11 Proven Ways to Meet Deadlines When Working Remotely

Deadlines are an essential part of any project since they establish when the project or parts of it are due. While meeting deadlines is essential for project success, project success can be incredibly challenging when working remotely. There are several proven ways to meet deadlines effectively, yet almost half of all projects are not finished on time.

Why? Read on to find out. We’ve also prepared 11 essential tips for meeting your deadlines stress-free.

Importance of meeting deadlines

But first, why does meeting deadlines matter?

Completing projects on time:

• Builds trust and reliability with clients and stakeholders
• Ensures smooth workflow and reduces the risk of bottlenecks or delays
• Enhances team collaboration and coordination
• Increases productivity and efficiency in keeping projects on track
• Allows for better time management
• Helps meet organizational and client expectations
• Prevents financial penalties and missed opportunities due to delays

Common challenges of meeting deadlines

It’s clear that no project can run smoothly without clear deadlines. Yet missing deadlines is highly likely because of:

• Inaccurate estimation of the time or resources needed to complete tasks
• Inadequate delegation, resulting in uneven workload distribution
• Poor time management, leading to incomplete work
• Lack of effective communication, causing misunderstandings or delays
• Team members failing to meet their individual deadlines
• Insufficient planning or prioritization
• Distractions or interruptions that reduce focus and productivity

Proven ways to meet deadlines

Now that we understand the importance and difficulty of meeting deadlines let’s explore proven methods for completing projects on time.

1. Break down the project

Breaking down a project into smaller tasks and subtasks is a highly effective strategy because it makes large, complex projects less overwhelming. It also promotes efficiency, accountability, and smoother workflow management, all contributing to successfully meeting deadlines.

By dividing the work into specific milestones with a set start and end date, you can easily track progress and ensure that particular tasks are finalized on time.

This approach allows for better prioritization, as smaller tasks can be tackled in order of importance or urgency, and potential challenges can be identified early on. It also provides a clear roadmap, keeping the team focused and motivated while allowing more flexibility for adjustments.

2. Use project management software

Using project management tools is a proven strategy for managing deadlines because they provide a centralized platform for organizing tasks, timelines, and communication. This can streamline workflows, boost productivity, and keep your projects on track.

Project management software such as Paymo allows teams to break down complex projects into smaller tasks, assign responsibilities, and set clear deadlines.

Inside Paymo, you can prioritize each task, helping you focus on what’s most urgent and what needs to be completed first.

One of the many proven ways to meet deadlines is to be time-aware and know which tasks are urgent or critical.

Online chat is a great feature that allows you to collaborate with your colleagues in real time. You can also decide who receives notifications when something new is posted.

Additionally, you can choose your preferred workflow and project methodology, such as Kanban boards or Gantt chart views, which will help you manage your tasks in the most visually appealing way.

3. Keep your inbox clean

Keeping your inbox clean reduces distractions, allows for better organization of tasks and priorities, and prevents you from losing sight of important deadlines in a cluttered inbox.

An organized inbox lets you quickly identify urgent messages, respond promptly, and stay on top of critical information. By regularly decluttering irrelevant emails, categorizing important ones, and setting up filters, you can maintain a clear overview of your responsibilities.

4. Time yourself

Timing yourself increases your awareness of how much time you spend on specific tasks, helping you to improve productivity and time management.

Setting time limits for each task lets you stay focused and avoid unnecessary distractions, ensuring you complete your work efficiently.

Use Paymo’s time tracking tool to track the time spent on individual tasks directly in your browser.

Download the desktop app Paymo Track for free to track time automatically.

Also, as the project manager, you can monitor each team member’s activities and see who tracked what and when.

Finally, you can generate reports (pie charts or bar charts) that provide actionable insights. These insights reveal areas where time is wasted, or processes can be streamlined.

5. Block off time on your calendar

If you apply the above strategy and time yourself correctly, you can block off time on your calendar to ensure dedicated, uninterrupted periods to focus on important tasks.

For content writer Alexander Boswell, time blocking is one of the most effective ways to hit deadlines consistently.

“Use a task timer to measure your task start and end times, then when you’ve got some data built up, add a little time onto that average for the unexpected. With this method, I know writing a new blog post takes me around 4-5 hours, depending on the level of research required. So, I set my work schedule accordingly.”

