Missed Deadline Process (CQ)¶
Owner: Vi | Updated: 2026-02-05
Purpose¶
Deadlines exist for a reason. When they're missed, there must be a clear process—not blame, but accountability and learning. This SOP defines what happens when a deadline is missed.
The problem this solves: - No consequences → no urgency - Silent misses → invisible project delays - Repeated misses → demoralized team - No learning → same mistakes repeated
When a Deadline is "Missed"¶
A deadline is missed when: - Task is not in "Done" status by end of deadline day - Deliverable is not shippable (still needs significant work) - Key acceptance criteria not met
Not a miss: - Minor polish needed after deadline (if core is done) - Blocked by external factor communicated in advance - Scope change that adjusted deadline officially
The Process¶
Immediately (Same Day)¶
Dev does: 1. Acknowledge the miss in #cq-product 2. State new deadline (specific date, not "soon") 3. Brief reason (what happened, not excuses)
Format:
@Vi Missed deadline on [Task]
Original deadline: [Date]
New deadline: [Date]
Reason: [Brief explanation]
What I need: [Any blockers to clear]
Vi does: - Acknowledge receipt - Escalate if needed (see escalation rules) - Update task in ClickUp with new deadline
Within 24 Hours¶
Vi + Dev have 5-minute debrief:
| Question | Purpose |
|---|---|
| What happened? | Understand root cause |
| Was it foreseeable? | Should we have caught it earlier? |
| What would have helped? | Process improvement |
| Is the new deadline realistic? | Prevent repeat miss |
Document in task comments:
---
**MISSED DEADLINE DEBRIEF - [Date]**
Root cause: [What happened]
Could have prevented: [Yes/No - how]
Action item: [What changes]
New deadline confirmed: [Date]
---
Escalation Rules¶
| Situation | Escalate To |
|---|---|
| First miss | Vi handles |
| Second miss (same task) | Vi + Ryan (RTN) |
| Third miss (same task) | Vi + Ryan + Erik |
| Critical deadline missed | Ryan immediately |
| Pattern of misses (3+ tasks in a month) | Ryan |
Escalation chain: Vi → Ryan (RTN) → Erik. Always loop in Ryan before Erik.
Severity Levels¶
| Miss Type | Impact | Response |
|---|---|---|
| Minor | Internal deadline, no external impact | Debrief + new deadline |
| Moderate | Affects team planning, delays dependent work | Debrief + escalate to Ryan |
| Major | Client-facing, demo, or launch affected | Immediate escalation + incident review |
Root Cause Categories¶
Track why deadlines are missed to find patterns:
| Category | Example | Fix |
|---|---|---|
| Scope creep | Requirements kept changing | Use scope change process |
| Underestimate | Task harder than expected | Break down tasks smaller |
| Unclear requirements | Built wrong thing | Better task creation |
| Blocked | Waiting on someone else | Faster blocker resolution |
| Overcommitted | Too many tasks at once | Limit WIP |
| Technical issues | Unexpected bugs, environment problems | Buffer time |
| External | Sick, emergency, tool outage | Unavoidable, plan buffer |
Pattern Detection¶
Vi tracks missed deadlines monthly:
| Metric | Yellow Flag | Red Flag |
|---|---|---|
| Individual misses | 2 in a month | 3+ in a month |
| Team misses | 20% of deadlines | 30%+ of deadlines |
| Same task missed | 2nd miss | 3rd miss |
| Same root cause | 3 times | 5+ times |
Yellow flag: Vi investigates Red flag: Escalate to Ryan
What Happens After Multiple Misses¶
Individual (Same Dev)¶
| Count | Action |
|---|---|
| 2nd miss in a month | 1:1 with Vi to discuss patterns |
| 3rd miss in a month | Ryan joins conversation |
| Continued pattern | Performance conversation |
This is not punitive. Goal is to understand and fix the problem.
Same Task (Multiple Misses)¶
| Count | Action |
|---|---|
| 2nd miss | Break task into smaller pieces |
| 3rd miss | Reassess if task is correctly scoped |
| 4th miss | Remove from sprint, escalate to Ryan |
Team-Wide Pattern¶
If team is missing >20% of deadlines: - Stop and diagnose - Are estimates too aggressive? - Is scope creeping? - Are there systemic blockers? - Is capacity misaligned with work?
What NOT To Do¶
| Don't | Do Instead |
|---|---|
| Ignore the miss | Acknowledge immediately |
| Make excuses | State facts briefly |
| Blame others | Own your part |
| Give vague new deadline | Give specific date |
| Repeat same mistake | Document and learn |
| Panic or over-apologize | Stay professional |
Buffer Time Recommendations¶
Prevent misses by building in buffer:
| Task Type | Buffer |
|---|---|
| Alpha (new feature) | +1 day |
| Beta (known scope) | +2-3 days |
| Final (complex) | +1 week |
| External dependencies | +50% buffer |
Better to finish early than miss late.
Communication Templates¶
Missed Deadline Announcement¶
@Vi Missed deadline on [Task Name]
Original: [Date]
New deadline: [New Date]
Reason: [One sentence]
Status: [What's done, what's left]
Debrief Summary (Vi posts)¶
## Deadline Miss Debrief - [Task Name]
**Missed by:** [Days]
**Root cause:** [Category]
**What happened:** [Brief explanation]
**Prevention:** [What we'll do differently]
**New deadline:** [Date] - Confirmed
Integration with Other SOPs¶
| SOP | Connection |
|---|---|
| Task Creation Standards | Good specs prevent misses |
| Daily Dev Update | Early warning of deadline risk |
| Blocked Protocol | Raise blockers before they cause miss |
| Scope Change | Adjust deadline when scope changes |
| Weekly Planning | Review carryovers weekly |
FAQ¶
Q: What if I know I'll miss before the deadline? A: Raise it immediately! A predicted miss is better than a surprise miss. Use blocked protocol if something is stopping you.
Q: What if the deadline was unrealistic from the start? A: Should have pushed back at assignment. But for now: acknowledge, reset, and discuss how to estimate better next time.
Q: What if it's not my fault? A: Still acknowledge and document. "Blocked by X" is a valid reason. But don't hide behind it repeatedly.
Q: What if Erik set the deadline? A: Same process. Erik wants to know about misses. He'd rather know early and adjust than be surprised.
Q: Is this about punishment? A: No. It's about visibility, learning, and preventing repeat issues. Accountability ≠ blame.
Summary¶
| Principle | Why |
|---|---|
| Acknowledge immediately | No hiding |
| Set new deadline | Specificity creates accountability |
| Debrief to learn | Prevent repeat |
| Track patterns | Systemic issues need systemic fixes |
| Escalate appropriately | Some misses need leadership attention |
Missed deadlines happen. Hidden missed deadlines are the real problem.