Here's how you can ensure project success by setting realistic deadlines.

Split your project up in steps and set different deadlines for each step. Set a pre-deadline before every actual deadline and check in once a week to keep everyone on schedule. For example: You have a project that will take six months and different stakeholders are involved. Set the deadlines a week before they have to be finalized and check in with the stakeholders a week before the first deadline, to make sure they have everything they need to meet the deadline. Communicate clearly to your client, what's involved in the process and manage expectations based on realistic deadlines. Also make sure they understand what the latest deadline is, when they would like to add last minute projects.

A retrospective meeting notes or project closure for a similar projects can help us assess realistic timelines. A collaborative meeting with project leads and professionals with experience in the domain can throw some light on the practicality.

O principal erro da definição de prazos é, justamente, 'chutar' uma data que, supostamente, agrade aos envolvidos no projeto, sem que se avalie todo o cenário e escopo, para que se possa determinar as variáveis e os processos necessários em cada etapa. Por isso, é fundamental que se planeje com, justamente, prazo.

One crucial aspect is flexible planning. While having a fixed end goal is essential, the journey may require adjustments due to unforeseen circumstances. Building in buffers for potential delays and creating a plan that accommodates adjustments can prevent the project from derailing. Effective communication of these buffers to your team is equally important. This ensures that everyone understands the importance of meeting initial deadlines while knowing there's some leeway if needed.

Os fatores externos, aqueles de cujos quais não temos nenhuma gestão ou gerência, não podem, nunca, ser desconsiderados quando se cria um cronograma de projeto ou campanha, afinal, é sempre melhor se surpreendido positivamente, do que decepcionado. Prazos realistas perpassam por haver um espaço para imprevistos.

Setting up regular check-ins with your team allows you to discuss progress, address challenges, and make necessary adjustments. Use these meetings not just for updates but as a platform for motivational leadership. Encouraging your team and keeping morale high. Integrating Agile methodologies can also be beneficial. Regular sprints and reviews ensure that you can pivot quickly if something isn’t working. Data-driven project management is another useful approach utilising analytics to track progress and predict potential bottlenecks. Tools like Trello, Asana, or Monday.com can facilitate this process, providing real-time updates and a clear overview of the project’s status.

Setting clear milestones and deliverables can also help manage expectations effectively. Breaking the project into smaller, manageable parts with specific deadlines keeps everyone aligned and provides a clearer picture of progress. Regular updates and open lines of communication can preempt misunderstandings and keep everyone on the same page. Scenario planning is another valuable tool. By considering different potential outcomes and having contingency plans in place, you can better manage uncertainties and set more realistic expectations from the outset.

'Onde não há informação, há imaginação'. Se os stakeholders de um projeto não souberem os detalhes e evoluções, pensarão qualquer coisa. É fundamental que haja comunicação efetiva, assertiva, clara e recorrente a todos os envolvidos. Sempre.

Reflecting and learning after project completion is essential for continuous improvement. Take time to evaluate the deadline-setting process and gather feedback from your team on what worked well and what could be improved. This reflection helps you refine your approach for future projects, turning both successes and mistakes into valuable learning opportunities. Post-mortem analyses or retrospective meetings can be particularly effective for this. They provide structured ways to discuss the project’s successes and areas for growth. Incorporating Kaizen principles, a Japanese concept for continuous improvement can also help. This involves regularly making small, incremental changes based on feedback and reflection.

Pay attention to your team’s workload and mental health. Ensure that deadlines are realistic and that the workload is manageable to prevent burnout. Regular check-ins and providing support when needed can go a long way in maintaining a healthy work environment.