Tips for Managing Multiple Projects at Once
As a project manager, you need to balance the 30,000-foot view of a project with the in-the-moment, ever-changing day-to-day work happening in each individual area. It can be a difficult dance, and if you’re managing multiple projects at once, it can sometimes feel impossible. How can an individual person juggle so many components happening concurrently? And yet, this is a common challenge, especially if you’re known for being a particularly adept project manager. People will naturally want you on their team, and your collaborative nature might lead you to say yes to more than you’re truly able to take on.
When you find yourself managing multiple projects at once, all is not lost. With some best practices in place, you can not only manage each – you can also make sure each project thrives.
Focus on Leading Instead of Managing
Though the word “manage” is in the role title and description, at its core the term brings to mind an individual approach. You can’t do everything, and you can’t manage the minute details of each piece. Instead, focus on leading. Delegate tasks appropriately, and free up space for you to look at the big picture on each account. If you’re not bogged down in the day-to-day, you will be available to help solve problems that come up and provide strategic guidance.
Review the Status Regularly
Good project managers know the value of flexibility. Being able to change course before something becomes a problem will save you from having to scramble later. Schedule regular check-ins across the teams, and ensure that team members are connecting frequently themselves, too. If something appears to be off, don’t give it time to fester – set up another call or check-in ASAP, even if it’s not quite time for one.
Rely on Your Tools
With multiple projects in play, trying to keep things straight will be a futile exercise if you’re relying on email and your own memory. Fully leverage the project management software your organization has invested in, and explore any of the features you aren’t yet using. Make sure everyone on the team has visibility into the correct dashboards and knows where to find information. This can answer many questions before they’re asked, adding more time to your day.
Watch for Scope Creep
In many cases, scope creep is a fact of life for project managers. Even the best planned projects have shifts and changes. If you’re only working on one project at a time, small scope creep may not have a major impact. However with multiple projects at once, those little things will add up quickly in terms of time, budget and brain space. Keep a close eye on how things are going for each scope, and raise the flag right away in any areas things are beginning to veer off course.
Set Boundaries
You can’t be everything to everyone all the time. Build downtime into your workday to sort emails, organize work and give yourself breathing room. Make sure you’re logging off at a reasonable time each day and disconnecting from work. Project management work can be draining, and it is vital that you set boundaries to protect your mental health and wellness.