6 Steps to Handle a Team Member Who Misses Deadlines

Remember those group projects at school where one person did everything while someone else “forgot” their part until the night before? Fast forward a few years, and sometimes it still feels a bit like that - except now there are calendars, Slack notifications, and caffeine instead of crisp packets and poster paint.

We’ve all been there. You’ve set a perfectly reasonable deadline, sent polite reminders, and yet - the report, design, or campaign still isn’t quite… ready. It’s frustrating, especially when the rest of the team is waiting on it. But before you turn into a hovering micromanager, there are ways to handle it gracefully.

So, how do you keep projects on track and your working relationships intact?

Step 1: Look for the why before jumping to conclusions

Before diving into a “we need to talk” chat, take a step back and figure out what’s really going on. Are the deadlines realistic? Is this person drowning in work or lacking clarity on what’s expected? Sometimes, missed deadlines aren’t about laziness - they’re about workload, unclear priorities, or even a lack of confidence.

A quick one-to-one conversation can reveal a lot. Approach it with curiosity, not confrontation:

“Hey, I noticed a few deadlines have slipped recently - how are things going? Anything getting in the way that I can help with?”

This kind of gentle check-in shows you care and opens the door for an honest chat rather than putting them on the defensive.

Step 2: Set (or reset) clear expectations

Sometimes people miss deadlines because they’re not entirely clear on what’s expected, or they’ve interpreted the task differently. Instead of re-explaining (which can sound like micromanaging), try re-aligning.

Revisit the goals together and clarify what “done” actually means. Be specific about timelines, priorities, and any non-negotiables. If something can be flexible, say so - it helps people feel more in control and less pressured.

Ask questions like:

• “What do you think is realistic for the next milestone?”
• “Is there anything unclear about what’s needed?”

You’re not assigning blame - you’re showing partnership. It keeps things collaborative and stops anyone from feeling talked down to.

If you use project management tools (like Asana, Trello, or even a shared Excel sheet), get everything down there. Visible deadlines create gentle accountability without you having to constantly chase.

Step 3: Offer support, not supervision

One of the best antidotes to micromanagement is trust. Give your team member a chance to take real ownership - set their own mini-deadlines, track progress, or give updates in a way that suits them.

You could say:

“Would it help if we broke this task into smaller milestones?”
“Let’s do a quick midweek catch-up to see how things are moving.”

This way, you’re keeping things on track without breathing down their neck. You’re showing that you trust them to get the job done, but that you’re also available if they hit a snag.

It might feel risky at first, but you’ll often find people rise to the occasion when given autonomy. And you get to swap stress-checking progress for sipping your tea in peace - win-win.

Step 4: Spot the pattern (and the pressure points)

If it’s a one-off, fine - life happens. But if missed deadlines are becoming a bit of a habit, it’s worth looking deeper. Are they overcommitted? Are priorities changing mid-project? Or is there a skills gap that needs closing?

This is where you can step in strategically, not intrusively. Offer training, tweak workloads, or help set up time-management tools. You’re not managing every move -just removing roadblocks.

Tip: Share what works for you; maybe it’s time blocking, prioritising tasks by urgency, or using reminders. Encourage them to be proactive about flagging when they’re falling behind rather than waiting until the deadline’s gone.

You could even make it a team-wide initiative. Have a light-hearted discussion about productivity hacks at your next meeting. That way, it doesn’t single anyone out and makes it easier for everyone to improve together.

Step 5: Give feedback and celebrate progress

When someone improves, acknowledge it. A quick “I really appreciate you hitting those deadlines this week” goes a long way. It reinforces the behaviour you want to see and builds confidence.

If things don’t improve, then it’s fair to have a more direct conversation, but keep it constructive. Focus on the impact:

“When reports are late, it delays the rest of the team’s work - let’s figure out how to prevent that.”

Make it a problem-solving discussion, not a telling-off.

Step 6: Reflect on your own role

Sometimes deadlines slip because of something in the system, not the person. Maybe priorities weren’t clear, or timelines were tighter than they seemed. Checking in with yourself (and your processes) shows maturity and makes it easier for everyone to succeed next time.

Handling missed deadlines doesn’t have to mean micromanaging. The secret lies in communication, trust, and a bit of empathy. After all, the best leaders don’t just chase deadlines - they create teams that want to meet them.