6 Useful Tips on How to Stay Organised with Multiple Projects
A post from our Project Management blog
Written by Jordan James
Staying at the helm of affairs is surely very exciting and challenging. The more you grow and perform, the more responsibilities you will be rewarded with. But these responsibilities also mean that you need to learn how to manage your tasks seamlessly to ensure perfection in all you do. It might sound like a daunting task at first, but it's much easier than it sounds.
To give you a little bit of guidance and highlight some of the most important things you need to pay attention to, we've collected 6 useful tips on how to stay organized with multiple projects below.
1) Create a template for your projects
One of the easiest ways to organize your tasks is to create a separate template for each project and note down all the key points that you need to remember. This is also a great way for you to keep track of your progress for each, and to check out the completion status of each project.
A brief look at your template will tell you exactly how much extra effort you need to put into which project, which specific areas need to be addressed and which are the ones that need to be prioritised. Needless to say, remember to update your templates on a regular basis, otherwise the whole purpose of planning is lost.
2) Prioritise your projects
The next step of the planning phase is prioritising your projects. Every project has different goals, objectives and completion time. Based on these criteria, distinguish your projects as ‘very urgent', ‘urgent' and ‘can wait'. Of course, you can always use more innovative tag phrases to add a little bit of fun to your work. If you're not quite sure how to get started, PRINCE2 has some great tips on their website.
Once the prioritisation has been done, it'll be much easier for you to decide the amount and quality of the emphasis that you are going to put into a particular project.
Once the long term goals have been set, it's time to break up your work into smaller portions. A to-do list is an absolute must-have when you're dealing with multiple projects. Don't clutter your brain with more than one thing at once, just make a note of it on your list. And of course, don't forget to tick off items that you've already completed!
4) Hold regular meetings
Another key to effective project management is to have regular meetings with the managers of individual projects. Not only will this help you to update your project template but it will also enable you to get involved and immerse yourself in the project itself.
Your team members will be looking forward to hearing your valuable suggestions and recommendations, so this is the perfect time to inspire them to move ahead with new vigour and enthusiasm.
You can read more about the importance of regular meetings and how effective meetings can lead to successful projects on the Tech Republic blog.
5) Delegate tasks to others
Delegation is a crucial part of project management for several reasons. Not only is it important for the successful completion of the project, but it's also needed in order to involve each and every member of the team in the framework. Think about it: when you give someone a task, a responsibility, it shows them that you have confidence in their abilities. This faith works wonders for boosting the motivation level of your team.
As a project manager, you are expected to have thorough knowledge of the strengths and weaknesses of each of your team members. Talk to them; understand their motivation levels and dedication. This will help you to delegate your work effectively. And if you need some tips on how to do that, Business Know How has some great suggestions.
6) Be realistic
Don't forget that we're all human. You strive to be near perfect but sometimes even you may fail to deliver. Don't lose heart and hope. Learn from your mistakes and try to turn every situation to your advantage.
Do you have any other tips on how to stay organized with multiple projects that you would add to the list? Let us know!
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