Author: Jimmy Rodela

5 Tactics to Successfully Handle Multiple Projects Simultaneously

Managing multiple projects at the same time can be an absolute n-i-g-h-t-m-a-r-e.

 

You need to keep track of your projects’ moving parts, ensure you’re using the right processes and strategies, stay within deadline, keep your employees motivated, and be mindful of your expenses.
Data even shows that on average, 88% of remote workers experience miscommunications and inconsistent leadership with team members, highlighting the importance of proper program and project management.

Sadly, we just scratched the surface. So much more goes into project management than the things we pointed out.

The good news is, there are tips and tricks to help you manage multiple projects simultaneously.

Continue reading to learn five proven tactics that will help you run your projects efficiently.

1. Stay on top of your work schedules

Regardless of how carefully you planned your projects, everything can easily go off track if you don’t establish a schedule that includes your team’s work for the month, quarter, or year.

For instance, without a clear schedule, team members might fail to prioritize tasks, overlook critical jobs, and miss deadlines, which can seriously hinder your project’s completion and even impact the result’s quality.  

Use reliable work scheduling software to ensure every project team member is on the same page, keep your workflows moving seamlessly, and keep everything on track.

For instance, Deputy lets you build work schedules in minutes by using its easy-to-use interface to schedule the right team members at the right time across various locations and roles.

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You can easily create shifts, assign them to staff members, drag and drop to change them, copy schedules, modify them accordingly, and export them to a CSV file, spreadsheet, or print them.

You can also send the schedule directly to your team through mobile or desktop. If you change the schedule, the assigned person gets a notification, and they can accept the confirmation request.

A robust scheduling tool helps ensure your lines don’t get crossed, work gets done, and your project deadlines are met.

This helps keep your multiple projects on track and your team members more productive. Your project schedules will also be maximized for optimum efficiency, avoiding potential delays.

2. Prioritize tasks

With so much on your plate, it can be tempting to tackle the easiest projects first, but you must resist, or you could kill your team’s productivity and efficiency.

Prioritize based on tasks that will have the most significant impact on your project and program goals. This helps you manage several priorities while working on multiple projects effectively.

Doing so allows your team to work strategically on both micro (i.e., organizing daily to-dos based on importance) and macro (i.e., moving low-impact projects to the following quarter) levels.   

Let’s say your team is working on four product launches simultaneously with the overarching goal of increasing customer revenue.

While the four projects require about the same amount of time, effort, and resources to complete and roll out, assess which one has the potential to generate a bigger impact on your new customer revenue than the other three.

Prioritize the project (or projects) that have the most significant contribution to achieving your goals.

This helps you manage your resources and allocate your time better while ensuring your efforts align with your project goals and deliver your desired results.   

3. Establish goals and plans

Without establishing a standard project planning process or workflow, you’ll likely manage each of your projects differently.

This can lead to issues down the line, such as inconsistencies in your deliverables and precious time wasted on setting up new processes for each project. 

That is why you need to have a solid plan, establish standard processes, and identify responsibilities from the get-go.

Outline everything from your goals, each step, and task necessary for project completion, schedules and deadlines, and the persons and teams responsible for specific jobs at the project level.

At the program level, develop plans, processes, and clarify responsibilities. Establish team-level goals and communicate the projects crucial to achieving those objectives.

You can start outlining your goals using a Specific, Measurable, Accurate, Realistic, and Timely  (SMART) approach and this sample goal-setting template.

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You can use other templates as references and build on those to develop your project and program objectives.

Optimize your project management processes by setting team-wide standards. For instance, you can require project team leads to submit a brief before outlining a project plan for big projects.

You can also create templates for projects your team often handles to ensure consistency across projects and save time and effort.

Clear goals, plans, and responsibilities help your teams avoid inconsistencies in processes and deliverables.

4. Conduct systematic progress updates

Tracking status and progress updates in a multi-project environment are critical to keeping stakeholders and key project players in the loop.

