At Nashville Software School, we provide our students and graduates who are still on the search for their first job in tech with opportunities to dive deeper and continue their education while on the job hunt. These graduates are referred to as Seekers.
A crucial skill for success as a data analyst is managing expectations and deadlines. Recently, Lydia Tsang, an associate data scientist at Caterpillar Financial and a graduate of part-time Data Analytics cohort DA3, shared her journey with our Seekers. Her insights on managing expectations, asking the right questions, and tips for setting deadlines offer valuable lessons for anyone stepping into their first job in tech.
Managing Expectations: The Foundation of Success
Managing expectations and deadlines is at the foundation of your success on the job. This starts with how you communicate with your manager. Lydia recounts her experiences with two contrasting management styles:
- The Hands-Off Manager: This manager preferred minimal communication and often gave minimal instructions. Fresh out of NSS, it taught her to ask the right questions to clarify the task at hand.
- The Highly Communicative Manager: This manager required frequent updates and check-ins. To keep them informed, Lydia started tracking the progress of her work.
Regardless of the style, Lydia emphasizes the need to adapt. Even with a manager who loves to communicate, you may not always receive clear instructions.
You want to know what really is being asked for." - Lydia Tsang
Decoding Unclear Instructions: Asking the Right Questions
When faced with unclear instructions or business requirements, Lydia recommends asking questions like:
- Where is the data source?
- What are the business requirements?
- What steps need to be taken?
- What is the business logic?
"Always try to get a more clear direction on the task," Lydia emphasizes. If your manager can't provide all the answers, don't hesitate to ask for a point of contact, such as a business analyst or project manager, who can offer more detailed information.
Juggling Multiple Projects: Strategies for Staying Organized
Dealing with multiple projects and ad hoc requests can make your head spin. Lydia's secret weapon? Tracking her projects. If you’re working in an Agile company, you may have a project management tool to track your projects, but you can stay organized without one. "I always use something called OneNote," she shares. "I have all these different projects that I have, even ad hoc. I put an extra tab so that I can log everything that I'm doing."
Keeping track of all your current projects will help you prioritize your tasks and support discussions about deadlines and your capacity with your manager.
Mastering Deadline Estimation: Two Approaches for Success
If your manager is asking you when a project will be completed, Lydia offers two approaches for estimating deadlines:
- For smaller ad hoc requests: Gather clear instructions, understand the data sources, and identify who can help with business logic. Use this information to create your estimate.
- For large projects: Break them down into smaller, manageable tasks, and create an estimate for each step. Lydia gives an example of a breakdown of tasks for replicating an Excel file in Power BI:
- Understand the sample report (1 day)
- Look for data sources and understand business logic (1-3 days)
- Create a minimum viable product (MVP) in Power BI
- List steps to complete additional features
- Include time for documentation and validation
"I would always have the task breakdown," Lydia explains. "This helps the manager understand why I'm quoting these deadlines." Even if you’re given a deadline, you can break a project down to see if you have the capacity to meet the requested deadline. If you don’t have the capacity, you can then have a conversation with your manager about which project on your plate has priority.
Communication Is Key: Keeping Your Manager in the Loop
Throughout her talk, Lydia continually returns to one crucial point: the importance of ongoing communication. Keeping your manager informed of your progress is vital. If you encounter roadblocks or realize you might miss a deadline, communicate this early.
"I always keep my manager on the same page," Lydia advises. "If I have a roadblock, let's say Friday is the deadline but it's Wednesday and I'm still kind of just in the middle of the steps that I have listed, I'll say, 'Hey, I'm still here because of [this reason].'"
This approach allows you to either ask for assistance or adjust the deadline in partnership with your manager, if necessary. Remember, as Lydia says, "Communication is the key."
Lessons from the Trenches: Lydia’s Tips for Continuous Growth
Understanding and managing business requirements is an ongoing learning process. Lydia's experiences highlight the importance of clear communication, adaptability, and proactive problem-solving. By breaking down tasks, asking the right questions, and maintaining open lines of communication with your manager, you can set yourself up for success in any project or role.
Even now with over 3 years of experience, Lydia can still feel uncomfortable on a project. “Keep yourself open to asking questions,” she encourages. Asking questions will help you continue to learn and see how others solve the problem. She also stresses the importance of being honest with your manager. “They give you a task [because] it needs to be done. If you’re not honest [about being stuck], you won’t deliver. That’s on you.” She gave an example of being assigned a project that used Python, but since she spends most of her time in SQL and Power BI, she requested a day or two to freshen up her Python skills and refamiliarize herself with the terminology.
Lydia's journey from NSS graduate to associate data scientist at Caterpillar Financial reminds us that success isn't just about technical skills – it's about navigating workplace dynamics, managing expectations, and continuously learning. Which strategy resonated with you the most? Which one could you start to implement today? As you apply these lessons in your own career, we'd love to hear about your experiences. Share your thoughts and strategies in the comments below!
