You're facing a client's unrealistic project deadlines. How do you manage their expectations effectively?

In my experience, unrealistic project deadlines come in to picture when: 1) Client's planning process is a little hay-wire 2) The client's understanding of how we do our work (and how it can require more time) is limited 3) They are more focused towards short term tactical wins, instead of long term strategic successes. Countering the above so that you get enough time is essential to successfully deliver value. The solution is anchored in communication and discovery: 1) Understand why this sense of urgency? 2) Communicate why you require x number of days to share a valuable deliverable. Highlight why a short delivery period would impact quality. 3) Co-create a delivery plan with the client; stay accountable to agreed upon timelines

In my experience, project complexity is often not immediately apparent to the client. Rather than causing alarm or simply declining their requests, it's beneficial to thoroughly understand their requirements and identify the essential project features for the specified deadline. Being receptive and listening attentively is crucial in this process.

In my experience, open and upfront communication about the realistic deadlines is the key. We need to understand the reasons from client for requesting such unrealistic deadlines and should also discuss the other aspects of pushing deadlines such as increased cost or quality getting compromised, etc

Cette problématique intervient souvent en onboarding client ou au lancement de projet. Il est donc obligatoire de se renseigner dès que possible : Pourquoi le client est-il pressé ? Quels sont ses enjeux ? Quelle pression subit-il ? Quelle était notre promesse de vente sur le sujet ? Avons nous été transparent sur les deadline ? Etc.

Start by having an open conversation. What's driving the client's urgency? Understanding their needs fosters empathy and builds trust. Clearly communicate the project's scope and the impact of an unrealistic timeline. Discuss potential roadblocks and offer alternative solutions that meet key milestones without sacrificing quality. In my experience I added one more team member. This ensured on-time delivery without sacrificing quality, exceeding the client's expectations, and generating additional revenue for my team. This win-win situation solidified our relationship with the client.

My recommendation is to conduct a thorough and realistic analysis of the situation and then convene a meeting to present your findings clearly. Utilize a risk matrix to communicate the potential impacts of various decisions and outline possible scenarios. This approach is crucial for making well-informed decisions that will benefit the team, the product, and the clients. It is important to leverage tensions as opportunities for growth, learning, and building new realities. Always strive to remain open-minded and grounded.

Be upfront and clear about what’s achievable within the given deadlines. Don't give them false hopes to get the deal (Destroys our rapport). Explain the complexities of the project and provide specific examples of why the deadlines might be unrealistic. For instance, you might illustrate how long each phase will take and what could be at risk if the project is rushed, like quality issues or missing key features.

Communicating scope and projected timeline can be one of the toughest conversations when working with a client under a time crunch. It's essential to be transparent about what can be realistically achieved within the given timeframe. Start by breaking down the project into smaller, manageable goals along the road map. This not only helps the client visualize the hurdles along the way but also demonstrates the complexity and effort required for each phase. Regularly update them on progress and any potential delays, reinforcing the importance of quality over speed. By setting these small, achievable goals, you can keep the project on track while managing the client's expectations.

After reviewing what is feasible with your team and prioritizing activities to move closer to the goal, present these solutions to your stakeholders. While maintaining flexibility is important, it is true that options become more limited at this stage. Using graphical materials to illustrate possible solutions can help simplify the complexity of decision-making and provide clear evidence of the approved scopes. It is essential to ensure clarity on the scope in each scenario to facilitate informed decision-making.

Suggest practical alternatives that could help meet the client’s goals without compromising too much. This might include adjusting the project scope, breaking the project into smaller phases or increasing resources. Keep in mind to present these alternatives with potential benefits AND drawbacks (very crucial) so the client can make an informed decision.

Additionally, it is constructive to communicate the team’s current situation. Increasing resources doesn't always accelerate processes, so it's important to negotiate effectively regarding which features can be realistically achieved within the given timeframe. This approach ensures a successful balance between client expectations and what is feasible.

Work with the client to identify and prioritize the most crucial aspects of the project (what's on the urgency list No.1). Then focus on delivering that high priority features or components first. This ensures that the essential elements are completed on time, even if less critical tasks are delayed. Prioritizing helps both you and the client stay focused on what matters most, giving You & your client more room to breathe.

We know that the timeline is created early in the SDLC phases, but it can be altered if a sudden urgency of a feature appears. Create a detailed and realistic timeline for the project. Outline each phase, key milestones, and deadlines. Share this timeline with the client to provide a clear view of how the project will unfold. This transparency helps set realistic expectations and keeps everyone aligned on deliverables and deadlines.

Minimize rework by open communication with your team and client. Hold brief weekly meetings if necessary to ensure everything is running as expected. Actively involve decision-makers to eliminate delays or misunderstandings.

Il y a parfois des contraintes techniques qui font que la réalisation accélérée du projet ne sera juste pas possible. Soyez transparent avec le client, temporisez vos communication, concentrez vous sur les "win" pour célébrer ensemble ce qui a déjà été fait plutôt que de se focaliser sur ce qui n'est pas encore fait. N'hésitez pas à formuler les avancées avec une communication positive à l'écrit et en mettant en valeur votre interlocuteur pour favoriser le transfert en interne chez le client et restaurer l'opinion sur votre marque.