Managing a single project is challenging enough. Once you introduce multiple projects into the equation, the complexity only goes up. As a project manager, there are several elements you must consider when dealing with multiple projects. Not only do you have to keep up with the progress employees are making as they move toward the end goal for each project, but you also need to help with setting priorities, make sure communication is seamless, and align project goals with overall business objectives. While challenging, this process can make a huge difference in your ability to ensure that projects are delivered on time.
Why tracking time is important when managing multiple projects
Time tracking is essential to any business operation. When juggling multiple projects, however, it’s particularly important to ensure that you’re keeping up with the time spent on each one. Not only does that put you in a better position to bill those hours to the right project, but time tracking also allows you to keep up with how long it really takes to accomplish those projects, enhance productivity, and provide more transparency to your clients.
19 strategies for managing multiple projects
Do you have multiple projects on your plate? Prepare to manage them more effectively with these tips.
1. Prioritize projects
Start out with a clear idea of what projects are most important and when those deadlines are. You have a limited number of resources to assign to each project, from employee hours to company-provided machines and more. Effectively prioritizing projects allows you to allocate those resources as effectively as possible.
Keep in mind that project prioritization isn’t a one-and-done task. You may need to continuously check in on your projects as deadlines and client needs change.
2. Use project management tools
Effective project management tools can make a huge difference in your ability to juggle all the projects on your plate. Look for tools that will help you set up timelines, establish workflows, and maintain communication across the project. Furthermore, make sure you’re using a time tracking tool that will allow you to track not only your time, but also other employees’ time spent on those projects.
3. Delegate tasks
As a project manager, you know you can’t do it all on your own! There are many employees involved in the successful completion of any project, and it’s your job to make sure that the right ones are assigned to each stage. Make sure that you also delegate other tasks when needed, whether that’s sharing information with clients, checking in on deadlines, or ensuring that the project runs smoothly.
4. Set clear goals and objectives
Make sure there are clear goals and objectives in place for each project. Lay out those goals for each member of the team. That may include setting deadlines along the way as well as making sure that ultimate goals are met.
5. Regularly review progress
Don’t simply throw projects out there and assume that they’ll run on their own! When you’re juggling multiple projects, it can be tempting to assume that other employees will take care of their responsibilities with or without your input. However, if you aren’t keeping up with progress, projects can quickly fall by the wayside–especially if communication is unclear or there’s a barrier that you don’t know about. Check in with employees regularly to see how the project is going, whether everything is on track, and if there are any questions you can answer or problems you can help overcome. If needed, set reminders that will cue you to check in.
6. Establish clear communication channels
It’s important to put communication protocols in place that make it as easy as possible for employees, clients, contractors, and anyone else involved in a project to get the information they need. Ideally, you don’t want that information to flow through you alone–especially when you’ve got a stack of projects on your plate. Instead, establish communication channels that make it easy for everyone involved in the project to keep up with what’s happening next.
7. Manage resources effectively
There are a lot of resources that go into any project for your company, from hours spent on the project to the physical resources needed to complete it. Effective resource management includes:
- Knowing how long it will take to complete the project (including the number of hours each department or employee will likely need to put in)
- What physical resources are needed to complete the project
- How much of those resources the project will require
- How long the project will tie up resources that may be needed in other places
- What funds are necessary to complete the project
You may need to prioritize the use of some resources, whether that’s employee time or specific company equipment.
8. Create detailed project plans
A detailed project plan can clearly lay out what is needed for each project. It should include:
- The goals and objectives set up for that project
- What resources are needed for the project
- Who will be working on the project
- A project timeline, including all hard and soft deadlines
The more detailed your project plan is, the easier it is to keep up with the project’s overall progress, including whether it is on track to be completed on time.
9. Use templates
Effective templates can go a long way toward streamlining your everyday work responsibilities. For example, if your company regularly completes similar projects, using a template can make it easier to create your project plan. Templates can also improve check-ins or make it easier to communicate with teammates, clients, and vendors.
10. Balance workloads
Strive to balance employee workloads (and your own) whenever possible. In many industries, busy seasons are balanced by seasons when fewer projects need to be completed. Balance, however, also means that employees are taking on reasonable workloads regardless of the season, and that one employee isn’t ending up with significantly more work than the others. Keep in mind that even high-performing team members can only handle so many projects at a time before they burn out.
