Juggling multiple projects at once is a tough undertaking. With so many things going on, it’s easy to get swamped and feel overwhelmed. Whether you’re part of a team or a digital nomad working out of serviced offices as you travel the world, these five top tips will help you manage your projects more successfully.
- Plan Your Projects
Before you start, map out your processes. Take some time to figure out mini-deadlines for each task, as this will help keep you on track. Then, write down what you want to accomplish each week, no matter how small.
It’s easy for multiple projects and tasks to get lost in your inbox or misplaced in endless folders. By keeping them all in one place, you can easily reference them back and forth. So, create separate folders for each project, and consider using an organization tool like Asana or Dubsado.
- Become an Expert at Prioritizing
The key to working on multiple projects at once lies in being able to prioritize like a boss. Know what’s most important and start there rather than diving headfirst into whatever aspect of the work takes your fancy.
To become an expert at prioritizing, you must:
- Have a master list of projects and sub-tasks to complete;
- Group tasks by priority, so you can work methodically down the list;
- Estimate the time needed for each task, so you can provide accurate timelines for project completion;
- Review and update your master list regularly;
- Use a project management tool to share progress on each task with your clients.
- Remain Flexible When Priorities Change
The ability to quickly switch gears is part of what makes the highest performers so successful — they’re able to shift their focus and priorities when necessary.
To develop this level of flexibility, start by determining what matters most and working accordingly. If priorities change, update your team and/or your client so everyone is on the same page. A shift in priorities is not the end of the world. Even if one project is on hold while you make room in your schedule to fix another, you’ll still be making progress.
- Know When to Delegate
Delegating a task to someone else is a big win for you. You get to focus on other things, and your colleague is empowered to do their job more efficiently.
Of course, delegating is an art and not a science, so it helps to have a few tried-and-true tricks up your sleeve. The following steps will take the stress out of delegating:
- Identify tasks that may be best handled by a specialist;
- Find freelancers or team members who come highly recommended for such tasks;
- Set clear expectations about how delegees will be held accountable for their work;
- Refrain from micromanaging.
- Track Progress And Stay Focused
Clutter can make it challenging to stay focused on any task at hand, so invest in organizational tools, including an online calendar and reminders on your smartphone or computer. It’s also best to keep your desk clutter-free as an open space will allow you to concentrate without distractions.
Keep things simple by tracking your progress in the same place from project to project. Do this by using the same spreadsheet, project management tool, or Google Doc for each project.
When managing multiple projects at once, you need to be organized, flexible and efficient to make it all work. These tips should help you better manage your time and stay on top of things, so you never miss a deadline again.