This method helps prevent overcommitment, minimizes distractions, and allows for a more structured approach to managing your time.

Blocking time on your calendar also provides a visual reminder of your commitments, making it easier to stay organized and accountable.

Block time via Calendar and synchronize it in Paymo for optimal focus time in “My Day”

6. Add cushion time

Adding cushion time accounts for unexpected delays, revisions, or challenges during a project. It promotes a smoother workflow and increases the likelihood of meeting deadlines without added stress.

By building additional time into your schedule, you create a buffer that reduces the pressure of tight timelines and allows for adjustments without disrupting the overall project deadline. This extra time can be used to refine tasks, handle potential issues, or accommodate changes requested by stakeholders.

Set milestones and cushion time, visualized as a Gantt chart in Paymo.

Cushion time also prevents last-minute scrambling and ensures that the quality of work remains high.

7. Be realistic about commitments

Being realistic about commitments ensures that deadlines are both achievable and manageable. It also improves planning and prioritization, reducing the risk of missed deadlines due to over-commitment or unexpected challenges.

Paymo’s Team Scheduler allows managers and team leaders to schedule work based on employee workload.

Assess the resources required for each task so you can set achievable deadlines and avoid taking on more work than you can handle. This involves understanding your capacity and potential obstacles and being honest about what can be accomplished within the given timeframe.

8. Minimize multitasking

Monotasking, the opposite of multitasking, is the focus on a single task. It enhances productivity and reduces errors.

When people concentrate on one task, they are more likely to complete it with higher quality and efficiency, as their cognitive resources are dedicated to that specific activity.

This approach also reduces the cognitive load and stress of constantly shifting between tasks.

By prioritizing tasks and working through them sequentially, you can meet deadlines more consistently and with greater accuracy.

9. Deal with procrastination

Procrastination directly addresses the tendency to delay tasks, which can derail project timelines. Tackling procrastination effectively leads to the timely completion of tasks and reduces the stress associated with emerging deadlines.

By identifying the underlying causes of procrastination, such as fear of failure or lack of motivation, you can implement targeted strategies to combat these issues.

Techniques like breaking tasks into smaller chunks, setting specific deadlines, and employing time management tools help maintain focus and structure.

Additionally, creating a positive work environment, finding the right way to deal with distractions, and establishing regular check-ins or accountability systems are proven ways to meet deadlines and can enhance productivity.

10. Automate when possible

Automating routine processes like email responses, data entry, or project updates reduces the need for manual intervention, allowing you to focus on tasks that require higher-level thinking. What’s more, automation can enhance data protection by reducing the risk of human error in handling sensitive information.

The time-saving benefits of automation are significant. By eliminating time-consuming activities, you can enhance efficiency and minimize human error. You can also improve communication and collaboration among the team and increase transparency.

Tools such as project management software or automated scheduling can keep projects on track and ensure deadlines are met. This, in turn, improves productivity and keeps projects running smoothly.

11. Communicate effectively throughout the project

Clear and direct communication at work helps keep teams aligned and focused on priorities. As team members can quickly resolve bottlenecks, share progress, and adjust timelines, your project will likely stay on track.

This involves training remote employees to communicate effectively beyond the needs of a specific project. One important part is developing emotional intelligence, the ability to manage one’s and others’ feelings. Another aspect is inclusivity, such as using bias-free language or creating opportunities for everyone to participate in discussions.

Regular updates, status checks, and clear instructions ensure team members understand their roles, tasks, and deadlines.

Establish specific communication channels for different levels of urgency to prevent misunderstandings and address issues early on, reducing potential delays.

Meet your deadlines every time

Adopt a combination of these proven ways to meet deadlines to improve your project workflows. With the proper process in place, you can significantly boost productivity, reduce stress, and ensure timely project completion.

To improve time management, consider implementing a tool that helps track tasks, monitor team activities, and streamline workflows. Sign up for Paymo today to stay organized and easily meet every deadline!

FAQ

What is the best way to meet deadlines?

The best way to meet deadlines is to use a project management tool that helps you break larger projects into smaller tasks and keep track of your progress. With this software, you can also work effectively on large projects where you must collaborate with internal and external stakeholders.

Why do I struggle to meet deadlines?

Struggling with deadlines is often due to inadequately established deadlines, poor communication, or lack of proper time management and organization. Pinpoint your typical roadblocks and plan ahead how to address them if they arise.