Setting realistic timelines requires balancing client expectations with the quality of deliverables. Start by understanding the client's urgency and the reasons behind it. Then, assess your team's capacity and the complexity of the tasks. Communicate transparently with the client, breaking down the process into clear phases and highlighting critical milestones. Offer a timeline that accommodates both thoroughness and efficiency, emphasizing how it ensures better outcomes. Regular updates and early warnings about potential delays can build trust and demonstrate your commitment to delivering high-quality results without compromising integrity.

Communication is key, by setting boundaries and explaining time lines and lead times can help with this. Giving a customer a slightly inflated lead time to make sure if there are any issues you are still meeting the deadline, if a company comes in under that deadline then the customer is happy; but the company still needs to keep that boundary and increased time lines in case there are issues in the future. Communication is also key to employees making the materials to ship. Keeping them in the loop and explaining time lines and lead times for the materials they use help ease frustration and rushing which can lead to misunderstandings, mistakes, and possible safety issues depending on the type of company.

See, the clients will always be in a hurry. Ultimately, my goal is to ensure clients feel a sense of progress. I share a detailed project plan so they understand what’s happening and its deadlines. I outline what I need from them, feedback, approvals, resources. One place for all data they need to share. I prepare buffer time in the schedule to handle revisions or unexpected hurdles without derailing the timeline. Lastly, I set smaller, achievable milestones to show consistent progress, keeping them reassured while buying time for the bigger deliverables.

On the front end, make sure you’re not establishing timelines without taking the time to accurately assess the work that needs to be done to hit the milestones. Include the people who will do the work in the estimations. Avoid operating off your assumptions as a leader. Involve your teams in process rather than setting something and then demanding they hit the timeline. If this comes up midstream, again, involve your teams in establishing potential tradeoffs. Figure out where you can bend and flex to potentially meet client needs but determine the trade offs using the iron triangle to lay them out. From there you can go back to the client and involve them in the decisions. They may not want things faster when they know it comes at a cost.

This to me, is project specific. If a client is wanting a market opportunity assessment for a new product launch, this requires a fair amount of Perceptual Mapping (both internal and external). These maps determine: - The right customers you really should be targeting v.s who you may think - The voice and tone you should use that will resonate with your target audiences - The messaging you should use that has the best chance of modifying behaviors It requires quite a bit of primary research (with at least 20 “live, in-person” interviews - you never want to do surveys for this). Setting these up takes time 2-3 weeks. Then you actually facilitate them. It comes down to setting clear expectations from the start.

I handle demanding clients by actively listening to their concerns, clearly communicating processes and timelines, and offering solutions within policy guidelines. I maintain professionalism, respond promptly to queries.

Managing expectations in automation projects like transitioning to SAP Callidus while handling BAU tasks requires clear communication and structured planning. Highlight the complexity of automation, emphasizing the need for thorough mapping, testing, and validation to avoid long-term issues. Explain the dual workload of BAU and automation, using visual roadmaps to outline parallel processes. Break the project into clear phases and provide milestone updates to build trust. Offer scaled options for quicker results without compromising quality, and document risks of rushing. Involve clients in key decisions to foster collaboration and focus on long-term efficiency gains to justify realistic timelines.

Clients often push for quicker results, but managing expectations is key to maintaining quality and sanity. Start by being honest: explain why rushing risks the outcome they’re expecting. Break projects into milestones to show steady progress, and offer quick wins where possible. Highlight trade-offs by saying, “We can move faster, but it might compromise quality—what’s most important to you?” Regular updates help reassure them you’re on track, while setting boundaries ensures timelines remain realistic. If possible, over-deliver without cutting corners. Framing the process as a partnership helps clients see you’re working toward the best outcome, not just the fastest one.

By setting a provisional deadline to the actual deadline, you’ve given yourself a grace period. Outline which one is a priority and which one is a matter of urgency and take action from there! Aim to make a plan Set your targets of how to achieve them Accomplish the goals in excellence!