Writing to Someone Else’s Deadline

Hourglass on laptop computer showing the moments until your deadline

As a tech writer, writing to someone else’s deadlines can be challenging. It requires a great deal of focus, organization, and time management to meet the needs of your clients or team while also producing high-quality work. Let’s look at a few strategies to help you navigate this often-stressful situation.

Understand the Importance of Deadlines

First and foremost, it’s crucial to understand the importance of deadlines. In the tech industry, product development and release timelines are often tight and require precise coordination among different teams. As a tech writer, you’re an integral part of that process, and missing a deadline can cause a cascade of problems for the entire project. Understanding the consequences of missed deadlines can help motivate you to prioritize your work and meet your deadlines consistently.

Communicate with Your Team or Clients

When working on someone else’s deadlines, clear communication is essential. You need to know exactly what is expected of you and when. Ask questions if you’re unsure about any aspect of the project or your role in it. Don’t be afraid to contact your team or clients for clarification. It’s better to ask for help than to deliver something that doesn’t meet their needs or expectations.

Keeping your team or clients updated on your progress is essential. Let them know if you’re encountering any roadblocks or anticipate any delays. Being transparent about your progress builds trust and ensures everyone is on the same page.

Use a Task Management System

A task management system is one of the most effective ways to stay organized and on track when working on someone else’s deadlines. There are numerous tools available that can help you stay on top of your work and ensure that you’re meeting your deadlines.

For example, you might use a tool like Trello or Asana to create a project board with tasks that need to be completed and their corresponding deadlines. You can then move tasks from one column to the next as you complete them. This helps you visualize your progress and stay motivated to keep working and is often something you can share with your clients.

Another option is to use a more traditional to-do list, either on paper or electronically. Write down the tasks you need to complete and assign deadlines to each one. As you complete tasks, check them off the list. This can help you stay focused and motivated as you work through your tasks.

Break Down Your Tasks

When faced with a large project with a tight deadline, it’s easy to become overwhelmed. Breaking down your tasks into smaller, more manageable pieces can help you stay focused and make progress. You might start with the tasks most critical to the project’s success or those that will take the most time to complete. Or, to be more specific, if you’re tasked with writing a user manual for a new software product, you might break it down into sections, such as installation instructions, getting started, and troubleshooting. If you’re working on a white paper, focus on your outline.

However you choose to do it, you can make steady progress toward your deadline by breaking down your work and prioritizing your tasks.

Set Realistic Expectations

It’s not ALL about the client. When working on someone else’s deadlines, setting realistic expectations for yourself is important, too. Be honest about how long it will take you to complete each task, and don’t overcommit yourself. If you’re not sure how long a particular task will take or whether you will have enough time to complete the work, err on the side of caution and give yourself more time than you think you’ll need.

Always try to be realistic about your availability (an area freelancers in particular generally struggle with). If you have other commitments, such as meetings or personal obligations, consider those when planning your work. Setting realistic expectations for yourself can help you avoid overworking or burning out.

Take Care of Yourself

Finally, it’s crucial to take care of yourself when working on someone else’s deadlines. Granted, you can’t truly plan for emergencies (that’s what makes them emergencies!), but there may be things you can do to make yourself feel a little better about those late nights and weekends. If I have to work through the weekend, I will do it in my jammies in bed with a lap desk, laptop, and a delicious cup of coffee.

A post-deadline reward might be in order as well. A dinner out, a glass of your favorite hard-to-get beverage, and a good book from your reading pile are all things to promise yourself when you’ve made it through the hurdle.

Wrap Up

This post was inspired by four clients somehow converging on overlapping deadlines. Unfortunately, this wasn’t avoidable on my part, which means it’s jammies and coffee for me this weekend and a bottle of wine I’ve been saving for a few years once I’m done.

I’m particularly grateful to my writing community for being there as sounding boards and commiserators. They make me feel less alone in my writing challenges.

If you know of others that might enjoy being part of a community designed to support tech writers, please send them here to The Writer’s Comfort Zone!

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