Soft Deadlines Are Silent Productivity Killers
Soft deadlines make my blood boil right from the start. You know, the ones — those ambiguous, fuzzy suggestions masquerading as real deadlines. The ones that leave everyone playing a guessing game about what “as soon as possible” or “next week if you can” really means. To me, there’s nothing more frustrating. Giving me a soft deadline means your project will invariably slide down my list of priorities projects as projects with deadlines with precedence overtake it.
Soft deadlines are like the ultimate invitation for things to go wrong. For example, I once worked on a project where the lack of a clear deadline meant that crucial feedback was delayed for weeks, resulting in missed opportunities and a rushed, subpar final product. They open the door to procrastination, miscommunication, and chaos. They let people interpret their importance however they want — which means, in many cases, not taking them seriously. I see soft deadlines as an excuse to dodge responsibility. When everything is “flexible,” pushing deliverables off indefinitely is easy. Flexibility doesn’t lead to better work — it leads to delay after delay, often at the cost of quality.
As a technology writer with years of experience in fast-paced environments, I know that content timelines must be treated like a well-oiled machine. For instance, when I worked on a major product launch, the hard deadlines kept everyone aligned and ensured that all deliverables were completed on time, allowing us to meet our go-live date successfully. Hard deadlines are the only way to guarantee that all the puzzle pieces — from writing and editing to design and approval — fit together seamlessly. When someone says, “Just get it done when you can,” it doesn’t make things easier; it creates a lack of accountability, and in the end, that leaves me cleaning up the mess.
I’ve seen it firsthand. A project with a soft deadline drags on far longer than it should. I remember one project where the deadline was left intentionally vague, and as a result, reviews came in late, edits were delayed, and the final delivery was weeks behind schedule. Reviews come back late. Edits are scattered and unfocused. Suddenly, a task that could have been completed in a few days took weeks because no one respected the timeline. I believe in momentum, in pushing a project forward with a clear sense of direction and urgency. Soft deadlines make momentum evaporate, causing a loss of the efficiency that I know content production demands.
Plus, something else about soft deadlines irks me — they feel like a lack of respect for my time. A hard deadline respects everyone’s time. It acknowledges that I and others involved are busy people juggling multiple responsibilities. When deadlines are nebulous, they signal that maybe my time isn’t as crucial as others can get to me whenever they feel like it. That’s infuriating when I’m trying to structure my workload to be both productive and manageable.
Of course, it’s not that I’m inflexible. I understand that things can change, priorities shift, and emergencies happen. I know the value of adaptability, especially in freelance writing and content strategy. But there’s a difference between being adaptable and being indefinite. Hard deadlines create the structure within which flexibility can thrive. Without that structure, I’m left guessing; guesswork is no way to run a project.
I also know the value of predictability, especially when collaborating with other stakeholders — like PR teams, editors, or SMEs — who need to see things move forward promptly. When feedback is delayed, it often results in rushed edits, missed publication windows, and lost opportunities to capitalize on timely topics. I’ve spent too much of my career waiting on delayed feedback, trying to accommodate people who just can’t commit to a firm date. Hard deadlines ensure everyone is on the same page, reducing the risk of endless back-and-forths and ending the waiting game.
At least for me, it comes down to a simple truth: I value efficiency and clarity in my work. Soft deadlines undermine both. I prefer the certainty of knowing what’s expected of me and when I can set a schedule and stick to it. It’s not about rigidity — it’s about giving every project the best chance at success. I hate soft deadlines because they’re a recipe for disorganization, frustration, and wasted potential — three things I refuse to accept in my work.
Will Kelly is a technology industry writer and marketer. Medium is home to his personal writing. He has written for TechTarget, InfoWorld, and others. His career includes stints in technical writing, training, and marketing. Follow him on Twitter :@willkelly.
