How to Negotiate Deadlines as a Project Leader
As a project leader, you’re faced with the mammoth task of being the intermediary between clients and your team. As such, you must ensure that both parties are happy with the way the project is going.
One particular area that clients and project teams tend to be at loggerheads is that of project deadlines. Sometimes clients want their projects completed in unrealistic time frames, while project teams want as much time as possible to produce the best results.
That’s why, as a project leader, you must know how to negotiate deadlines. It’s a key component of agile project management.
And that’s what we’ll be looking at today.
What is Negotiation?
Before we look at how you can successfully negotiate deadlines as a project leader, you must understand what negotiation means.
First of all, negotiation is not twisting your client’s arms to bend to your will. Negotiation is communication between two parties to come to a mutually beneficial decision. In these days of remote working, you can easily negotiate over a video conference call.
There are many negotiation styles, but in many instances, people use one of three main types of negotiation styles. These are:
- Hard negotiation. This is an adversarial type of negotiation where the negotiator’s goal is to have their way.
- Soft negotiation. Soft negotiation is where you value your relationship with the client so much so that you easily concede to their demands. Of course, this could potentially hurt you and your team.
- Principled negotiation. This is the healthiest negotiation style as it’s more objective and focuses on finding the best solution for both parties.
As a project leader, you’re in charge of ensuring that your clients and your team members are happy. To do that, you must know how to negotiate using the principled negotiation method.
“Collaborate effectively with your clients. Switch to ProofHub.”
How to Negotiate Deadlines as a Project Leader — 8 Winning Tips
No matter what field you’re in, negotiating is never easy. As a project manager, it can be more challenging as the only reason you’re now communicating with the client is that you said you could pull off the project.
This means you have to tread carefully as you negotiate your deadlines, lest they begin doubting your capabilities. Here’s how you can do so without making your client regret awarding you the project:
1. Clearly Define the Project Scope
One of your best tools in negotiating deadlines as a project leader is clear project scope.
Project scope is defined as the work (including resources, deliverables, features, and tasks) that must be done to deliver a completed project. This will help you know what exactly needs to be done and, therefore, the approximate time frame for the project.
Often, project leaders fail to negotiate because they don’t have the data and facts to support their case. Always have a clearly defined project scope, no matter how many times you’ve worked on the same project before. You can use proposal software to draft and share the deliverables of the project.
2. Write a Detailed Project Scope Statement
Once you’ve defined your project scope, write a clear project scope statement. A project scope statement outlines everything involved in completing the project, including all stakeholders involved.
Writing a detailed project scope statement will help you show your client exactly what you’ll be doing behind the scenes and who will be doing it. This will enable them to appreciate why you’re negotiating the deadlines. A few things to include in your project scope statement are:
- Scope description
- Project deliverables
- Project exclusions
- Project timeline
Armed with your project scope statement, it becomes easier for you and your client to come to a mutually beneficial agreement concerning deadlines.
3. Create an Easy-to-understand Work Breakdown Structure
Another internal document you can use to help negotiate deadlines as a project leader is a work breakdown structure (WBS). This is a visual and hierarchical representation of all work that needs to be done to complete the project.
This is where a good project management tool like ProofHub comes into play. You can use it to breakdown and manage every project easily — all in one place.
Because a WBS is visual, it is easier to show stakeholders what will go into completing the project. It can also be used to estimate each component’s timeframe and the entire project as a whole. As a result, you will be negotiating from higher ground, increasing your chances of getting an extension on your deadline.
Using screencasting software is a great way to point out specifics and help stakeholders envision the entire process required to produce an excellent product.
4. Look at the Deadline Through Your Client’s Eyes
When negotiating deadlines as a project leader, you must also look at things from your client’s perspective. This will help you:
- Understand why they want to work with that particular deadline.
- Empathize with their needs.
- Have an idea of their sales funnel and where the project fits in.
Both will help you table your negotiations in a way that shows that you care about them and not just about yourself. As a result, this enables you to gain their trust. As a result, it becomes easier for them to concede to your requests.
5. Offer a Reasonable Alternative
Remember, negotiating is a two-way street. It must result in all stakeholders involved feeling satisfied.
