In a perfect world, we’d all be able to focus on one project at a time but the world isn’t perfect, and there aren’t enough hours in the day! For most, managing multiple projects at once is difficult — even for the most organized people. When everything seems like it’s a priority, it’s easy to get stressed and overwhelmed. But while it is difficult, it’s not impossible! If you’re struggling to manage multiple projects, these few tips might help.
#1: Set clear expectations. Establishing trust and loyalty with your client relationships is important, and not meeting their expectations can make that difficult. If you don’t realistically think you can get their project done by Friday, then don’t tell them that! Set yourself up for success by overestimating the time it will take and sharing that timeline. If you tell a client you’ll have the project done by Friday but you know you can get it done by Wednesday, your client will be impressed with your early delivery. In addition, make sure you’re understanding your client’s business goals, and how they might inform the project’s priorities. How flexible are their timelines, and what are they expecting from you?
#2: Create a project outline. Creating an outline for the client’s project is the quickest and easiest way to achieve better organization. You’ll have a better overview of your daily, weekly, and monthly tasks. It’s the best way to stay on track, and you can mark things off as you go. This will make the project feel less overwhelming, since you’re able to break down the project into smaller milestones and tackle them individually.
#3: Track how much time you’re spending on each project. You’d be surprised at how much time you might be spending on one client vs. another! By using a timer, you can get a better gauge on what areas are taking up the most time, and where you could use more of your energy. You’ll also be able to better predict turnaround times and bill your clients more accurately. There are many programs available but one we use is Toggl – Free Time Tracking Software.
#4: Plan ahead for the next day. Even if you’re crunched for time, try to find 15-20 minutes to look at your tasks and plan for the next day. Creating time blocks for certain tasks might help as well, so you can focus on one thing at a time. We recommend tackling the harder tasks in the morning, and leaving the lower impact tasks for later in the day. If it helps, try syncing your project tasks to your calendar.
#5: Know when to say no. If you continue to say yes to client requests, you’ll be drowning before you know it. It’s hard to not be the yes person, as you want to do everything you can to impress your clients. But your time is valuable too and it could be compromised if you take on too much. Know your worth! Ask yourself questions like: Is this an urgent task? Will it take away from my other clients’ pressing tasks? Is it possible to give them the tools to do this on their own?
And there you have it! We hope these quick tips will empower you to better prioritize your time and work through projects more smoothly.
In need of a project manager? We’ve got you covered! At Bay Anchors, we organize complicated projects by turning them into detailed tasks, and we manage the project from concept to execution. We are the anchor — the reliable and stable support that will keep you from drifting off track! Contact us today to learn more.
