How to manage multiple projects

To keep multiple projects moving forward without confusion, all information needs to be organized and managed centrally. This will ensure that the many tasks and schedules proceed without confusion and that the project proceeds without omissions or omissions.

Steps to manage multiple projects

To manage multiple projects by a single administrator, the following procedure is used. This is a procedure to ensure that all projects proceed smoothly without omissions or omissions.

1. Break down the project into tasks
List all the tasks and their contents necessary for the project to proceed. At this point, instead of listing tasks for multiple projects all at once, identify tasks for each project to be managed. This is because listing tasks for multiple projects at the same time may result in omissions or omissions. Once the tasks have been identified, determine the deadline for completion and the members to be in charge of each task. Tasks should be assigned based on the workload and skills of each member. However, it is also important to avoid placing too much of the burden on one person.

2. Set priorities
Prioritize tasks within each project. Within a single project, prioritizing tasks is easy if you pay attention to the relationship between tasks. Then, prioritize the projects. This means which project should be prioritized first. Project priorities are based on the size and certainty of the project and its impact on the company. Finally, if you have a number of projects going on simultaneously, prioritize all tasks. It is then smooth to arrange them based on the project priorities.

3. Create a schedule plan
Set due dates for each task and create a schedule. The completion deadline was set once when the tasks were identified, but it can be adjusted again based on project priorities, task priorities, and member workload. For example, one member having multiple task completion deadlines on the same day is burdensome and needs to be adjusted. Also, if there are overlapping or very similar tasks, they can be finished at once. When creating a schedule, allow a little leeway in estimating workload and deadlines.

4. Check progress
Follow the schedule to keep the project on track. Managers should regularly monitor the progress of all projects to ensure that there are no delays and that members are not overburdened. The current status should be monitored at least once a week.

Challenges in managing multiple projects

If one manager is managing multiple projects, tasks and schedules may become confused and the project may not progress properly. What specific problems can occur?

▶ Inability to estimate work time accurately
In an effort to keep multiple projects on schedule, it is easy to estimate work time less accurately. Try to estimate work time as accurately as possible, and if possible, schedule the work with some leeway. In particular, you should allow extra time for tasks that involve bottlenecks, or factors that impede the progress of the project.

▶ You cannot prioritize tasks.
When in doubt about prioritizing tasks, decide according to the rules. Priorities within a project are based on the relationship between tasks. Prioritization of tasks that span all projects should be based on the priorities of each project.

▶ Lax progress management
If there is not enough room in the schedule, it is easy to focus only on high priority projects and cause schedule delays in other projects. Progress must be properly managed for all projects in parallel.

▶ Too many tasks
When multiple projects are being carried out simultaneously in one department, the number of members working on them also overlaps. As a result, human resources tend to be dispersed and insufficient. As a result, quality tends to suffer, schedules are delayed, and members work more overtime. When setting up a schedule, pay attention to the workload of each member and allow as much leeway as possible.

▶ Costs will be higher than expected.
If the schedule is delayed or overtime work increases due to an unreasonable schedule or workload, costs will be higher than originally anticipated. Allow plenty of leeway in your schedule and workload.

▶ Multitasking occurs
When members' workloads increase and they become busy, they may work on multiple tasks at the same time. This is the occurrence of multitasking. However, rather than speeding up the process, multitasking leads to decreased work efficiency, mistakes, and problems.

Among these, multitasking is particularly problematic.

Pay attention to multitasking

Multitasking is the process of carrying out multiple tasks in parallel.

If multiple projects are running at the same time, not only managers but also members often work on tasks for multiple projects at the same time. At this time, there is no problem if multitasking is done by finishing one task before moving on to the next task.

However, they often start on the next task before finishing one, or work on several tasks at the same time.

This may appear to be a speedy progression of multiple tasks, but on the contrary, it leads to schedule delays, mistakes, and problems. This is due to the following reasons.

By moving on to other projects without completing a task, it is difficult to smoothly switch between them.
・ By proceeding with multiple tasks simultaneously, the priorities of the tasks become unclear.
・ The time available to focus on a single task becomes shorter, and the lead time increases.
・ The lead time increases, and the total work time becomes longer. Lead time increases, making the total work time longer

How to manage multiple projects smoothly

The following points should be kept in mind when working on multiple projects at the same time.

▶Confirm the prior ities of projects and tasks
By confirming the priorities of projects and tasks, you will be less likely to be confused when delays or problems occur. This is because it will be clear which ones are to be prioritized.

▶ Be aware of project bottlenecks
In every project, there are tasks that do not proceed smoothly and interfere with the processing of other tasks, affecting the schedule. Be clear about where the bottlenecks are in your schedule and make room for them. It is ideal if you can improve the bottleneck and ensure that that part of the schedule proceeds smoothly.

▶ Share information frequently.
Even if the projects are different, if the members working on them overlap, the burden on each member will increase. Managers should create an atmosphere in which members can easily share information. They must also inform the members of any schedule delays or problems so that they can share information as soon as possible.

▶ Try to be as single-tasked as possible.
Performing multiple tasks in parallel can lead to schedule delays. Members should check their own work and schedules, and focus on one project as much as possible, or combine tasks into a single task.

Introducing a project management tool is effective

Project management tools can be used to centrally manage schedules and tasks for multiple projects. Project management tools allow you to view the current status of projects from various angles, such as Gantt charts, calendars, and kanban methods. It allows you to get a bird's eye view of the progress management of all your projects. This function is useful not only for smooth schedule management, but also for preventing missing work.

It also has a function to activate communication among members, making it easier to report other than progress management.

With a project management tool, the project can proceed smoothly for both the manager and the members working on it.

Project management tools are necessary to manage multiple projects

When managing multiple projects, without a project management tool, it is difficult to list and organize information, and confusion can occur. As an administrator, this is a very difficult situation to manage.

However, with a project management tool, information can be centrally managed and progress can be easily controlled. By doing so, many problems can be prevented.

Furthermore, it also has the advantage of making it easier for non-managers to understand the progress of other members and to communicate with them.

We recommend Project Board as a project management tool. It is a cloud service, so it can be implemented immediately, and even after implementation, it can be used immediately. Initial costs can also be reduced. There is also a 30-day trial, so you can take your time to try it out.