Managing multiple projects may seem like a tall order, especially if your list of projects is quite long. However, with the right tools and team in place, you can easily get multiple projects done at the same time. It's important to develop a process that works for you because not everyone will find that the same strategies work for them. There are some tactics that will run through all the best strategies though.

How many projects are too many?

Before we get started on some general tips for managing multiple projects simultaneously, let's talk about limits. Most people will have limits on the number of projects they can take on at one time, but there are some factors involved. Some of these factors are specific to the person, while others depend on the tools they have available to them and the size, experience and skills of their team. A team is only as good as its weakest member.

For example, A project manager with a team of three might be able to manage two to three projects at a time, while a manager with a team of 20 may be able to manage five to 10 projects, depending on the skill level of their team members.

Another factor that affects how many projects are too many is the level of involvement and the number of man hours required to complete each one. A team of 10 might fly through their project load if their level of involvement is low, but if much attention is required, it will take them longer to complete each project.

Another factor involved in determining how many projects are too many is the project manager's organizational skills. Some project managers can only oversee two to three projects because they can't stay organized enough to manage more than that. Other skills may also impact the number of projects a manager can oversee simultaneously, and these skills can be improved if they take time to work on them. Here are 10 tips for managers who want to work on their project management skills.

10 tips for managing multiple projects

Managers who want to improve their project management skills may feel a bit overwhelmed, especially if a large number of projects has already been thrust upon them. However, these tips will help with every step of the process.

Create a plan and schedule

Before doing any work on a project, managers should write a plan and schedule. They should create milestones for each project so that they know whether they are running on schedule. They should also assign team members to work on every step of the project so that they always know who is handling every milestone.

Prioritize and delegate

As they create their schedule for each project and assign team members to each milestone, project managers should also prioritize the most important steps. Some projects may be more important than others, so they should also look at every project they have been assigned to and determine which ones should be prioritized over others. This will enable the project manager to delegate the most important tasks to that they are completed in the order of importance.

Communicate constantly

Project managers should also be in constant contact with their team members and any managers who are overseeing them. They should always know how well each step is progressing and whether any additional team members should be assigned to them.

Continuously optimize your project plans

As they communicate with their team members and managers, project managers should also optimize their plans continuously. Staying on top of every project and the stage it is in will allow the project manager to make adjustments when needed so that everything is completed on time in the order it is needed.

Manage expectations

Project managers should also oversee the expectations for each project. Their managers undoubtedly have expectations for each project, so if they need to be adjusted, it is the project manager's job to do so.

Hold Stand-up Meetings

Companies generally hold stand-up meetings daily, and as the name suggests, team members who participate usually stand up during them. These meetings enable team members to provide updates on the tasks they are working on, and they are very brief, which is why it's OK for them to stand up during the meeting.

Trust in a Project Management Tool

Project management tools go a long way in keeping each project organized. ClickUp and other project management tools enable managers and their team members to stay organized and always know who is working on what. Nifty is one well-known ClickUp alternative, and there are many other available options. These tools allow project managers to assign tasks, set milestones and much more.

Avoid micromanagement

Project managers must also manage their time well, and part of this is avoiding micromanagement. You delegate tasks because you can't possibly get everything done, so you shouldn't insert yourself into every step of every project. Managers with a large number of projects can never get everything done without the help of their teammates.

Manage Stress

There is usually some level of stress involved in managing projects, so it is important to keep it under control. Stress can cause everything to take longer because you spend precious time worrying about the project and whether you can get everything done on time. However, you can increase your productivity and improve your wellbeing by keeping stress under control. FIgure out what you need to do to manage stress.

Avoid Distractions

Finally, project managers should do all that they can to minimize or avoid distractions, which will enable them to make the most of their time. Distractions can sap hours away from a project, so it's important to take steps to eliminate or minimize them before a new project begins.

FAQs

How many projects can one person manage?

The number of projects one person can manage varies widely depending on the person's skill level, whether they have any teammates helping them, and other factors. Research has suggested that the average number of projects for one person is two or three if they are working on the projects by themselves.

If the number runs higher than two or three, the person may experience reduced productivity because they will spend too much time overseeing and switching between projects. Having too many projects also can increase stress and make it hard to meet important milestones.

How do you manage projects and prioritize tasks?

Managing projects and prioritizing tasks requires a great deal of planning. Before doing anything, you should sit down and create a schedule for each project and set priorities for each one. Once you have a list of priorities and milestones, it becomes much easier to manage your projects and the tasks associated with each one of them.

How do you manage concurrent projects?

Managing multiple projects simultaneously requires some planning and prioritization. Before you start working on any of your projects, you should create a schedule with milestones for each one and then look at all of your projects to determine which ones should be prioritized over the others.

Final tips on how to manage multiple projects

Managing multiple projects can seem like a tall order, but it becomes much easier when you take the time to look at the entire picture. The best project managers excel at time management, prioritization and overseeing teams.

Starting with an overview and creating a schedule for project completion are important tasks to do at the beginning because they will reduce stress and improve time management. When you know what your team is doing, you can better plan your own tasks to ensure that all your projects get completed on time.