What are the best ways to communicate your priorities and deadlines with your team or colleagues?

1 Know your priorities and deadlines

Before you communicate your priorities and deadlines to others, you need to know them yourself. Make a list of your tasks and projects, and rank them according to their urgency, importance, and impact. Use a calendar, a planner, or a software tool to track your deadlines and milestones. Review your list regularly, and adjust it as needed. This will help you stay focused, organized, and realistic.

2 Choose the right communication method

Depending on the situation, you may need to communicate your priorities and deadlines in different ways. For example, you may use email, phone, chat, or video call to communicate with your team or colleagues. Each method has its advantages and disadvantages, so you need to consider factors such as the urgency, the complexity, and the tone of your message. For instance, email is good for conveying detailed information, but it may not be the best choice for urgent or sensitive matters. Phone or video call is better for discussing complex or emotional issues, but it may not leave a clear record of the conversation. Chat is convenient for quick updates, but it may not be appropriate for formal or confidential matters.

3 Be clear and concise

When you communicate your priorities and deadlines, you want to make sure that your message is clear and concise. Avoid using vague or ambiguous words, such as "soon", "later", or "asap". Instead, use specific dates, times, and numbers, such as "by Friday, 5 pm", or "within 24 hours". Also, avoid using jargon, acronyms, or slang that may confuse or offend your audience. Use simple and direct language that everyone can understand. Finally, keep your message short and to the point. Don't include unnecessary or irrelevant information that may distract or overwhelm your audience.

4 Be respectful and polite

Communication is not only about what you say, but also how you say it. When you communicate your priorities and deadlines, you want to be respectful and polite to your team or colleagues. Show appreciation for their work and cooperation, and acknowledge their challenges and concerns. Use words such as "please", "thank you", and "I appreciate" to express your gratitude and respect. Avoid using words or tones that may sound rude, aggressive, or demanding, such as "you must", "you should", or "you have to". Instead, use words or phrases that convey your expectations and needs, such as "I request", "I need", or "I would appreciate".

5 Follow up and provide feedback

Communication is not a one-time event, but an ongoing process. After you communicate your priorities and deadlines, you need to follow up and provide feedback to your team or colleagues. Follow up means checking in with them regularly, and making sure that they have everything they need to complete their tasks and projects. Provide feedback means giving them constructive and timely comments, suggestions, and recognition for their work. Follow up and feedback can help you monitor the progress, address any issues, and celebrate the achievements of your team or colleagues.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?