How to Manage Multiple Projects Like a Pro I DreaminLace.com

Talking through how to manage multiple projects like a pro – without losing your mind.

How to Manage Multiple Projects Like a Pro #WorkTips #TimeManagement

Why hello, there! As I come out of an incredible busy month of April – I thought I’d have a nice little sit down to chat with you all about managing multiple projects at the same time. When I think through my work and blog life, it can definitely get a bit hectic now and then. As I muddle through, I’ve definitely picked up a trick or two along the way that make it much easier to keep my head screwed on straight – for the most part, anyway.

No matter what profession you’re in…we’re all shouldering multiple priorities at the same time. That’s the nature of the beast in the fast-paced world we live (and work) in these days. Meaning? You really have to learn to master your time management and be able to efficiently juggle multiple priorities, deadlines and projects without going absolutely insane along the way. Obviously we’re all human and we all have those times where it’s all a bit much and you want to crawl into a hole beneath your desk and never come out. Since that’s usually not an option, I thought I’d share things I’ve learned along the way on how to manage multiple projects at the same time.

How to Manage Multiple Projects

Truth is, being a plate spinner is quite the challenge…and mastering it I find is not just a skill – but an art as well.

When I think about the course of my entire professional life, I can see the evolution. Experience really is the greatest teacher of all…but sometimes we don’t have the time to wait around for those tough lessons.

Today, I want to reflect on and share a mixture of pointers on how to manage multiple projects, deadlines, events, etc. at the same time.

Many of these pointers I’ve learned on my own, others have been words of wisdom passed down by some of my favorite professional mentors. Yes, I work in marketing and communications so I have of course my own industry to think of…but these tips I really think are valuable in whatever career path you’re on and really even if you’re a student. I hope you can gleam some ways to help during a stressful time in your work life – or if you if you have any master tips you can share, please do below!!

1. Segment and Compartmentalize Your Time

Remember in high school when you would travel from period to period? Block scheduling was so common to us then but somehow got left in the past along the way.

When juggling different projects, communicating with different teams, coordinating with different vendors and so on – I came to learn really quickly that I cannot live in a reactionary state. Think about it. If you’re constantly responding to what came up at this one moment or hour, you’ll find yourself spinning and burning a hole in the ground without actually moving forward.

As such, a great start to better manage multiple projects simultaneously is to break up your day.

Assign certain tasks and project work to a designated time period and don’t let yourself be distracted by interruptions that pull your attention elsewhere. When it’s crunch time and I REALLY need to finish something, I’ll even put my phone on airplane more and turn off my wifi to prevent unneeded distractions springing up.

2. Project Plan Everything

It always amazes me how many professionals exist without a plan in writing for each project. How they expect to successfully manage multiple projects without a plan is actually mind boggling to me. Personally, I swear by project plans. Even if it’s a document solely for the audience of one, you, it is ALWAYS well worth the time to sit down and map out what it is you want to achieve, steps to get there and an estimated timeline.

These documents will be so important in keeping you on track – not to mention, keeping your head on straight when things get hectic. You can always refer back to your project plan as home base to ground yourself and move forward.

If you have not done so already, making an electronic copy of any relevant documents can also make it easier for you to coordinate your plans. If you want to scan a document to a word processor so that you can edit it, but are unsure about how to proceed, then head to the FilecenterDMS website for a solution that could allow you to accomplish more while saving time and money.

When juggling multiple projects, I lay everything out in one spreadsheet so I can visually see where things line up. I’ll list the dates/weeks down the first column and then reserve a column for each project moving forward.

How to Manage Multiple Projects Like a Pro #WorkTips #TimeManagement

3. Be Present and Declutter Your Headspace

Time is the most limited resource. As such, don’t waste time you have working on one project or attending one meeting while mentally running through things for another project. You will drive yourself bonkers and cut down on your productivity in one sweep.

Mindfulness is such a buzzword for healthy living in general, but it’s also very valuable in your work space as well. I find a great way to help manage multiple projects at the same time is to declutter my thoughts and stay present in my tasks. Try not to think about Project 3 while working on Project 2. Obviously we’re all human and bound to get sidetracked now and then…but when you do, just redirect your attention to the project at hand.

This is actually a tip I picked up just by observing some very talented individuals. I used to drive myself mad with having a million things on my to-do list racing through my mind at any given moment. Then, I observed others who I knew were in the same boat with multiple projects maintain a genuine presence in every conversation they held or meeting they were attending.

Time is precious. Don’t waste what time you have to devote on one project by stressing over another.

**4. Under Promise and Over Deliver**

I was told this early on out of college and I thought it was bullocks – but that just goes to show how truly naive and foolish I was. I wanted to promise the world and deliver it too. The problem? When you set that high expectation, falling short in the slightest will both look and feel like a failure.

Always, always, always under promise and over deliver. Pad in timing for hijinx to get in the way, then get the project done sooner. The very same concept applies to not delivering a half-assed product. Taking an extra day to do something really well will always leave you in a better position than delivering a mediocre project and saying you ran out of time as an excuse.

Your best work is worth waiting for.

5. Have Allies, Everywhere

In every job I’ve had and all the work I do, I make a point of befriending anyone and everyone no matter what their job is. Not only is it just generally the nice thing to do, it also builds a support system for when I need some extra help. Invest time in people and care about them, genuinely. As they say, “it takes a village”. And you’re going to want to know an A-Team player on every single level if you want to make it all work beautifully.

Remember when In the Devil Wears Prada, Miranda had Andy running like a mad woman around town with the impossible task of tracking down the next book in the Harry Potter series? In the end, Andy was able to deliver because she’d made a friend in Christian Thompson who just happened to know the artist doing the cover work.

Yes, Christian Thompson turned out to be a dirt bag and yes this is an extreme example but it speaks to the power of allies. Sometimes, you can call in a favor – other times they can call in a favor for you. It’s a give and take system but the point is, having a support system will get you out of a bind when you need it most.

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Kelly

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Emily

2 years ago

I agree that under promise and over delivering is a great way to work. When I’m at work I have a work in progress spreadsheet, similar to the one you’ve showed above, to keep me on track and I colour code it as well as I work well with colour.

Emily | Snippets of Emily’s Life xx

DreamInLace

Reply to Emily

Ooo! I think I could definitely step up my color-coding. I use different colors for things on my calendar but could always do more on my spreadsheets! xo