11. Identify and mitigate risks
As a project manager, you should have a solid idea of what potential risks each project should mean and what you need to do to mitigate them. That may include:
- Security threats
- Financial risks
- Performance risks
- Reputation risks
While you can’t always imagine and eliminate every risk, taking the steps to think through those risks ahead of time can go a long way toward protecting the business. Strive to build those protections into your business interactions and project plans.
12. Maintain flexibility
When you’re juggling multiple projects, flexibility is key! You never know when a client is going to fail to get back to you, pushing out your timeline–or an employee is going to get sick unexpectedly, leaving you without the person you need to take care of essential tasks. Try to build flexibility into your project plans. If you’re overutilizing your resources, not only do you increase the risk of burnout, but you may also increase the odds that you won’t have the tools or resources you really need to complete a project. Try to build in contingency plans and be prepared to adapt as necessary.
13. Use Gantt charts and kanban boards
Gannt charts and Kanban boards are visual project management tools that make it easier to keep track of your overall goals and timelines. Since they make it easier to visualize information, they can help ensure that everyone is on the same page and give you a better idea of overall resource utilization. Visual project management tools can also let you see at a glance how things are going, which can make it easier for you adapt as needed.
14. Align projects with business goals
Individual projects should always remain in alignment with overall business goals. If a project doesn’t fit the company’s vision and stated goals, chances are, it’s not the right project for the company. As you decide which projects to focus on–and which ones are worth devoting resources to–focus on the ones that are in line with your overall business objectives.
15. Develop a system for tracking multiple projects
As your project workload increases, you need to make sure you have a system in place that will allow you to effectively track their projects. Utilizing project management tools is key, as is making sure that you allow time for each project on your list. Strive to create a system that works for you: one that fits your needs and focuses on the areas that are most important to your responsibilities. Ideally, your workload will grow with time, so you can adapt your system and test it out.
16. Maintain regular feedback loops
Feedback on your projects is critical to improving future projects. Here’s how it works: First, employees issue feedback about the project they’re currently working on. That feedback doesn’t fall into the void. Rather, you listen and use that feedback to create changes for your next project. However, you don’t make those changes in isolation and hope for the best! Instead, you make changes and ask other team members how they feel those changes are working. Then, you’re able to make future changes to better improve project workflow.
The same is true of any changes that employees may need to make to streamline processes, improve customer satisfaction, or create better output. Provide feedback to employees. Then, when possible, check in with them and let them know how those changes are going.
Keep in mind that feedback doesn’t just have to be given at the end of a project. Ideally, you should be checking in with team members regularly and making changes as needed throughout the project lifecycle. However, instituting check-ins at the end of the project is a great way to improve feedback and create an opportunity for those discussions.
17. Time management techniques
Time management is a serious issue for many employees, including project managers–and unfortunately, the time management strategies that work for one person are not necessarily the same strategies that will work for another. Starting with time tracking is a great way to ensure that you’re keeping up with your daily responsibilities and to see how much time you’re actually spending on each project, as well as how much time you may be spending off-task. You may also want to try:
- Setting priorities and blocking out your time accordingly with a time blocking measure
- Setting your schedule ahead of time using your time tracking tool
- Using the Pomodoro technique to help you stay focused on important tasks
- Turning off notifications to avoid interruption
Find the time management solution that best fits your needs and stick with it to see productivity soar.
18. Centralize information
Make sure information is available when and where team members need it. If they have to come through you to get access to vital information, it creates a bottleneck that can interfere with employee productivity–and slow down progress on your projects. On the other hand, when team members can easily access the information, they need on their own, they can keep forging ahead, even when you’re out of the office, busy on another project, or unavailable.
19. Train your team
Training the team effectively will go a long way toward ensuring that they have the tools and resources they need to successfully complete projects, regardless of whether you’re looking over their shoulders. Make sure they have received effective training, not only in how to do their jobs, but in how to use the tools they have at their disposal. Effective project management may also involve regularly scheduling refresher courses or making sure that team members know how to use any new tools you’re implementing.
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