After all, you wouldn’t want your clients, for instance, to be breathing down your neck because you didn’t give them any status reports, making it crucial to establish a systematic updating process. 


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Establish smart, systematic status updates so that you can manage stakeholder expectations efficiently.

Below are a few tips for doing strategic and systematic project status updates.

  •     Define expectations. Layout the specific steps task owners or the team members in-charge of particular tasks are expected to follow. Identify a time frame for updating relevant stakeholders, whether every three days, weekly, monthly, etc.
  •     Include a high-level overview of key areas in the project. Add several bullet points that provide an update on the accomplishments, progress, and upcoming work for each key area of your project’s status. This ensures essential points are covered, and stakeholders get all the necessary updates they need.
  •     Schedule accountability. Have third-parties, such as staff in another department, the project sponsor, or other stakeholders, conduct reviews to ensure the resource person or task owner follows protocol and the specified updating time frame to a tee.

Implement a systematic status updating process to keep your project team motivated, ensure they understand the project plan, why it’s crucial to stay up to date, and clearly see the multiple demands your team must meet.

5. Delegate and empower team members

Exercise effective delegation in your resource management by adopting clarity, authority, and accountability.

For instance, empowering your graphic designer to create a landing page for a new project means making sure he/she is absolutely clear about the task by providing a work breakdown structure.

This work breakdown structure of building a landing page campaign for a new product from Kanbanize is a good example.

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A work breakdown structure outlines the phases of the project process clearly.

Additionally, to ensure the project process and phases are when delegating, be sure to:

  •     Clearly communicate the work breakdown structure
  •     Set a project deadline
  •     Relay specific client expectations
  •     List down the available resources the task owner has
  •     Describe the workload
  •     Provide him/her the authority to make and carry out decisions

Clarity ensures your team is clear on the direction. Team members avoid any guesswork and prioritize critical tasks and projects. 

A clear work breakdown structure and project scope will also empower teamwork that boosts productivity while giving members a sense of fulfillment for meeting multiple demands.  
Leverage a reliable project management tool that can streamline your work breakdown structure’s workflows and processes. 

Data can back up the effectiveness of using the right project management tool with 77% of high-performing projects using project management software.

What’s next?

Handling multiple projects at the same time is inevitable in project management and any efforts you take on.

While the tips in this guide are in no way guaranteed formulas for success, these are good building blocks to help develop your strategies for effective and strategic multiple project management. 

Leverage the tactics we shared to stay on top of your projects’ moving pieces, meet your deadlines, and achieve your goals. 

Your Quick Guide to ERP Software and Its Benefits for Your Business

Running a company includes many moving parts. Without a robust way to integrate all your core processes, your workflows and operations become inefficient nightmares to deal with.

This is where a reliable Enterprise Resource Planning (ERP) software comes in handy.

ERP software can integrate various business functions, such as finance, human resources, accounting, etc., into one system, streamlining your core processes and information sharing across your company.

Data even shows that 95% of companies experienced significant workflow improvements after adopting ERP software, making ERPs crucial to boosting your business efficiencies.

In this guide, we’ll look into what ERP software is and its benefits for your company. But first…

What is ERP software and how does it work?

Enterprise Resource Planning or ERP software integrates your core business processes, including procurement, supply chain, and services into a single system.

Essentially, ERP software stores all your business process data in one database, allowing all your teams and departments to work with centralized information.

The software also lets you organize and analyze the data and generate reports, giving you more visibility and efficiency across every aspect of your business.

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ERP systems are made up of various applications that “talk” to each other and share a single database, with each app or module focusing on a specific business area.

You can combine different ERP modules to meet your business’ needs, whether it’s for sales, customer relationship management, or logistics (among other things). Other apps are also specific to the industry, such as retail and manufacturing.

