This article is aimed at project managers overwhelmed with multiple projects who struggle to keep on top of them all. Our goal is to help you find a solution to manage them more easily and boost your team’s efficiency at the same time. Hint: SaaS technology is your best option.
Managing a single project is challenging due to the numerous moving elements involved. From adhering to the budget to allocating resources at the right time, project managers face a tough task. It becomes even more complicated when the number of projects increases. This not only means more work but also creates more opportunities for mistakes, especially when the projects are very different. However, all is not as grim as it seems. There is a way to ease this burden.
Over the years, project managers have developed various approaches and strategies to stay at the top of their game. However, as the world changes and requirements evolve, some of the past best practices become irrelevant. This article focuses on what is considered a go-to approach today.
How Do You Deal With Too Many Projects?
If you are overwhelmed by the number of projects, consider implementing these measures:
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Sort the tasks by urgency and time consumption;
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Ensure each project is tracked;
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Use cloud-based document storage to stay organised;
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Manage expectations of both the client and the team;
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Automate and regularly analyse reports;
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Set up automated reminders for upcoming tasks and deadlines;
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Update your to-do list and stick to it.
Here are some quick fixes to help you cope temporarily. For more long-term solutions, keep reading - we'll explore strategies you'll want to adopt for years ahead.
Ease the Workload
The challenge of handling more projects is the increased workload. Put simply, this is the most difficult part to manage. Specifically, how to complete everything within the given timeframe without compromising quality. Below, we share some foolproof tips.
Ensure You Have the Right Tools (And They’re Interlinked)
Preparation is essential for a successful project. Getting the right footing is especially crucial when juggling multiple projects at once, as it’s very easy to make mistakes. Sometimes, your brain simply won’t switch gears when moving between projects. Sometimes, you get lost regarding which task, metric, or worker is linked to which project. We understand. In the end, we are only human. That’s why we need tools to support us.
From general project management software used to track progress and allocate resources to timesheets for accurate client billing, there is a wide range of digital tools available to help you manage tasks that tend to pile up easily. It is crucial that these tools are also interconnected, providing centralised access. Otherwise, having too many digital solutions can be just as challenging as managing too many projects. Clicking between tabs or manually transferring data across platforms won’t make your life easier; it will only complicate it further.
Automation and Smooth Workflows
Since we have begun discussing the importance of integrating your tools, we must emphasise that it is absolutely essential for creating seamless workflows. These workflows, in turn, are crucial when managing large volumes of projects simultaneously. An effortless handover of tasks from one team member to another, occurring at the right moment and without the need for a middleman, significantly reduces the risk of errors. Additionally, when you introduce automation, it can eliminate a significant portion of tasks required to complete.
Speaking of automation, it is, without doubt, the best thing for project managers at all stages. Whether they are handling many projects or just a few, it not only removes tedious and time-consuming tasks prone to human error but also typically completes them in minutes. Incorporating automation into workflows adds a layer of smoothness, allowing you to be more hands-free in ensuring the process is followed. And returning to integrations, it’s important to note that they often open up new automation opportunities. How these are used is usually up to your creativity.
Tools for External Operations
Not only do your internal processes benefit from a touch of automation, but the way you communicate with clients and deliver projects can also be greatly influenced by your choice and utilisation of digital tools. Let’s explore this further.
Remain Flexible When Possible
Project forecasts are not set in stone - even if we’d wish them to be. That said, many things can go wrong in a single project, leading to headaches. But when they deviate from the plan across multiple projects and all happen at once, it’s chaos. The solution is simple. Don’t be too attached to the forecast and, if necessary, be prepared to change the course of action at any moment. Easier said than done. But not when you have the right tools to enable quick damage control.
Prioritise tools that help you stay adaptable. For instance, a team management platform that allows you to quickly move workers from one task to another if necessary. A holiday management system is beneficial too, as it helps you plan when to shift your workforce in advance. Don’t forget communication channels and collaboration platforms - they are essential in giving your team flexibility as well.
Organise, Track and Make the Right Decisions
As a project manager, you need to stay on top of everything at all times. Unless you are organised, this can be a difficult task, especially when jumping from project to project, each with different specifications, requirements, and goals. Software that helps you organise files, documents, financial transactions, and more in one place is essential to remain both aware and compliant.
Not to mention, you need to have a firm grasp of how the overall project is going, as well as the progress of each team member individually. Time tracking is a great method for that. Not only do you identify potential issues early on and address them promptly, but it also improves your forecasting for similar projects in the future. It enables easier allocation of resources, highlights less efficient processes, and allows you to act quickly. What’s more, there are plenty of ways to integrate that into your company’s daily operations. Tools like desktop time trackers, digital timesheets, and many others have a vast market, filled with solutions for all kinds of unique needs.
Reflect on Your Experience
Finally, hardships are only truly worthwhile if you can learn something from them. Being overwhelmed by projects is a learning experience - and we mean in terms of how to handle it in the future, not how to avoid it!
Analyse Your Reports
One major advantage of most SaaS tools, whether used for automation or other purposes, is their ability to gather data. In simple terms, the more you utilise them, the more insights they record. These insights are typically displayed in graphs when opening the platform, with the dashboard providing a live snapshot of your current progress. You can usually customise the metrics you view.
There are also more in-depth reporting modules available that enable you to analyse the data thoroughly. You can organise and filter it as needed, although different solutions offer varying levels of detail. These insights form the basis of your decision-making, helping ensure your next steps are deliberate and optimised, rather than guesswork that risks missing important information. As you implement changes based on the data collected, the process continues. This allows you to see the effects of your adjustments and identify new patterns for further improvement.
Summary
Project management is mainly a challenging profession that demands strong organisational and communication skills. It can become even more complex as the workload increases, bringing various issues. One way to consistently stay on top and avoid severe burnout is to change your approach by focusing on the use of integrated digital tools.
Using the right tools, you can streamline internal processes by creating automated workflows, making handovers and resource allocation much easier, quicker, and less prone to human error. Additionally, digital tools help you stay flexible and organised, especially when dealing with clients and suppliers. Most importantly, each project will provide you with heaps of data you can analyse and learn from, continuously improving your performance.
Don’t wait until you’re burdened. Prepare now.