That’s why when negotiating deadlines, you mustn’t just say you can’t meet the stipulated deadline. Instead, you must offer a reasonable alternative. Your alternative must be one that your team can meet. It must also be within a good time frame for your client.
Negotiating without an alternative deadline will only cause stakeholders to lose faith in your capabilities. Use facts and data to back up why your deadline is both feasible and best for everyone involved.
6. Negotiate, Don’t Fight
One mistake many project leaders make when negotiating deadlines is to go into the negotiation in fight mode. Sure, you have your team’s interests at heart and know everything that will need to be done to complete the project. But don’t use that as an excuse to try and bulldoze through.
As a project leader, you must have your team’s interests and those of stakeholders at heart. As such, enter the negotiation room as a peacekeeper, not a warrior. This means you must always:
- Maintain your cool
- Use positive language
- Respect all stakeholders
You may know what’s best for the project, but other stakeholders may not see that your negotiating the deadline is for the project’s better good. Don’t count their lack of knowledge as them trying to be impossible. Clearly and calmly state why you’re negotiating your deadline. Doing so will help them see things from your perspective and thus agree to meet you halfway.
7. Highlight the Risks Associated with Rushing Projects
When stakeholders give you a project, they usually only see the positive outcomes they want. And in some instances, they want those outcomes as soon as yesterday.
Unfortunately, though, clients and other stakeholders often don’t know that there are risks involved in rushing a project. It’s your duty as the project leader to show them these risks.
No one wants their project to flop. Not only does that result in frustration, but it also means a financial loss. When you highlight the risks of rushing the project and what stakeholders stand to lose, it becomes easier for you to get the deadline extension you need.
8. Try Not to Renegotiate Twice
Once you’ve successfully negotiated a comfortable deadline, do your best to ensure that you complete the project on time.
Try as much as possible to avoid renegotiating a deadline twice.
Failing to meet a renegotiated deadline is a sure-fire way to cause stakeholders to lose faith in you. It will also indicate that you’re not prioritizing the project. This can lead to bad reviews and, ultimately, loss of business.
Employ good deadline management strategies to ensure deadlines are met on time.
Best Practices for Successful Deadline Negotiations as a Project Leader
For you to succeed at negotiating deadlines, certain factors must be in place. Here are a few best practices that will help you become a successful negotiator as a project leader:
Build Good Relationships
One of the most important things you must do as a project leader is to build strong relationships. These are relationships with:
- Your team. Building strong relationships with your team will ensure that they have your back at all times. They’ll sacrifice to get projects completed on time, even when working remotely.
- Stakeholders. Strong relationships are based on trust. Building relationships with your stakeholders makes it easier for you to negotiate deadlines as they know you have their best interests at heart.
Invest in building relationships, and life as a project leader becomes easier.
“Stay in ultimate control of your project deadlines. Start using ProofHub.”
Prepare, Prepare, Prepare
Before you enter the negotiation room, make sure you’re ready. Preparation is key to successfully negotiating deadlines as it helps you create a platform from which to negotiate.
Adequate preparation ensures that you have all the information, facts, and data to help you pitch your deadline extension. It also helps you better handle any objections from stakeholders.
Hone Your Negotiating Skills
Don’t wait for a few days before a meeting to practice your negotiation skills. Instead, make sure to be a lifelong student of the subject of negotiation. This will help you increase your chances of succeeding more often.
Remember, negotiation is both an art and a science. That means you need to practice and improve your skills in this field consistently. As a result, you’ll become a better project team leader in all aspects of the role.
Deadline Negotiations — You Can’t Avoid them as a Project Leader
As a project leader, negotiation comes with the territory. You can’t avoid it. That’s why you must always hone your negotiation skills.
This article is only a start to helping you negotiate deadlines as a project leader. Armed with the tips and strategies mentioned above, you’re well on your way to successful deadline negotiation.
About Author
Hanson Cheng is the founder of Freedom to Ascend. He empowers online entrepreneurs and business owners to 10x their businesses and become financially independent.
Thank you for reading this, before you go
Clap: if you enjoyed reading this article, so others can find it
Comment: if you have a question/suggestion you’d like to ask
Follow: ProofHub to read all the articles
