Dealing with Last-Minute Deadline Changes

Surprise missed deadlines are a major headache.  They disrupt workflows, create unnecessary stress, and leave everyone scrambling to catch up. But what if there was a better way? When you miss a deadline, it hurts your reputation and credibility. You can avoid this through 𝐩𝐫𝐨𝐚𝐜𝐭𝐢𝐯𝐞 𝐜𝐨𝐦𝐦𝐮𝐧𝐢𝐜𝐚𝐭𝐢𝐨𝐧. By letting your manager know about potential roadblocks as soon as you know about them, you become a problem-solver, not a problem creator. This not only reduces stress for everyone involved, but also builds trust and strengthens your professional presence. As the former Head of Editorial at Prezi, here are three strategies my team members used that I appreciated so much: ✅ Flag potential delays early. It benefited the whole team when I got alerted about a roadblock ahead of time. This gave everyone time to adjust, discuss solutions, and minimize the negative impact. ✅ Be specific and be clear. Be upfront about the situation and the impact it might have on the deadline.  ✅ Offer solutions and not just excuses. Coming to your manager with a plan demonstrates responsibility and initiative.  This could involve suggesting an extension, proposing a revised deliverable, or outlining how you plan to catch up. You can save this script for future use: "𝘏𝘪 [𝘔𝘢𝘯𝘢𝘨𝘦𝘳 𝘕𝘢𝘮𝘦], 𝘐'𝘮 𝘳𝘦𝘢𝘤𝘩𝘪𝘯𝘨 𝘰𝘶𝘵 𝘣𝘦𝘤𝘢𝘶𝘴𝘦 𝘐'𝘮 𝘦𝘯𝘤𝘰𝘶𝘯𝘵𝘦𝘳𝘪𝘯𝘨/foresee 𝘢 𝘥𝘦𝘭𝘢𝘺 𝘸𝘪𝘵𝘩 𝘗𝘳𝘰𝘫𝘦𝘤𝘵 𝘈.  𝘋𝘶𝘦 𝘵𝘰 𝘙𝘦𝘢𝘴𝘰𝘯 𝘟, 𝘐 𝘮𝘪𝘨𝘩𝘵 𝘯𝘰𝘵 𝘮𝘦𝘦𝘵 𝘵𝘩𝘦 𝘰𝘳𝘪𝘨𝘪𝘯𝘢𝘭 𝘥𝘦𝘢𝘥𝘭𝘪𝘯𝘦 𝘰𝘧 [𝘋𝘢𝘵𝘦]. 𝘐'𝘷𝘦 𝘦𝘹𝘱𝘭𝘰𝘳𝘦𝘥 𝘢𝘭𝘵𝘦𝘳𝘯𝘢𝘵𝘪𝘷𝘦 𝘴𝘰𝘭𝘶𝘵𝘪𝘰𝘯𝘴, 𝘢𝘯𝘥 𝘐 𝘱𝘳𝘰𝘱𝘰𝘴𝘦 𝘚𝘰𝘭𝘶𝘵𝘪𝘰𝘯 𝘠.  𝘗𝘭𝘦𝘢𝘴𝘦 𝘭𝘦𝘵 𝘮𝘦 𝘬𝘯𝘰𝘸 𝘺𝘰𝘶𝘳 𝘵𝘩𝘰𝘶𝘨𝘩𝘵𝘴." Proactive communication is a win-win. Managers appreciate the heads-up and can adjust accordingly. You avoid the last-minute scramble and maintain trust with your team. Remember that all these tips don’t just apply to big projects! The same principles apply to smaller tasks as well. Building this communication habit will put you ahead of the game — and impact your presence in terms of how your colleagues see you. 💬 How do you communicate missed deadlines in advance? Let’s exchange tactics in the comments! #ExecutivePresence #Communication #ProfessionalPresence #WorkplaceTips

In the fast-paced world of business, requests from senior managers can often appear as non-negotiable demands. Understanding the underlying request can transform how we respond and lead to more effective outcomes. Consider this common scenario: Your CEO casually mentions, “I need the project update presentation by Monday.” At first glance, this sounds like a firm deadline. However, this could be an opportunity for negotiation rather than a strict command. How to Navigate: Clarify the Need Start by understanding the urgency, importance, and significance of the request. For example, you might say, “I understand the presentation is important. Could you share more about what will be discussed? This context will help me prioritize the most critical information.” Assess Your Capacity Evaluate your current commitments. If the timeline is tight due to other priorities, communicate this. For example, “I’m currently wrapping up the quarterly budget review, which is also due Monday. Would it be possible to have an extra day for the presentation to ensure all data is accurately captured?” Propose Alternatives If the original deadline is not flexible, suggest alternatives that meet the need without compromising the quality of work. “If the full presentation can’t be delayed, I could provide a summary of key points by Monday and follow up with a detailed report by Wednesday.” Confirm Agreement and Shared Understanding Ensure you and your CEO are on the same page. “To summarize, I will provide a summary by Monday and the full presentation by Wednesday. Does that work with your schedule?” This approach shows your proactive engagement and respects the executive’s needs while managing your workload effectively. It’s about finding a middle ground that benefits both parties, turning top-down demands into collaborative, negotiable requests. Remember, every executive demand is an opportunity to showcase your strategic thinking and negotiation skills. Don’t shy away from these conversations; they are your chance to lead effectively. #ExecutivePresence #Negotation #TimeManagement #ExecutiveCoaching

As the VP of technology who launched the 2020 Tokyo Olympics for Warner Bros, here are 5 specific ways I dealt with late requests 👇 1) Say ‘no’. 2) Understand the customer impact 3) Determine the business impact 4) Communicate the risk 5) Say ‘no’ No matter how many months of planning, designing, and implementing you go through there are always late change requests. It would seem simple to say no to these requests, but sometimes they make sense. That said, these are the ways I recommend dealing with late requests: 1. Start with ‘no’. This is uncomfortable, but it is the best place to start and it is also something that leaders should get used to. One definition of strategy is “learning what to say no to.” In this case, it is a tactical and practical place to start. 1. Understand Customer Impact Review late requests as defects in your system. Start by understanding the real customer impact so that you can determine how urgently the fix is needed. Too often teams fall into the trap of reviewing the size of late changes before their impact. The risk is that you might take in dozens, if not hundreds, of “really small” changes. Each one might be small, but together they represent a greater risk to the event. This is a really important time for leaders to have a strong backbone. Be fair but firm on all late requests. Not only is this the right thing for any significant event, but your team and your stakeholders will learn to trust you. If you say yes to everything, then you aren’t leading. Invariably, and especially at large companies, there will be senior executives who see what is being created and want to change or add things very late in the process. These requests must follow the same process, but of course there will be greater pressure to “make it happen.” 1. Evaluate Business Impact Changes driven by senior executives sometimes have a material business impact. In this case, the business goals need to be identified and addressed clearly and accurately. This is where a strong leader will work with the executives to explain what can and cannot be done before the event. Anything can be done with enough time and resources, but you’re running out of time and bringing in resources late is unlikely to be effective. 1. Explain the Risks Be reasonable with your partners and clearly explain the risks of the requested change. While there may be a drive for a business impact, don’t risk the broader business or event to meet one group or one leaders’ initiative. 1. Say ‘no’. Say ‘no’ again. If the impacts are not significant or the risk is too great, get comfortable saying ‘no’ again. There is a chance you could be overridden, but major events are one of the times I advise caution and favor saying ‘no’ much more than saying ‘yes’. How do you handle late requests? 💡 Olympic Countdown - Day 6: Why is there always one more change request? Follow for my countdown posts leading up to the launch of the Paris Olympics!