following a Check list with Timelines for Coordination as attached would be beneficial.
http://www.hertsdirect.org/docs/pdf/admissions/Timeline1617.pdf
Work Backwards From Your Deadlines.
Time is usually the one variable most of us can't change. Deadlines are deadlines, and often we're not the ones who set them. This is where working backwards from due dates is crucial. Start a spreadsheet, and mark down when each project or task on your plate needs to be finished. Then work backwards to the present day, taking into account everything each specific to-do that needs to be done to get from here to there, and how long it takes to complete. When you're finished, you'll likely see a bunch of tasks that should have started already and others that hopefully won't start for a while if you're going to make the deadline. That list, by itself, is a good indicator of what your priorities are, what you should be working on right now, what you should work on next, and perhaps most importantly, what you should get help with—especially if they're tasks that should have started a week ago.
http://lifehacker.com/5877111/how-to-prioritize-when-everything-is-important
- Make plans for today, next week, next month, and next year that really work even when you've had trouble adhering to plans in the past
- When everything is a priority and expectations are high, intelligently decide what to do first.
- Develop innovative methods that really keep you on track through changing priorities, last-minute alterations, uncertainty, crises, and chaos
- Workout action plans that move assignments/projects ahead , even delayed ones
Yogesh wrote:
"Make plans for today, next week, next month, and next year that really work even when you've had trouble adhering to plans in the past."
My reply:
Making plans is very good. I have installed a Planner also. But implementing them is the big hurdle, as I get some new kind of work almost everyday.
Yogesh wrote:
"When everything is a priority and expectations are high, intelligently decide what to do first."
My reply:
You have hit the nail on the head! "Intelligently decide" - perhaps this is my problem! You have got this right also!
Yogesh wrote:
"Develop innovative methods that really keep you on track through changing priorities, last-minute alterations, uncertainty, crises, and chaos"
My reply:
I have developed innovative methods in changing priorities and last-minute alterations. Editing Special Issues also has got me into new set of busy work as I get all kind of queries...
Yogesh wrote:
"Workout action plans that move assignments/projects ahead , even delayed ones"
My reply:
Good advice.. I may plan some workout action plans as biking, jogging or walking may ease some stress.. I don't know if they move the assignments ahead..
Best wishes, Sundar
Time is usually the one variable most of us can't change. Working backwards from due dates can help. It is also advisable to make plans not only for the present but also for future along with development of innovative methods to do the task within stipulated period of time.
Time and health are big factors in keeping up with deadlines..
Deadlines are growing in number, but my health is going down..
-Sundar
I recently met esteemed Professor, Nageswara Rao, at Vel Tech University, who visited us for a month. He delivered many lectures on "Research Methodology" and chaired a session (with a Key Note Address) on Materials in an IEEE Conference organized by Vel Tech University. We were informed that Prof. Nageswara Rao guided the doctorate work (PhD thesis) of our esteemed Vice Chancellor, Prof. Beela Sathyanarayana (Vel Tech University).
This shows the experience and knowledge of some of our RG friends!
I hope to meet more RG friends in future.
Best wishes
Sundar
The natural urge when running a distance is to push harder and finish sooner - to race against time. Every second behind a deadline is a little defeatb- Joe Henderson
Crystallize your goals. Make a plan for achieving them and set yourself a deadline. Then, with supreme confidence, determination and disregard for obstacles and other people's criticisms, carry out your plan - Paul J. Meyer
A deadline is negative inspiration. Still, it's better than no inspiration at all.- Rita Mae Brown
I shall add another deadline to find suitable quotes on keeping deadlines from the internet or library books and magazines, and share the quotes with RG readers by Sunday, May 24th, 6 pm.
Yes Dear Sunder, we expect the most suitable and inspiring one from you.
As I remembered my deadline at work, I added a few quotes below:
Best wishes, Sundar
Nice quotes dear Sunder,
In fact, everyone has to deal with deadlines in his/her personal, social and professional life that sometimes can be incredibly stressful. The closer we get to a deadline, tension mounts and we start to feel like we're running out of time. However, even though we can't control time or get rid of deadlines altogether, it is possible to turn that pressure into a more positive force rather than a panic-inducing one. We shouldn't become the pet of deadlines either set personally or assigned by other unrealistically, it would make our life terrifying. Being honest and realistic, honouring our handworks and appreciating our struggles may uphold our spirit and zeal to realize deadlines
Yogesh wrote:
"Being honest and realistic, honouring our handworks and appreciating our struggles may uphold our spirit and zeal to realize deadlines"
Nice view, but too late now. I got into too many deadlines in 2015. Hopefully, I shall avoid getting into too many deadlines in 2016. This year, I have to honour my commitments!
You are determined and committed so, will certainly meet your deadlines
Best Wishes
By determination to do duties properly any one can meet deadlines...
Prioritizing work should be done with ease
Kindly read the link below:
http://productivitytube.net/what-are-some-tips-on-managing-and-meeting-multiple-deadlines/
Start listing things down on paper, maintain a proper calendar, and install to-do apps on your mobile phone.
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