Project management: talking about future deadlines
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Think about these questions before reading. Share your ideas with a partner.
- Think about a time you worked on a group project, either at work or in your studies. What was the most difficult part about coordinating with others to meet the deadline?
- Describe your personal strategy for managing multiple tasks and deadlines. Do you prefer digital tools, or more traditional methods like a paper planner, and why?
- When you think about a major project you've completed, what gives you a greater sense of accomplishment: finishing well ahead of schedule, or delivering high-quality work right at the last minute?
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Project Update: Hitting a Snag
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
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Answer these questions in your own words. Support your answers with evidence from the article.
01In a typical project, what is the difference between a 'milestone' and a 'deliverable'?
Sample answerA 'milestone' is a significant point or event in a project's timeline, like completing a major phase, while a 'deliverable' is a tangible product or result that is delivered to the client, like a report or a software prototype.
02Why is it important for a project manager to prevent 'scope creep'?
Sample answerIt's important because scope creep can lead to projects going over budget and falling behind schedule. Uncontrolled changes make it difficult to manage resources and meet the original goals.
03What are some common reasons a project might 'fall behind schedule'?
Sample answerCommon reasons include unexpected problems (hitting a snag), poor initial planning, scope creep, or a lack of resources like time, money, or staff.
04What does it mean to 'get the green light' from stakeholders, and why is this step crucial?
Sample answerIt means getting formal approval to proceed with a project or a phase. It's crucial because it ensures that key decision-makers are aligned with the plan and have committed the necessary resources.
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Key vocabulary for project management
Vocabulary
The following expressions are useful for discussing project progress, deadlines, and challenges.
Examples
Fall behind schedule — to progress more slowly than planned or expected.
Usage note: This is a common, neutral phrase in professional settings. The opposite is 'to be ahead of schedule'.
Hit a snag — to encounter an unexpected problem or difficulty.
Usage note: This is a common idiom that is slightly informal but widely used in business. It often refers to a minor or temporary problem that slows things down.
Scope creep — when a project's requirements expand beyond what was originally agreed upon.
Usage note: This is a key term in project management. You can say, 'We need to manage client expectations to avoid scope creep'.
Iron out the details — to resolve the final, often small, problems or points of disagreement on a plan or project.
Usage note: This phrase is typically used near the end of a process, just before finalizing something. For example: 'Before we launch, we need to iron out a few details'.
Sign off on (something) — to give formal approval or authorization for something.
Usage note: This is a common phrasal verb in the workplace. For example: 'The director will have signed off on the budget by the end of the week'.
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Project management phrases
Complete the common phrases used when discussing projects.
Match each item on the left with the correct item on the right.
Drag or click to match
Definitions
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Grammar: future perfect
Grammar
We use the future perfect (will have + past participle) to talk about an action that will be completed before a specific time in the future. In project management, this is useful for discussing deadlines and milestones, as it confirms what will be finished by a certain date.
Examples
By the end of the week, I will have finished the initial prototype.
Use 'by' or 'by the time' to specify the future point before which the action is completed.
By Friday, the team will have compiled all the user feedback. Next Monday, they will analyze it.
The future perfect emphasizes completion ('will have compiled'), while the future simple ('will analyze') describes a future action without focusing on its completion.
Will you have finalized the budget by the time we have our next meeting?
To form questions, invert 'will' and the subject: 'Will you have...?' For negatives, use 'won't have'.
Key points
- Form: will + have + past participle (e.g., will have completed)
- Use it for actions finished before a specific future time or event
- Common mistake: avoid using it for general future plans where future simple is better (e.g., 'I will finish it next week.')
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Find the mistake
Read the sentences below about project management. Each one has a single error.
Each sentence contains one error. Find and correct it.
01By the time the client reviews the project, we will finished all the main tasks.
Corrected version
By the time the client reviews the project, we will have finished all the main tasks.
02The director needs to sign off in the final budget before we can proceed.
Corrected version
The director needs to sign off in on the final budget before we can proceed.
03If we add more features now, we risk some serious scope crawl.
Corrected version
If we add more features now, we risk some serious scope crawl. creep.
04We've fallen behind of schedule due to some unexpected software issues.
Corrected version
We've fallen behind of schedule due to some unexpected software issues.
05The team spent the entire afternoon to iron out the details of the new plan.
