How to Manage Multiple Projects as a Project Manager

Apr 28, 2023 | Project Management | 0 comments

By: Sydney Nelson

Project managers rarely focus on one project at a time. It can be difficult to juggle the multitude of projects that can be assigned at any one time. There are strategies that can help any project manager effectively work through their projects with minimal disruption. 

Prioritize Projects

Projects should always be ordered by their priority. Projects with upcoming milestones necessarily require more attention than those that are due further in the future. Prioritization tools can help project managers to identify which projects should be placed at the top of the list and plan the workflow accordingly. It’s helpful to have those priorities in place to avoid being overwhelmed when managing multiple projects. 

Define Clear Objectives and Goals

Every project should have clearly defined objectives and goals from the outset. This enables the team to move forward with a clear direction. The team should be able to use these objectives as a clear roadmap when they have issues related to how to move the project forward. Giving a clear direction can help avoid constant questions throughout the process that could take up a lot of your time. 

Create a Project Plan

Each project should have a clearly outlined plan that includes all milestones, deliverables, and due dates. The project plan should also account for foreseeable issues that may arise with the project, giving the team some degree of flexibility. Poor planning can lead to delays in completion, budget overages, client frustration, and team burnout. Consider including the following things in your project plan:

  • Desired deliverables and tasks to complete them
  • Your client’s approval process
  • Potential problems to prepare for
  • Timeframe for all milestones and deliverables
  • The project team and who is responsible for each deliverable
  • A list of absolutes that must happen within the project

Communicate Effectively

Communication is key to managing multiple projects. Ensure that you communicate regularly with stakeholders, team members, and other relevant parties. By providing updates on progress, challenges, and risks associated with each project, you can help manage expectations and ensure everyone is always on the same page. Many issues in project management can be prevented by avoiding communication breakdowns. 

Manage Resources

Projects go nowhere without resources. Ensuring beforehand that you have the resources you need such as a budget, staff, time, tools, etc., can help prevent issues and make it easier to manage multiple projects effectively. 

Use Agile Methodologies

Agile methodologies can help enormously with managing multiple projects. These methodologies focus on iterative development and emphasize collaboration and communication between team members. This can help you effectively monitor and implement change, without disrupting the project’s progress which may require you to take attention away from other projects. 

Learn to Delegate

As a project manager, you cannot do everything yourself. Learn to delegate tasks to team members who have the necessary skills and expertise. This helps distribute the workload and allows you to focus on higher-level tasks such as strategy and planning. Delegation is an art in and of itself, but when done effectively, it opens the time and energy needed to be a better manager. 

Take Breaks

Preventing burnout is vital. Managing multiple projects at once can be very taxing on a mental level, and an overwhelmed and burned-out project manager will not be effective. By recognizing when you need a break, you can use the time that you put into multiple projects more effectively. 

At The Limitless Program Consulting Group, we specialize in project management. We are here to help you succeed! Contact us today to learn more about how our approach can help you. 


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