How to Successfully Manage Multiple Projects

October 9, 2015
In this video, I give you an overview of the key elements you need to have in place to successfully manage multiple projects. FREE Project Management EBOOK for new project managers. DOWNLOAD HERE: http://www.easyprojects.net/ebook/ Don't forget to check out our Blog on project management to learn more: http://www.easyprojects.net/blog/ **Transcription** You can run into a lot of problems if you can’t manage multiple projects successfully such as: Missed deadlines Unhappy clients Personal stress Stress for shared resources So how do you stop these atrocities from unleashing hell on your state of mind? Well, you have to plan really really well. Let me show you how: First, you have to organize your time. Let’s go through some best practices on how to do that. Get a bird's-eye view What you want to do at this point is look at how many projects you have, what their deadlines are how much time you need to spend on each to make sure they are completed on time. Dedicate your time The activities that you perform during the day can be grouped together. For example you can you can either group similar activities together (like all admin activities in one block) or group activities for the same project or client together (client emails, activity follow ups, etc--all for the same project) . This will help you stay organized and prevent you from jumping all over the place. Second, you need to delegate. Delegation is key when it comes to staying sane while managing multiple projects. Acknowledge that you can’t do everything yourself and source out people who can. There are a few things to keep in mind when you delegate: Manage your to-do list: Make a list of all the tasks for each project. Look at what you can realistically do and delegate everything else. If you use a resource management tool, see who is available to do the other tasks and assign away! Communicate Make sure you don’t just assign things and expect everyone knows what to do or even what the project is about. Make time to speak to each of your project teams about expectations and to help boost morale around the project itself. Third, organize your shared resources. It would be really nice if we could clone our team members, but that’s not a thing yet. As you work on your five projects, which use certain team members, other project managers may also have their own five projects, which also use the same team members. So yeah, that can get tricky. Here’s what you need to do: Pull up your resource loading chart and see who you need and who is available to start when. This includes team members, contractors and equipment. You need to be able to see all of this information in one place so you know how to organize your time and make accurate predictions on how long a project will take to complete based on the resources available, and which schedules you need to move around to keep your resources from getting overwhelmed. Next, Make Customers a part of your team: When you make clients and customers part of the project team, you’ll find that it’s much easier for you to manage multiple projects. When everyone is involved, they take more responsibility for their part and the parts of others. In the end, the project you are working is not for you and it's not for your team - it’s for your clients. Since they are most concerned with the end result, they will be more inclined to pay attention. If you use project management software, your guest portal will allow your clients or stakeholders to track progress and communicate with the team. This will also cut down on the time you have to spend micromanaging. It’s a win-win. Finally, Figure out how you will track progress: With all projects, you need to make sure that you are tracking progress. Now we’ve spoken in depth about tracking progress in one of our previous videos so I will give you a quick idea of what to track. Track percentage completed and percentage remaining. Track by hours. Tracking by hours is a more popular option for project managers because it allows them to be more accurate in their reporting. It’s easier to say that a project has 12 hours of work remaining. For accurate tracking results, make sure your team know they have to: Track for each activity, so your overall project progress is updated Track frequently (ideally updates every day) - real time data, otherwise people won’t trust it Don’t overkill with too much precision. Round it to 10% or 30 min, you don’t want to see 37 min left Make it a rule for everyone - no exceptions, otherwise people will sabotage it. If you have some great tools or methods that you use to stay on top, let us know by commenting below!
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