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Health Care Industry

Dealing with deadline stress

Medical Laboratory Observer, August, 2004 by Christopher S. Frings

Q Does the panel have recommendations for managing and avoiding deadline stress?

A Procrastination, unrealistic deadlines, and/or lack of appropriate prioritization are why most deadlines are missed. People frequently start too late when working on a project with a deadline, which causes stress and often results in less than the best work. Some people believe they are more effective when doing things at the last minute. This may work until something happens, such as your manager adding new priorities and/or assignments, or you get sick. Then you will probably not meet the deadline. To managers, missing deadlines is unacceptable workplace behavior and the sign of an uncommitted employee.

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I minimize deadline stress by setting realistic deadlines and priorities in my personal digital assistant (PDA), which I back up daily with my personal computer contact manager. I plan for things that are due on a regular basis, and I try to have them done a few days--or even a week--before the deadline. You could apply this technique to preparing for projects that occur on a regular basis at your company, such as annual meetings, budgets, or employee evaluations.

According to Alton Sturtevant, "Not meeting deadlines causes me more stress than worrying about them. My recommendations to manage this include:

* When a deadline is defined, record it in a manner that will allow you to recognize and meet the required deadline (for example, in your PDA and backed up with your computer).

* Consider the amount of time and resources that are required to complete the project in a thorough manner.

* If the project is a group activity, communicate clearly with the group the results desired and the expected completion time.

* Ensure that the group is making demonstrated progress on a periodic basis.

* Collect the information needed to complete the project.

* Remember the deadline (do not fear it), and ensure that you complete the project."

Marti Bailey points out, "There is plenty of evidence indicating that meeting deadlines is among the top-cited causes of workplace stress. Much of this stress is self-imposed and can be avoided by following some simple guidelines:

* Convince yourself that projects with deadlines are an ordinary part of your work rather than being the exception. The more routine the status you assign to projects, the less disruptive they will be.

* When you have a choice, do not accept or agree to something you cannot deliver. Be sure to speak up when you have legitimate concerns regarding due dates.

* Make firm arrangements with everyone and for everything that you cannot do yourself to complete the job.

* Delegate tasks that can be completed competently by someone other than you.

* Assess the status of the project regularly.

* If you are running behind schedule and expect you may not meet the deadline, inform whoever needs to know as soon as possible. Some deadlines are flexible, while some are not. Be prepared to do what it takes to meet your deadline if it is not flexible."

Bottom line. Things usually take longer than you expect. Interruptions, delays, crises, and phone calls can eat up your time. Always plan extra time to meet your deadline. That way, you may even be able to turn in your work ahead of schedule, which will lower your stress and impress your boss. When faced with a deadline, be clear on what your assignment is, analyze how much time you will need, prioritize, add in extra time for the unforeseen, and turn your work in ahead of time, whenever possible.

Christopher S. Frings is an internationally known consultant and speaker on the topics of leadership, managing change, time management, reaching goals, and stress management. His consulting firm. Chris Frings & Associates, is in Birmingham, AL.

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Health Care Industry

Dealing with deadline stress

Medical Laboratory Observer, August, 2004 by Christopher S. Frings

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