{"id":290936,"date":"2024-04-24T14:39:21","date_gmt":"2024-04-24T14:39:21","guid":{"rendered":"https:\/\/project.co\/?p=290936"},"modified":"2024-06-10T15:50:50","modified_gmt":"2024-06-10T15:50:50","slug":"managing-multiple-projects","status":"publish","type":"post","link":"https:\/\/project.co\/managing-multiple-projects\/","title":{"rendered":"How to Manage Multiple Projects: 15 Strategies"},"content":{"rendered":"
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Last updated on 24th April 2024<\/em><\/p>\n\n\n\n

In this article we\u2019re going to take a look at 15 strategies for managing multiple projects simultaneously. <\/p>\n\n\n\n

Managing multiple projects can be difficult, but in most cases it\u2019s a necessity for a business to be profitable. <\/p>\n\n\n\n

Even if you think you have a good handle on your projects, 96% of people feel the businesses they buy from have <\/strong>room for improvement<\/strong><\/a> when it comes to effective communication and project management<\/strong>. <\/p>\n\n\n\n

So, with that in mind, let\u2019s take a look at 15 strategies you can use to help you manage multiple projects effectively.<\/p>\n\n\n\n

How to manage multiple projects: 15 strategies<\/strong><\/h2>\n\n\n\n

1. Use a project management tool<\/strong><\/h3>\n\n\n\n

First things first, if you\u2019re managing multiple projects and you don\u2019t yet use a project management tool, you need to start using one, like, yesterday! <\/p>\n\n\n\n

Project management tools<\/a> exist to solve the very problems that can arise from juggling multiple projects, whether that\u2019s miscommunication, losing files, or scheduling issues. <\/p>\n\n\n\n

And, we get it, project management tools can be daunting at first. It can feel like a big learning curve and like you\u2019re changing your whole process. <\/p>\n\n\n\n

That\u2019s why we made Project.co<\/a> the easiest project management tool to get started with. And we\u2019re not just saying that. We were actually voted #1 for G2\u2019s Easiest To Use Project Management Software<\/strong> in September 2023. <\/p>\n\n\n\n

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Project.co brings your projects, tasks, files, notes, payments, time tracking, document approvals, and all related 3rd party tools together in one place, so that your teams and clients can collaborate with ease. <\/p>\n\n\n\n

2. Make a to-do list<\/strong><\/h3>\n\n\n\n

If you\u2019re spinning a lot of plates, one simple thing you can do straight away that won\u2019t take much time or effort is write a to-do list. <\/p>\n\n\n\n

It\u2019s not the most ground-breaking project management tactic out there, but it works. To-do lists help us to manage our tasks without being overwhelmed, which can reduce anxiety and stress. So not only are to-do lists great for your projects, they\u2019re good for your mental health too. <\/p>\n\n\n\n

If you want to take your to-do list digital, then check out this article where we reviewed some to-do list apps<\/a>. You can also use the checklist feature in Project.co to tick off your tasks as you complete them: <\/p>\n\n\n\n

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Digitising your to-do list can increase efficiency and reduce the chance of re-work. According to our Communication Statistics 2020<\/a>, 71% of people who manage their daily tasks using an online project management tool feel it\u2019s easy to get an exact overview of where projects are up to in their workflow<\/strong>. This drops to 52% for those using paper to-do lists. <\/p>\n\n\n\n

3. Implement time blocking<\/strong><\/h3>\n\n\n\n

Time blocking<\/a> is a great way to ensure that you\u2019re effectively splitting your time between multiple projects. As the name suggests, this practice is essentially cutting your day up into blocks so that you can dedicate different periods of the day to different tasks. Here\u2019s an example of a fully blocked out day in Google Calendar: <\/p>\n\n\n\n

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When blocking time in this way, it can help to create a colour code so that you can see – at a glance – how you\u2019re splitting your time. In the above example, purple is for personal tasks, blue is for small admin tasks and breaks, green is for project work, and red represents buffer time. <\/p>\n\n\n\n

Buffer time is imperative when using time blocking to manage projects. Buffer time refers to short blocks in the day that you keep free (for example, 30 minutes in the morning or 10 minutes on either side of a meeting) to make space for the inevitable unexpected tasks and conversations that may pop up throughout your day. <\/p>\n\n\n\n

4. Manage expectations <\/strong><\/h3>\n\n\n\n

If you\u2019re struggling to manage multiple projects then there may be an issue with client expectations. It\u2019s important to manage expectations and project scope<\/a> from the very start, as this will not only make it easier for you to juggle multiple projects but it will also ensure your customers remain satisfied. <\/p>\n\n\n\n

One way to manage expectations is through your timeline. For example, if you know you can complete a task in one day, think about setting this with the client as a three-day task. That way, you can give yourself the breathing room to get busier with multiple projects (if the opportunity arises) without disappointing or letting down your current clients.<\/p>\n\n\n\n

And, if you don\u2019t happen to take on more projects during that time, then you can send your deliverable earlier than planned, exceeding <\/em>client expectations! <\/p>\n\n\n\n

5. Break projects into smaller tasks<\/strong> <\/h3>\n\n\n\n

Some projects can take weeks, months, or even years to complete. By breaking your projects down into smaller, more manageable tasks, you can tackle things one step at a time and measure your progress effectively. <\/p>\n\n\n\n

This is another area where a project management tool like Project.co<\/a> can be really useful. The tasks tool in Project.co allows you to plot out your project, assigning dates, team members, and even attaching notes and files to each task: <\/p>\n\n\n\n

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You can view tasks in a number of different ways (such as calendar, scheduler, and kanban) to help you understand if – and where – any bottlenecks are forming. <\/p>\n\n\n\n

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You can then use the simple drag-and-drop functionality to move tasks around so that you can continue to nudge all of your projects towards the finish line. <\/p>\n\n\n\n

6. Prioritise urgent tasks<\/strong><\/h3>\n\n\n\n

When breaking down your tasks, it\u2019s important to note the difference between tasks that are urgent, and tasks that can be done at a later date. <\/p>\n\n\n\n

Completing urgent tasks across multiple projects will allow you to keep everything moving forward efficiently, so you can stay on track and meet your deadlines. <\/p>\n\n\n\n

Some project management tools can help you to prioritise your urgent tasks with custom statuses or tags. <\/p>\n\n\n\n

With Project.co, you can quickly and easily set up custom fields to give your tasks a priority rating – for example, high, medium, or low. Check out how it works in this short video: <\/p>\n\n\n\n

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