How to manage multiple projects Don’t Multi-Task. It’s important to know how to manage multiple projects well so you can maintain quality across assignments. One key to staying above water when you’re working on a multitude of projects is remaining organized. See how a work management tool helps teams easily connect and collaborate, enabling everyone to achieve more, together—even in an increasingly distributed world. Picture this: you just finished your quarterly marketing campaign, and you’re getting ready for the next quarter. Stay tuned for even more project management tips and helpful content! I hated the idea of being disrupted as I was writing in my diary or watching a Full House rerun. Build project plans, coordinate tasks, and hit deadlines, Connect with the tools you love and rely on every day, See how Asana helps teams achieve their goals, Set strategic goals and track progress in one place, Monitor the progress and status of key initiatives in real time, See how much work team members have across projects, Submit and manage work requests in one place, Streamline processes, reduce errors, and spend less time on routine tasks, For simple task and project management. [Read: How to effectively manage your team’s workload]. Project management software isn’t just for project managers; it’s for the whole team. [Read: How to manage multiple projects in Asana]. And neither can you do so in the workplace. How IT Portfolio Management Can Save Your Team Money, Keep your team accountable, and vice versa. For example, for large projects you might require project leads to create a brief before outlining the project plan. Free for teams up to 15, For effectively planning and managing team projects, For managing large initiatives and improving cross-team collaboration, For organizations that need additional security, control, and support, Plan and track campaigns, launches, and more, Build, scale and streamline processes to improve efficiency, Close deals and onboard new customers faster, Build roadmaps, plan sprints, manage shipping and launches, Plan, track, and manage team projects from start to finish, Create custom processes to fit your needs, Build team calendars to track work and manage schedules, Use columns to prioritize tasks and manage projects through every stage, Collaborate and manage work from anywhere, Be more deliberate about how you manage your time, Build fast, ship often, and track it all in one place, Hit the ground running with templates designed for your use-case, Discover best practices, watch webinars, get insights, Get lots of tips, tricks, and advice to get the most from Asana, Sign up for interactive courses and webinars to learn Asana, Discover the latest Asana product and company news, Connect with and learn from Asana customers around the world, Need help? How do you plan on having a productive workday if your calendar is outdated, your notebook is falling apart, and your inbox is overflowing with emails you’re too stressed to check up on? If you can do that, then you’re already winning the obstacle course in my book. This sounds counterproductive as this entire article centers around how to successfully manage multiple projects at once. There’s a reason obstacle courses only come around every so often: many of us could not maintain that type of energy day in and day out. Maybe even set a timer for 30-45 minutes and focus on your chosen assignment completely for that amount of time. Use left and right arrow keys to navigate between columns. Other valuable tips that can help with multiple project management include taking the time to re-prioritize projects if or when it becomes necessary, adding more members to a team if a project expands, and ensuring that all team members are aware of the goals of a project. First, know your priorities. Managing a multitude of IT projects is tricky. It’s important that by the time you clock out, you have at least one thing to show for your day at the office. Over-communicators are rarely confused as to which direction they’re going. Managing multiple projects at once means having many people to answer to and many expectations to live up to. Stay on top of your email, even if that means setting aside 20 minutes each morning and evening to clear everything out. Your team is running in 18 different directions and you are expected to keep up the pace. Hopefully these tips will help you keep track of all of your program’s moving pieces, stay organized, hit your deadlines, and achieve your goals—every time. Those interested could even use software solutions for resource management. Then deliver it. Make a to-do list before you start your day But you don’t remember how exactly you set up your work—it’s changed so much since then, and you’re already managing multiple projects as is. [Download ebook: What is work management — and why your team needs it]. How InLoox Can Help You Manage Multiple Projects. hbspt.cta._relativeUrls=true;hbspt.cta.load(4099946, '0d1cda76-2cf4-4c1b-9a3d-89941ef12736', {}); There are even many free project management software options for teams to explore. To clarify, understand that you can’t possibly commit 100 percent of your attention to two separate things. Let’s go over these one by one. When things get busy in the office, it can be a real challenge figuring out how to manage multiple projects. By following the aforementioned advice, you should be able get a better handle on your multitude of projects. Be sure to also build in time for feedback and approvals—which can too easily get dropped if you’re rushing to complete a project without a clear plan. I’d pass out before I’d pass over. Then if you need to reprioritize tasks, you can do so without worrying the task will be lost completely. The best way to do this consistently is to find a work management tool that allows you to share status and progress updates right where work is happening. Backlogged communication is a huge stress point for me, and I’m sure you’d feel better if you assigned a little bit of each day to tackling your inbox. Following some simple organizational tactics will nip these insecurities in the bud. Some of these methods include color or number-coding tasks by a certain level of importance. How to Manage Multiple Projects – 5 Things You Need Efficient collaboration in multiple projects. 