Software Automation for Managing Multiple Projects at Once
Published: 01/11/2021
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This article is for project managers facing the challenge of juggling multiple projects simultaneously. Modern technology offers improved project management solutions, but only when utilised effectively. Often, it poses a hurdle for companies. We aim to assist you in overcoming it by guiding you in selecting the right software.
Anyone who has ever worked on multiple projects knows the drill: a never-ending, yet constantly growing to-do list, attention divided among clients, the pain of switching gears as you jump from one project to another, and much more. Add to that the additional administrative work like spreadsheet maintenance, and you will have the perfect nightmare.
The fundamental difficulty of running several projects simultaneously is managing all of them effectively. It’s extremely easy to become overwhelmed unless you maintain a holistic overview of everything happening and possess the ability to adapt to changes quickly. From resource allocation to reporting, existing in a multi-project limbo can result in more than just a headache. Burnouts that diminish productivity and lead to errors are common consequences of intense multitasking. But this doesn’t have to happen if you embrace the powers of software automation.
The SaaS market is oversaturated. To remain competitive, vendors need to offer a curated array of features. There is no definitive answer regarding what your priorities should be. Every business should seek solutions that best address its needs. However, two areas should form the basis of your search.
Unless you’re only planning to start a company, you likely already use some software. When shopping for a new system, always keep your existing toolset in mind, as integrability should be one of your key priorities. Linking tools together opens up new automation options and provides access to more actionable data.
For example, integrating an employee expense management system with a payroll system allows expenses to be automatically added to client invoices. This is just one example. The possibilities are virtually endless, as they depend on the capacities of each system individually and the locations of their integration touchpoints.
Managing a project requires extensive organisational skills, which become crucial when handling multiple projects. The easiest way to keep track of all project-related documentation is by relying on cloud-based storage. Most SaaS solutions offer this feature, and a lack of it usually indicates that the tool is either low-quality or outdated.
Firstly, the centralisation and storage of data make it easier to collect and browse relevant documents. Secondly, cloud solutions are known for their accessibility, as they primarily operate through an internet browser. With smartphones being a part of our daily lives, many are available in mobile app format. Finally, having a centralised document storage system simplifies spotting any documentation gaps and helps ensure compliance remains up to date.
Juggling several projects is not an easy task. However, it can be simplified. The key is to delegate repetitive manual tasks to digital solutions, which saves your team heaps of time and promotes steady progress.
Software automation is crucial for improving the speed, accuracy, and efficiency of your processes. Automated project workflows enhance performance and visibility. A centralised management location outlines processes step-by-step, allowing the project manager to quickly identify problem areas and address them.
Workflow automation takes over smaller tasks like handovers and larger aspects such as workforce allocation. Which steps in the process you automate, and to what extent, is entirely up to you. But here’s a tip: the more tasks you delegate to machines, the easier project management becomes. This is a sought-after benefit when juggling multiple projects at once!
SaaS platforms are known for their quick and detailed reports. Depending on the software, they can be customised to meet the specific needs of the user. Integrations enhance this aspect. When placed in context, data from different solutions can help identify new patterns or potential threats.
By having in-depth visibility into various aspects of the project, you’re positioned to make better decisions more quickly. This is especially useful for resource allocation. It leaves no room for educated guesses and instead allows you to make very precise, data-driven decisions. Additionally, analytics data is available within seconds, making it easy to obtain deep insights for multiple projects simultaneously.
Project management, in general, greatly depends on internal communication. It can become challenging when handling multiple projects. Software automation also helps to address this issue.
Timesheet approvals can range from straightforward to very complex, involving input from multiple people at different stages. Regardless, they can take time for various reasons, from comparing submitted timesheets against deliverables to the approver accidentally deleting the email.
Our Project edition offers automation for the timesheet approval process. It allows you to approve the entire timesheet, break it down by project, or even by task—all with equal ease. The approval process history is also stored on the platform and can be attached to the client invoice. In the event of an approval-related error, it easily tracks who issued the approval and when.
While managing multiple projects simultaneously can be challenging, it doesn’t have to be. Software automation, enhanced by integrations, can streamline many processes and provide a holistic overview of workflows.
Automating tasks in project management speeds up processes and minimises human error. It also provides deeper and more detailed insights, which form the cornerstone of success-driven decisions.
Does it sound too good to be true? If so, would you like to see it in action? Book a demo, and we’ll be happy to show you the ropes.