The Top 7 Strategies For Managing Multiple Projects
You have a lot going on. We all do. Not only just in terms of trying to survive a pandemic but in work, too. If you’re like me, you don’t just work on one project at a time, start to finish, and then start another. You’re keeping many proverbial balls in the air at once. It’s an art – but also a little bit of science – if you follow these 8 tips.
Are you looking for ways to manage multiple projects at the same time? Check out the 7 tips below to run multiple projects like a pro. So, let’s get to it.
Plan
Before you start managing multiple projects, plan how you will handle everything from expectations, processes, priorities, calendars, and most importantly communication. If you are managing projects for multiple clients, you need to account for the different management styles that each client may have. For example, I start by determining the meeting cadence for each project and block off my calendar (see below). Some clients may be more hands-off while others want to have regular check-ins. If I had a preference, I would suggest weekly check-ins at least at the beginning of every project. Learn this early so you can prioritize. Let’s dive a bit deeper into expectations.
Establish expectations
When you start any project you need to know what is expected of you. If there is a project timeline, great! Follow the client’s timeline to get things done ahead of schedule so you can always be on time. If there is NOT a project timeline, then I suggest you make one for yourself immediately. Even if you only use it for yourself, a timeline is critical to managing expectations. Your client needs to know what to expect from you and you need to live up to that expectation on every single occasion. If you fall short, never, ever, ever, ever, say you were unable to complete the project on time because you were busy with other projects. Take ownership of the error and make it right as the client sees fit.
Use a process
To manage multiple projects I employ a linear process. I establish a timeline. Communicate the timeline to the client. I task out my project into subtasks that will help create the deliverables. I manage my projects with a mix of paper lists and project management software. Then, I work that process so that I’m always ahead of the timeline. Determine your own process for each of the different types of projects you encounter, and work it to the bone. Refine your process as needed, but don’t abandon it. It is your lifeline to efficiency, accuracy, and high-quality projects.
Prioritize
In order to be effective at managing multiple projects, you have to determine the priorities. This needs to be calendar-based and reviewed every Monday (twice a week is ideal). In other words, if something is due this week, it’s a high priority. If it’s due in two weeks, set it to normal priority. And finally, if something is due at the end of the month, set it to low priority. I color code my task as red, yellow, green (high to low) in order to aid in quick views of what I need to get done each week. This way, whenever I have focus time, I know what to work on first.
You could go old-school with these methods too.
Block your calendar
After you have your tasks prioritized, it’s time to block off your calendar to GSD. I create time slots on my calendar and set them as “unavailable” to guarantee I have the time to complete essential tasks. Time blocking aids in scheduling your day and also will help with your ability to focus on the many things you need to do at any given moment. If you try and simplify your schedule into large chunks you may lose focus. Block off your projects by the half-hour or hour. To make the calendar work, you have to focus on switching from one task to another based on the time. I set timers on my phone or my computer when I have a lot of switching to do. This way I can jump from one task to another without losing attention on getting everything done in one day. Before blocking and focusing with timers, I would get lost in one project and neglect the other ones. It also makes harder tasks feel less overwhelming by working on them in smaller chunks.
Focus
As you work your plan to manage multiple projects effectively, it will become super and I mean SUPER important to FOCUS! As you get busy, it will be harder to focus. Factor in working from home, mobile phone apps, family distractions, personal life stuff, and of course motivation, and now you have an attention issue. When everything gets to me, I try a few things to focus on. One, I change my work environment by going to another room or even another location. Two, I use snacks to motivate myself by treating myself for completed work. Third, my phone is a distraction so I will put it in another room or turn it off completely. By finding your way to focus, you will manage multiple projects effectively. If you want to get really intense, there are apps and browser extensions to lock you out of your social media for set periods of time. Yep, they exist!
Delegate
If you are unable to handle your multiple project load, you need a delegation plan. Even if you are a contractor, you can subcontract. The key is guaranteeing deliverables. If you can manage everything yourself, good for you. However, most people get so busy that they eventually need help. Start with a solid subcontractor agreement. Spell out deadlines, timelines, expectations, and of course rate of pay. Ideally, you need to pay your subcontractor significantly less than you make off the project. Remember, you are in business to make money while serving your clients. Then, task out your project to a trusted subcontractor so that you can focus on other things. The key is to give yourself time to review your subcontractor’s work. If it takes ten hours for your subcontractor to complete the task and only an hour for you to review the completed work, then that would be a good task to delegate.
Helpful Links
Five Things to GSD and Have Fun Doing It
Five Things You Can Do to Maintain Good Client Relationships
How to Improve Your ELearning with a Free Project Template
Summary
Managing multiple projects successfully can be an immense task especially for someone not so acquainted with the art of project management. However, effective management of multiple projects at the same time is still a daunting task even for a well-experienced project manager. First, you need a plan. Who will handle each part of the project? Who will send out the calendar invites to the team? What will the schedule be? Then, set expectations. You have to establish reasonable expectations for the team as well as yourself so as to be truly successful on all fronts. Once your plan and expectations are set, it’s time to decide on your process and put it to work. A process will keep important tasks from falling through the cracks. As you work your process, make sure you are prioritizing frequently. Mark tasks that are due now and later. This way, when you have free moments, it’s clear what to tackle first. After you know your priorities, block your calendar with specific tasks to complete. And pay attention to it! Use a timer if you have to. This keeps you from getting in the weeds of one low-priority task while a high-priority withers in the corner of your office. Now that your time is blocked off, it’s time to focus. Go for a walk right before working, get a change of scenery, reward yourself with that special Tik-Tok recipe coffee. Whatever gets you motivated to GSD! Finally, delegate when you need to. As your workload grows, you will need to learn when to let go. If a subcontractor will take ten hours to do a task but it only takes you one hour to review, that’s a good task to send off to someone else as your keep the rest of your projects going.
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