1) Set expectations. This makes it difficult to get ahead of problems, like missed deadlines, before they spiral out of control, or (on the flipside) recognize underutilized talent. If you’re a retail employee or manager, holidays are a time to multi-task. Setting team priorities and aligning on work is key—but so is being flexible enough to pivot when you need to. Contact the Asana support team, Learn more about building apps on the Asana platform, New: Visualize and report on project data with Dashboards, How to collaborate with your distributed, remote team, What is work management—and why your team needs it. This guide is for you. A recent study found that managers are more likely to find that remote work means their jobs are more demanding, work-life balance is difficult, and work feels overwhelming. For one, be sure to write out and keep that to-do list we’ve spoken so much about. [Read: How to write an effective project status report]. Does anything feel better than crossing tasks off of your to-do list? It’s impossible to be perfect, and you’ll always have those days or weeks where it just doesn’t feel like it can all get done. When you manage communication where work happens, you empower both your team and your cross-functional stakeholders with the full context behind your work. Consistent updates encourage you and your colleagues to do consistent work. One of the tactics you should try out in order to manage multiple projects is to use online project management software. Manage multiple projects with Kissflow Project Working on multiple projects at the same time requires extreme dedication and skills. Prioritize. The idea of having to accomplish so many varying activities in such a short span of time — while racing against other children and their superiority complexes — has always sent me into an endless spiral of anxiety. One big example is communicating what’s important. Setting expectations is crucial for managing multiple projects … When you hand work to a manager, they unfortunately don’t see the number of things you had on your plate. That way, you can check in on the tasks if necessary—without micromanaging them. Managing multiple projects is a juggling act; managing multiple projects with intertwined dependencies can be a nightmare. Not everything you work on has the same payoff for finishing it or consequences for not finishing it. How do you replicate the campaign without making sure you don’t miss any crucial tasks? Let go of the idea of doing two things at once, and instead embrace the idea that it’s better to give one thing your full attention. When done correctly, however, delegating is simply a form of splitting up a team’s efforts so more people can accomplish tasks in less time. Organization. Here are a few tips: Timing can make all the difference in keeping multiple projects on track and helping your team be their most productive. Problem: You’re seeing inconsistencies in... 3. An urgent project requires immediate attention to stay on track or keep business going. In short, work smarter, not harder. That way, you can use your workflows as templates over and over again. Some solutions even have digital to-do lists that allow you to check items off as they are completed. While it’s good to be a team player, it’s vital you know when to say when. It should also be approved by a manager, as it’s never an employee’s place to pass their responsibilities on to someone else without approval. Your time is valuable. Define goals, plans, responsibilities, and expectations at the beginning. Then you can defer, remove, or re-delegate tasks to keep your projects on track. Not all tools have filters that allow for this, so make sure you choose one that does. But next, you’ll want to actually see all the tasks in each project, who they’re assigned to, and their date ranges so you can spot overbooked employees and project timeline conflicts. But being an effective juggler—someone who can keep a lot of balls in the air, and also get things done—requires some important skills. The biggest tip I can give you for managing multiple projects at the same time is to keep communication channels open. [Read: Manage multiple projects with Asana Portfolios]. Learn how to develop and implement a project scope statement to increase your teams productivity, and learn about the project life cycle. Tasks, milestones, files, and discussions can then be organized and segregated from other client projects. Prioritize your projects to keep things in perspective. With real-time updates, everyone has access into how work is progressing, too. But before you get to this point, adopt some helpful attitudes, … Buy an organizer for your papers, pens, paperclips, etc. While managing a project, you need to take care of a variety of tasks simultaneously. 