5 Tips for Effectively Managing Multiple Projects at Once
“A door has opened for me wide and productive for work, but there are many opponents” (1 Corinth 16:9).
Do you ever feel like you have so many tasks to accomplish that you don't even know where to start?
A new member of my team recently asked me if I had any tips to help her manage multiple ongoing projects. Her position requires her to juggle tasks across various projects at the same time. She told me that she was having a hard time knowing where to even begin. I felt humbled that she reached out to me for support. I am by no means an expert, but here is a summary of my advice, based on trial and error over many years.
1. Understand How You Work Best
Are you a morning person or a night owl? If you know that the former describes you, you’ll want to begin your day with the most demanding tasks, when you feel the most energized. Do you thrive under pressure or freeze? If the latter, be sure to prioritize the tasks required to meet a deadline well in advance. Take the time to understand your personality traits and temperament to stay motivated and productive.
2. Prepare Concrete Tasks to Accomplish Each Day
All projects are made up of a series of tasks. Some are sequential, while others can occur in parallel. Start with the final outcome (i.e., the accomplished project) in mind, and go backward, outlining the steps that you need to complete. Now you have a roadmap, a series of tasks, that you must accomplish in order to complete the project.
Depending on the project, I may have a roadmap sketched out on paper or digitally to keep me on track, or I may have more of a mental roadmap to follow.
Some tasks are urgent and important (e.g., preparing for tomorrow’s business presentation to potential sponsors). You’ll need to prioritize those tasks on your to-do list. However, the relative importance of less urgent tasks may be difficult to determine. Often, my tasks fall into that category. In such situations, I just pick some to concentrate on for the day.
Coming up with my daily to-do list the evening before or first thing in the morning works best for me. Find what works best for you. The key is to supply yourself with a to-do list of specific items while leaving room for unexpected add-ons or obstacles. Instead of writing, “Work on Project A,” you might write, “Prepare the table summarizing my results,” “Incorporate feedback from team members on draft of proposed methods,” and, “Prepare the motivation/background slides for next week’s seminar presentation.”
Figure out how you’d like to keep track of your to-do items. Experiment with different options. There are many online tools for project organization and task management that you can access on a phone or computer, or you might prefer to use a custom Excel spreadsheet. For me, what works best is old-school pen and paper. There’s nothing like being able to draw a big “check” next to an item on my to-do list. I also found that using technology to keep track of my projects was a source of anxiety. Disconnecting and putting pen to paper helps me feel empowered and ready to tackle the day.
3. It’s OK to Say “No”
Perhaps prioritization and balance is not the solution you need. Perhaps you feel overwhelmed because you have too much on your plate. You have said “yes” to too many responsibilities and, in doing so, have stretched yourself too thin. It can be awkward to say “no,” but it’s crucial to be able to discern. As a leader of a team, it is also my responsibility to make sure that my team members are not overstretched.
4. Modify When Needed
It may be an unpopular opinion, but I like to check my email as soon as I start the work day. I respond to the quick emails straight away and then modify my to-do list based on my emails. Often, new tasks come up, some more urgent than others.
Remember, it is important not to overcharge your daily task list (see the previous step), because we all inevitably have to steer off our original plan at times. However, if you are consistently unable to check items off your list, it is time to figure out why. Is the number of tasks too ambitious? Are they too broad—meaning you should break them down into more manageable chunks? Reflect, and revise accordingly.
5. Give Yourself Grace
Maybe you underestimated the amount of time you would need to accomplish a particular task, or perhaps a specific resource you need to complete an item on your list is down for maintenance. Alternatively, maybe non-work factors, such as a sick family member, a bad snowstorm or a terrible migraine, have impeded your plans.
Life happens. You are not a failure if you were not able to accomplish all you wanted to according to your schedule. Revisit, adjust your plan, and continue moving forward.
Sarah Gagliano Taliun is a genetics professor with many interests in addition to studying DNA. She and her husband now call Montreal home. When she is not reading a scientific article or meeting with students, Sarah can be found experimenting with new recipes in the kitchen, reading her Bible or taking a walk in nature.