20 February 2022
Many professional project managers worry about juggling so many vital projects and tasks. Major firms with deep pockets can afford full-time project managers and teams, while smaller companies rely on functional managers who must perform at the same level.
While many project managers believe they have mastered multitasking, this isn't necessarily the case. Multitasking diminishes productivity. The human brain is not designed for multitasking. As a consequence, you're more prone to errors and oversights.
Learning to prioritize and multitask is essential for any project manager for three reasons:
Maximum efficiency – Project Managers want to get the most out of their time. They will fulfill deadlines and exceed expectations by successfully prioritizing and multitasking.
Minimal risk of error – Multitasking effectively may help Project Managers to avoid falling behind on tasks as they build up.
Proactive planning - Every Project Manager aspires to achieve the perfect balance of quick reactive responses and a clear, proactive approach to current and future developments and projects.
1. Plan ahead of time
Managing several projects leaves little room for error. Planning ahead for every potential eventuality and having backup plans in case of disaster is critical to a successful operation. Succeeding on all fronts requires setting realistic expectations for yourself and your team.
It will take a lot of mental energy for you and your project team to switch duties. So, make sure your strategy includes some low-work times.
Making a to-do list of must-haves and wants might help you plan your day. If you're planning many projects, a high-level project plan can help you see needs across assignments and create objectives and criteria for each.
2. Prioritize Your Work
A to-do list may be daunting at times. To make your to-do list more manageable, break it up. Prioritizing your projects can help you organize them by priority, urgency, and work required.
The Eisenhower Matrix might help you prioritize your work. Also known as the "Urgent-Important Matrix" or the "Eisenhower Principle."
The entire represents a way to organize workload and priorities. It's great for time management. Keep focused on arranging all your chores, even the difficult ones. It has four parts:
Important and urgent- work should be done first.
Important but non-urgent- things to plan.
Not important but urgent – delegate if possible
Non-urgent – work may be skipped.
3. Time-sharing tasks
We are all guilty of devoting an inordinate amount of time to low-priority work for a number of reasons. The most effective strategy to prevent this is to set a daily/weekly calendar that specifies the amount of time you will devote to each work. While adhering to this to the letter may be challenging, it will aid in establishing limits and setting deadlines.
4. Regularly examine and revise your plan
It makes no sense to adhere to the original plan regardless of the circumstances. Being adaptable is a critical characteristic of a good leader. When managing many projects, various unknown factors might sometimes alter your whole view.
To effectively finish all of your projects, it is prudent, to begin with a project launch meeting and to have frequent review meetings during which you revise the initial plan.
5. Delegate effectively
There are probably individuals in your company with talents and time to assist you with jobs you struggle with or don't have time for.
It is really suggested to locate chores you can delegate so you may concentrate on more critical and urgent ones, as you saw when completing the Eisenhower Matrix.
Use a resource management application to find available team members with relevant talents. It is possible to demonstrate to your staff that you respect their contribution by distributing job tasks. Empower them to make choices and, if necessary, supervise them. So you have less to do and your subordinates may improve professionally.
6. Make appointments for calls and meetings
Regularly check in on progress. This keeps your staff on their toes and allows for the resolution of difficulties sooner rather than later. As a project manager, you want to be aware of everything that is happening — at every stage of the process.
By scheduling frequent calls and meetings, you're also providing a place for input from all stakeholders. This inhibits curveballs from being thrown in the late innings.
7. Saying "no" when needed
It's critical to know your boundaries when it comes to how much work you can do in a particular time period. It also helps prevent work-related stress and burnout.
If you're afraid of telling your employer "no," here's how to do it diplomatically:
By using these time-management tactics, you may improve your workday's organization and productivity. You will notice after just a few days that:
Additionally, if these strategies prove effective for you, you may implement them throughout your whole project team, therefore enhancing their productivity.
Also Read: 5 Steps to Approach Career Change in 2022