1. You miss essential pieces of information because you don’t have access to files or aren’t copied on an email. By using any effective project management software, you can make your life easier. It’s a good sign of character that you know when to say when and ask your team to come in for backup. Managing multiple projects’ objectives and deadlines. You’ll be amazed at what you can accomplish when you’re completely paying attention. As a result, deliverables are inconsistent, time is wasted setting up a new process each time, and work is more likely to fall through the cracks. Subscribe to keep your fingers on the tech pulse. To create a consistent project management process, set a few team-wide conventions. Use up and down arrow keys to move between submenu items. [Read: How to create and share effective project status reports]. Simply asking your CFO which task is a higher priority can help clear up a lot of your stress and allow you to get to work on what’s more important. So, don’t be afraid to say no to things that you know will keep you from accomplishing your own goals. For many, visualizing tasks via a list or chart is a key factor in getting everything done. You are all working together to achieve the same goal, albeit with different roles and strengths. Whatever career you decide to pursue, chances are, you will find yourself handling more than two or more tasks concurrently; they could be short tasks that require just a couple of hours to complete or projects and programs that span months. Online project management software allows you to oversee all of the projects that you are managing and bring all of your team members together to collaborate in one place. You have to protect your time and your standing within the organization, which you do by completing your work consistently. If you or your team is having trouble managing a full calendar, consider investing in a physical signal that your team is not to be disturbed. If you’re having trouble with your workload, it could be because you’re too distracted. Be sure to set expectations prior to beginning your projects. When all of your team’s work lives in a centrally shared project, you can get at-a-glance insight into what’s on everyone’s plate, when those tasks are due, and how they’re progressing. Have all of your tasks laid out so you know what’s left to do. Project Management, Who Needs It? You create a number or color key that defines the meaning of each ranking, and then assign tasks a level of importance. Grace Pinegar is a lifelong storyteller with an extensive background in various forms such as acting, journalism, improv, research, and content marketing. They’ll help ensure that projects are executed the same way every time—without having to re-think every little step that went into them. If you relate to what I’ve said above, this is not an attractive comparison. Sure, you can use a Gantt Chart to illustrate sequencing and track dependencies, but again, this requires pre-planning and works in a less volatile environment. Instead, prioritize them based on what will make the largest impact on your company goals. If you’re struggling to stay on top of shifting priorities, allow these tips to help you realign strategies and complete everything as if it’s your one and only. Delegating is difficult for many people because it can feel a lot like passing your work onto others. For some senior team members, the most important part of managing multiple projects is ensuring objectives are completed and deadlines are met. ProjectManager.com is a cloud-based tool that gives you the tools to better manage multiple projects all from one tool. While you’ll certainly get better at juggling projects with time, you can start using these strategies today to get better instantly. Communication of this kind is helpful across the board. The good news is, there’s hope. Without this fundamental knowledge, you can spend all day working at top... 2. When you know your colleagues are invested in your progress, you’re much less likely to dilly dally and waste time on distractions or other things that don’t matter. No matter how you go about holding yourself accountable to a standard, just be sure that you do. Instead, templatize and simplify how you start your projects. Team accountability can look like team-wide meetings, small group get-togethers, or one-on-one meetings between employee and manager. How to Answer The employer is looking for specifics about what you do to organize. Use project management software As projects become increasingly complex, it is becoming harder to track their progress and to work effectively with all of the stakeholders that are involved. They’re also fairly easy to use — depending on how much training you offer employees — and can really change the way you and your team operate. Keep a clean workspace. Listing out and accomplishing little things can help make large goals feel manageable. Time blocking is a technique... 3. Comments (3) Your ability to organize is constantly on trial at the workplace. To start, I suggest taking a look at our article on time management. As you work on projects and constantly add more to your list, use some kind of system to remind yourself what is the most important and what you can put off for long amounts of time. Delegating isn’t a sign of weakness, it just means you have too much on your plate at this current moment in time. If you’re having trouble doing everything you need to, consider delegating the tasks to those around you. She was raised in Texas, educated in Missouri, worked in Chicago, and is now a proud New Yorker. This is also important because it allows you to show others what you’ve accomplished. However, managing multiple small projects requires more control. In this piece, you’ll find information on how to identify and eliminate your main time-wasters, as well as information on how to build a productive team. If you’re managing a team or program, you likely have multiple projects in progress at the same time. I have never done well in an obstacle course. Projects are made up of many small steps, and it’s important you know what all is on your list before you set out to attack it. Whether you’re struggling to organize and manage work across multiple projects or ensuring your team has a manageable workload, these ten strategies will help you keep everything on track. This gives you a full overview of your daily, weekly, and monthly workload. No manager wants to be a micromanager, but losing sight of tasks and feeling like you’re in the dark about work being done on your team can make it nearly impossible to be an effective leader. This