Do your project deliverables keep getting delayed?
Do you have problems getting your team or suppliers to deliver on time?
Or perhaps your client takes too long to review your drafts.
Are you even specifying the due date of work to them?
It’s amazing how often the due date of a deliverable is not defined clearly.
Clearly specifying the due date in the contracts, schedules, and reminders can make a big difference in completing your project on time..
Problem: Your Projects are Behind Schedule
Project schedules constantly get delayed.
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There are many reasons why projects are completed late. Sometimes it is out of the control of the project manager. But sometimes it is completely the project manager’s fault for not managing the project properly.
You haven’t defined the project specifically enough to the staff, contractors or vendors working on it. They need to know what is required of them. Not just the scope of the work to be completed, but when it is due.
They may think they have a longer period of time to do the work than you expect of them. They also may not know the priority of their work compared to the other project deliverables, or what the consequences of their delays will be.
Solution: Clearly Specify the Due Date for All Project Deliverables
For all project deliverables, you should define the due date to all the parties involved.
This should include the person doing the work (such as a project staff member, or an employee doing work for the project), but should also include their manager and the person who plans their work schedule (if that is different from their manager).
If it is a consultant or contractor, the same should apply. The scope of the work requested of them should specifically define when the deliverable is due. Either a specific date, or a specific number of days (e.g. 20 business days after award of contract). Ensure the purchase order also defines the final due date of their contract.
There are lots of times when a specific due date or due time frame can be set. These include:
- Draft design
- % complete designs (e.g. 30%, 60%, 90%, final)
- Issued for construction drawings
- Design or drawing review dates (the number of days allocated for review of a deliverable).
- Due date for the completion of a stage of construction (e.g. completion of reinforcement setup, completion of slab construction)
- Invoice due date
- Design review
- Approval of a document or design
Remember also to include due dates on the tasks you set for the people working on your project. Don’t just set a task such as “John to write the design specification”, but instead add a due date for that task, or a number of days (if you have scheduled it dependent on something else.
Your project schedule in Gantt chart form will usually define the number of days or weeks, and specific delivery dates. So make sure those dates are communicated to the people doing the work by defining the due dates or time frames to those people.
Where possible, I like to use a project management system that allows me to link tasks in the schedule to tasks allocated to people or contractors, including the due dates. That way I can track all the work and adjust the schedule as needed, and know who is doing what and when they will be complete.
Don’t forget that if you are delivering something to a client you can also specify the due date for their review for acceptance. Ideally the review time should be specified in the contract, such as 10 business days. The contract should even specify that the deliverable is deemed accepted if no review comments are delivered by the due date. When you issue that deliverable to the client (such as transmission of a design, or notification of completion of a stage of construction) you should specify the time allowed for their review of the deliverable. This gives them a reminder of the requirements of the contract. It also demonstrates your professionalism in working to keep to the project schedule.
Also, as the worker, consultant or contractor, when submitting any document for review (such as a design, invoice for payment, report, notification of construction stage completion etc.), specify the date a response is due (perhaps 10 business days, or a specific date).
For contractual related items (such as invoices or drawing reviews for construction) make sure this is in both the initial contract and also accompanying the transmittal as a reminder.
Failure to do this can leave the due date open, and may mean that the recipient will not respond in the time that you require, which can lead to delays in the project.
Also be careful of time based language. Don’t say “Due next week”. Instead say “Due 5pm Monday 14th April 2025”.
What you are setting with these due dates are deadlines. Delivery before that date is fine, but you are telling the person that it must be completed by that time or date. So be realistic in setting those dates. There is no use in setting unachievable dates and having to constantly adjust the schedule because your project staff cannot complete the work in time.
Lesson: Be Very Specific with Project Deliverable Due Dates
When setting a task to a project resource, awarding a contract to a contractor, or submitting any deliverable review, be very specific regarding the due date of the work or review.
By including the due date of any deliverable requested you make expectations clear, which allows team members, clients, suppliers and any other stakeholders to have a clear understanding of what is expected of them.
Clear expectations lead to less confusion, and a higher likelihood that your project will be delivered on time, on budget and to the satisfaction of the client.
It doesn’t always work out the way you planned, but when you specify the due date of project deliverables you increase the probability of successfully delivering the project within the schedule.
