‘When will that be done by?’ is one question that sends people running for the hills in a meeting. If it even gets asked.
The more meetings you attend, the more you’ll see the same scenarios again and again. People debate the ins and outs of the particular challenge in front of them. Volunteers, or conscripts, are identified to own each of the actions that represent the next steps forward. Mortal enemies set their grievances aside for the common good. Sometimes. In these moments, all seems well in the world, and you can sense progress unfolding.
For the next steps – The ‘what’ is known and the ‘who’ has been identified (often the most controversial part). All that remains is the ‘when’. When will each item be done?
But no one asks. No one addresses the obvious elephant in the room. At best sometimes a default implicit timeframe for expected progress comes with the line ‘we’ll meet again in a couple of weeks’. And everyone heads their separate ways – happy that they’ve made progress.
But to a project manager, or anyone relying on the outcome of these actions, a commitment for action without a date significantly loses its value when compared to one with a set timeframe.
The Fear of Asking
So why is this question avoided? Because people see it as rude. Confrontational even.
When you reach the point in the meeting where action is needed and someone has agreed to take it on they are essentially saying, ‘Leave it with me. I’ll handle it’. Asking them to commit to a deadline in that moment can feel distasteful. Are they not trustworthy? Is their word not good enough?
Are you now looking for a deadline, a commitment, by which to measure their success? You’ve moved from the grey of good intentions and the comfort of ambiguity, to the black and white of done or not done by a specific date. A much more serious proposition.
Why ‘When?’ is Essential
So why do it? Because its not rude. Its essential.
The timeframe for the action is a critical piece of information. Without it your next steps as a project manager are limited. How can you assess whether the timeframe is quick enough, or if you need to explore other options? When should you check in with them on progress? What will you tell senior stakeholders who ask when they can expect the task’s completion? As the project manager shouldn’t you have this information at your fingertips? (Yes, you should)
Embrace the Uncomfortable
Your job demands that you ask the feared question – ‘When?’. So get used to asking the question even if it makes you uncomfortable. You can phrase it in many different ways depending on how direct you want to be, but you should not avoid asking.
You will learn that not all timeframe commitments you receive hold the same weight. Some you can – and will – gamble your credibility on, while others will prove dangerously worthless. Regardless of the answer, by asking the question you will gain useful information that you wouldn’t have otherwise. Be brave, ask ‘When?’.