Corrected version
The team spent the entire afternoon to iron ironing out the details of the new plan.
06I'm sure that by next week, I will compile all the necessary data for the report.
Corrected version
I'm sure that by next week, I will compile have compiled all the necessary data for the report.
07We hit a problem with the supplier, which might cause a slight delay.
Corrected version
We hit a problem snag with the supplier, which might cause a slight delay.
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Useful phrases: Reporting progress in a meeting
Vocabulary
In any project, you'll need to give updates on your work. These phrases will help you clearly report your progress, highlight achievements, and raise potential issues in a professional way.
Examples
We're making good headway on the user testing phase. — To report positive progress.
Register: Neutral/Formal. Use this at the start of your update to give a positive overview. It sounds more professional than just saying 'It's going well.'
As of this morning, we've wrapped up the initial data analysis. — To announce the completion of a specific task or stage.
Register: Neutral. This is very specific and effective. Using 'as of this morning' adds precision and shows you are up-to-date. 'Wrapped up' is a common, natural-sounding phrasal verb for 'finished'.
I'm flagging a potential issue with the supplier's timeline. — To proactively warn the team about a possible future problem.
Register: Neutral/Formal. 'To flag' something means to draw attention to it. This phrase shows you are thinking ahead and trying to prevent problems before they become serious.
Could we get some clarity on the budget for this part? — To politely ask for more information or for a decision to be made.
Register: Neutral/Formal. This is a collaborative way to point out that something is unclear or undecided without blaming anyone. It frames the request as a team need ('we').
Barring any unforeseen issues, we should have it done by Friday. — To give a confident but realistic timeline.
Register: Neutral/Formal. This phrase is perfect for managing expectations. It means 'If nothing unexpected happens...'. It shows you are confident but also aware that things can go wrong.
What are the next steps from here? — To clarify the immediate actions required after a discussion.
Register: Neutral. Use this at the end of discussing a topic to ensure everyone is aligned and knows what they need to do next. It encourages clear action points.
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Complete the sentences with words from the box. One word is extra.
Word bank
01The client keeps adding new features that weren't in the original plan; this constant is making it impossible to meet our deadline.
02We've hit a major with the software integration; the two systems aren't communicating properly.
03If we don't get the supplier's delivery by tomorrow, we'll be seriously and might miss the launch date.
04Let's have one final meeting to the last few details before we present the proposal to the board.
05The marketing director needs to the final designs before we can send them to the printer.
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Navigating the project finish line
Managing a project's final stages requires careful planning and communication.
Read the passage below, then answer the comprehension questions.
The final month of the 'Innovate' software project is proving to be the most challenging. Despite a solid start, the team recently hit a snag with a third-party integration, which has put them at risk of falling behind schedule. The project manager, Elena, is also concerned about subtle scope creep; the client has requested several 'minor' adjustments that are adding up. 'We need to be firm but fair,' she told her lead developer. 'By next Tuesday, we will have compiled a list of all change requests and their time implications.' The goal is to present this to the client before they meet to iron out the details for the final launch phase. Elena is optimistic that by the end of the month, the client will have signed off on the finished product, but she knows the next few weeks will require intense focus and clear communication to get there.
01What unexpected problem did the 'Innovate' project team encounter?
Sample answerThey hit a snag with a third-party integration.
02Why is the project manager concerned about 'scope creep'?
Sample answerBecause the client's small adjustment requests are accumulating and adding extra work.
03What does Elena hope will have happened by the end of the month?
Sample answerShe hopes the client will have signed off on the finished product.
04What can be inferred about Elena's leadership style?
Sample answerShe is proactive and communicative, planning to address the scope creep issue directly with the client by presenting clear data rather than just ignoring it.
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Which do you think is a bigger threat to a project's success: constant 'scope creep' from a client, or a team that is afraid to admit when they've 'hit a snag' and are 'falling behind schedule'?
- In your country's work culture, how common is it for a project's requirements to change after the initial plan has been signed off on? Is 'scope creep' generally accepted, or is it seen as a major failure in planning?
- Imagine you are managing a project and you realize the team is likely to 'fall behind schedule'. Is it better to inform the client immediately, even before you've had time to 'iron out the details' of a new plan, or should you wait until you have a complete solution to present? Why?