can look different for different people. While there is no magic formula to hitting the right balance and managing your time seamlessly, you can improve your time-handling skills to accomplish more tasks on your to-do list. Set team-level objectives and clearly communicate the projects that will help you achieve them. Managing multiple projects at once can often feel like an obstacle course. Whether it’s in your project management tool or in your regular 1-1 meeting, check in with your team members about their workload and double check that everything’s on track. Not everything can be the most important thing on your to-do list. Even the most carefully planned project can get derailed if it’s not scheduled with the full scope of your team’s work for the month, quarter, or year in mind. You need to know what everyone is expecting in order to deliver the quality product or service you’ve promised. Climbing walls? Here are seven habits to acquire to be an effective, productive juggler. For this reason, you’ll want to give everything 100 percent; or at least make it look like you were able to give everything 100 percent. This is, of course, only possible if your colleagues are equipped to help. If your team has weekly meetings where each employee provides an update on their part of the project, having a few things crossed off your list will serve to show management your hard work and dedication. Handling multiple projects can quickly get out of control, and taking your eye off the ball can quickly lead to extra work, mistakes or even failure. Asking these questions beforehand helps prevent a misunderstanding that might result in lackluster performance. Being that I’m a writer, clarifying expectations would mean asking my manager or editor how many words my assignments should be, or asking questions about an article’s topic. This sentence sounds confusing. Again, don’t be afraid to tell your team that it’s not a good time to talk, but you’d be happy to circle back later. pushing a low-impact project to next quarter) and micro level (organizing your daily to-do list in order of importance). Say you’re an accountant and your CFO has dropped a time-sensitive assignment on you the same week expense reports are due. If you’re struggling, try and decipher if delegation is an option for you. This takes a lot of the manual labor out of managing your schedule and your tasks. For example, your team might be working on five product launches at the same time. Monkey bars? When juggling multiple projects, sources recommend you finish at least one actionable item per day. Project management software has calendaring tools to help with the scheduling of tasks and subtasks and increases transparency into how other team members are performing. One underrated way to help you manage multiple projects at once is with the help of your team. To fix this, make sure the plan, process, and responsibilities among your team are clear from the beginning. Who better to keep each other on track than the team who also wants to defeat the same challenges? Examples of this are meeting room scheduling solutions, or reminders to order pertinent supplies after they’ve run out. Check it out and get in touch! 1. [Read: 3 ways to increase project visibility]. Setting and understanding expectations is a huge part of managing multiple projects at once. That’s where prioritization comes in. This is especially true during busy seasons, which vary depending on your industry. We live in an incredibly hectic time period with app notifications, Slack messages, emails, calls from Mom, and more piling in minute by minute. When we split our focus, our brains actually give less attention to each task than they would were we to focus fully on one thing at a time. Keep talking to the team leaders, the project sponsors, the managers. If you’re lacking the skills to properly prioritize your work, or you’d simply like to read more on how to rank tasks, check out our article on how to prioritize at work. Oddly enough, it has been proven that we cannot do it all. Spend every Monday carefully evaluating what needs to be accomplished that week. Stop reinventing the wheel at the beginning of every project. You have a job to do and it comes complete with its own to-do list, expectations, and consequences should you fall short. Not unless I’m watching it, from my seat, at the circus. We simply haven’t cracked the code of how to get dozens of colleagues with various personalities and working styles to openly and transparently say what they think, feel, and need. Project provides tools to help you manage cross-project dependencies, even tasks in one project that are dependent on the completion of another project. Because everyone’s work is visible, you can get a quick sense of your team’s bandwidth and current tasks. But it shouldn’t feel like that every day. At the same time, another designer has extra bandwidth. But if you’re managing multiple projects, you and your team could get confused about how your work overlaps or relies on different elements. By sharing a central source of truth with your team, you can manage multiple projects without worrying about shifting priorities. For example, you may have a designer who is responsible for a small task, like editing a couple of photos, for your next product launch, but also single-handedly designing, printing, and delivering brochures, business cards, and posters for a conference happening—next month! Being that I had two sisters, I was constantly doodling new “Please Knock: Or Else” signs to stick up on my bedroom door. I think it’s commonly accepted that successful multitasking is a myth. Your project goals should help your team achieve these and, in turn, these team objectives will help your company meet its goals. And learn about the project life how to manage multiple projects is especially true during busy,! 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