How to say we aren’t going to make it

One of the most common communications challenges of new managers, project managers, any manager, really, is telling the boss or client that you’re not going to make a deadline, or a budget, or their expectations.

Here’s an approach to saying “the project is going to be delayed” that we teach in our Confident Communicator Program.

It will help if you're familiar with the Me>You>Us process, where you first ask yourself what you feel and need, then find out what the other person really needs in the situation, then work together to find a mutual objective, a solution that meets both your needs.

As soon as you realize you’re not going to make a deadline, resolve to have the hard conversation ASAP. Delaying can only reduce your options.

Do your homework. Identify the reason, what you tried to do to fix the problem, and your recommendation for moving forward – be it pushing back the due date, asking for more resources or eliminating elements or tasks.

No boss or client wants to hear about delays, but going to them without solutions will just make a bad situation worse, and reflect on you as part of the problem.

(Of course, if you are the problem, be ready to apologize).

Now that you’re ready, it’s time to have the conversation. Follow the Me>You>Us formula and say what you have to say clearly and briefly.

“Boss, can we talk about the big project? We’ve got some issues, and I could use your help.”

(A start like this establishes that you’re on the same team and sets you up for a conversation rather than a confrontation.)

“We’re working hard, but X is an issue. We’ve tried Y & Z, but as I see it, we’re not going to make the deadline.

(Show what you’ve done and you’re taking responsibility.)

“I think we should…”

(Give your proposed solution, and wait.)

You’ve got it from here. The hardest part, starting, is over. From here, just work to collaborate, not like competitors sitting across from each other, but as people working together to complete a puzzle, from the same side of the table.

Feel yourself getting heated? Breathe and return to Me>You>Us.

But, you may be asking, what if the boss or client is the one causing the delays? What if they’re the problem? We’ll cover that in tomorrow’s 2-Minute Tip.