Managing Multiple Projects

Overview

Handling several projects at once means

more than dealing with just multiple

schedules; it involves multiple risks, multiple

stakeholders, and multiple functional

managers who allocate resources.

The key to managing multiple projects expertly is to recognize priorities and delegate wisely

– not an easy feat in today’s complex environment. To do that successfully, you need to

understand what makes up your workload, as well as an understanding of how risk, human

resources, and schedules must be integrated

Multiple Projects Step 1Meet the Client

Hold a meeting with the client and other appropriate

people.

Define the scope of work for each new project. List the

project goals and any additional expectations. Discuss

each step included in the scope of work.

While you're in the meeting, bring up questions or concerns

you may have about the project.

Scope of Work

Document

Schedule a kick off meeting

Determine when you can begin work on each project.

Determine the day work will begin and answer any

additional questions that the client may have. Be sure to

determine an appropriate due date, as well. It's important to

do your best to meet both dates and record all decisions in

minutes that are approved by all parties

Minutes

Document

Multiple Projects Step 2The Kick Off

Draw up a quote and contract outlining the scope of work for each project.

Submit the quote and contract to the client for approval. If there is anything the client does not understand or if there are items he does not agree with, he will bring it to your attention for discussion before approving the work.Make necessary changes to these documents and resubmit for client approval. Be sure the client signs and dates the contract approving the project before any work begins.

The Quote

Document

Multiple Projects Step 3The Cost

• Prioritize your projects.

• Know which projects are more important. You'll want to

make projects with earlier deadlines a priority. Be aware

of deadlines as you're working. It's important to stay on

track with each project, meeting each milestone.

The Roadmap

Document

Multiple Projects Step 4Prioritise

• Track the progress of multiple projects

• Setup a project spreadsheet or another type of software

geared toward project management. Include important

dates, milestones, supplies, contractors, team members

and any other resources you need for the projects.

The ProjectPlan

Document

Multiple Projects Step 5Track

Schedule resources appropriately between multiple

projects.

Equipment should not sit for days before you use it, and

team members should not have to wait for others to

complete something before they can begin their work.

Rotate team members, contractors and other resources,

like equipment, to ensure you meet all the needs of every

project.

The Project TimeLine

Document

Multiple Projects Step 6Schedule

Delegate work to your team members

It is always a morale booster to show confidence in your

team. Develop group and technical leaders to improve

efficiency, lighten your load and free up some of your time

for more important tasks.

Resource Plan

Document

Multiple Projects Step 7Delegate

Check project progress daily.

If you have projects with longer deadlines, you may be able

to do this once a week. The main thing is to ensure you

stay on top of the work. Make certain all projects move

along as planned. This is especially important when

managing multiple projects. Getting behind schedule on

even one project can cause delays on several.

Status Dashboard

Document

Multiple Projects Step 8Progress and Status

Follow up with all your clients periodically and provide progress reports.

You can do this in person, with written reports or with phone conversations. Choose the method that works best for your client. Review the project. Let the client know what items you have completed, if there are problems and what the next steps are.Be prepared for any questions or concerns the client may have.

.

Communication Plan

Document

Multiple Projects Step 9Communicate

Multiple Projects Step 9Checklist

Step Action Document

1 Meet the client Scope of Work

2 Hold the Kick off meeting Minutes

3 Confirm the cost Quote

4 Prioritise Project Roadmap

5 Track Project Plan

6 Schedule Project Timeline

7 Delegate Resource Plan

8 Progress and Status Status Dashboard

9 Communicate Communication Plan