Additionally, ERP systems connect different technologies used by each part of your business. This helps you eliminate costly incompatible and duplicate technology and streamline your business process modeling strategies for digital transformation.

Types of ERP systems

Here are three general types of ERP systems based on the deployment method.

On-premise ERP

On-premise ERP is the standard model for deploying software that allows you to control everything. 

The ERP system is installed in your data center at your preferred locations, with your IT staff handling the software’s installation and maintenance.

Cloud ERP

With cloud ERP systems, the software runs on your provider’s cloud computing platform. The provider handles the system’s maintenance instead of your company buying the software and servers, and hosting these on-site.

Cloud-based ERP software can help you avoid major upfront costs associated with buying an ERP system since you’ll be paying for monthly or yearly subscriptions, but it’s not always the cheaper option.

Weigh the pros and cons and do some research first to determine whether a cloud or on-premise ERP would be the most cost-efficient choice for your business. 

Hybrid ERP

Hybrid ERP systems provide a mixture of both on-premise and cloud-based software deployment methods to help meet your company’s needs.

This means that some of your data and ERP apps will be on the cloud, and others can be in your preferred data center locations.

Hybrid ERP allows more flexibility by letting you continue using existing on-premise ERP systems for corporate functions and add cloud-based ERP systems to support some of your other business units.

This allows you to reduce overall costs and help those business units move faster to meet your local needs.


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Benefits of adopting ERP software

Here are several advantages of using an ERP system for your business. 

1. Cost-efficiency

ERP software unifies your fragmented systems, allowing your teams to access all the tools they need to perform their functions well from one central location.

This reduces time-consuming tasks, such as hunting down a piece of information through multiple databases, allowing your staff to work more efficiently and produce results faster.

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ERP software can also save you some time and money by reducing the need to train your staff in different systems.

Plus, with all your core processes in one ERP system, you’ll only need to schedule training with one vendor instead of several different providers. This helps you cut down on the precious work hours you spend on training sessions and redirect that time to get more things done.  

2. Improve your collaboration

An integral part of ERP software is its centralized database, which helps improve collaboration among your business process units and teams.

With a centralized ERP system database, your company gets a single source of truth to work from, preventing potential errors caused by using inaccurate or incorrect data. This helps streamline your workflows and reduce costly mistakes.

A central database can also cut down on any stalling or hesitation in project implementation since all your teams have easy access to necessary company data, ensuring you stay on schedule and meet your deadlines.

Also, your staff won’t need to spend time and effort on merging information across different sources and systems since all your data is stored, shared, and accessed through the ERP system.

3. Boost your productivity

Performing tasks such as monitoring inventory levels, tracking timesheets, processing orders, and generating reports can take your employees hours to accomplish when done manually.

These tedious and manual processes can lower staff morale and leave you open to potential human errors that lead to inaccurate data. 

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ERP systems can automate your manual tasks, such as data entry, and lets the software perform advanced calculations in minutes. This makes for more efficient workflows, allowing your team to focus on more important tasks and improve your data accuracy. 

The automation functions that come with ERP software can increase your company’s productivity and, in turn, boost your profitability.

4. Simplify your compliance and risk management

It can be challenging to keep track of all applicable regulations to your operations (such as information security) and avoid potential violations and hefty penalties.

ERP systems with built-in auditing tools can help you document things such as tax provisions and chemical use, aiding you with maintaining compliance with several regulations.  

ERP software can also make it quick and easy to generate reports to send over to relevant and requesting agencies.

Additionally, some ERP systems offer tools to help your business manage risks, including features to give you enhanced accuracy and reliability to improve your financial management and reduce accounting errors.

ERP forecasting tools also allow you to predict events associated with demand, budget, labor. This lets you create more reliable schedules, budgets, and product development plans.

Final thoughts

While ERP software won’t eliminate all your business process efficiencies, it can give you the tools to streamline your workflows, boost your productivity, and help simplify some of your complex processes. 

Finding the best ERP system that matches your needs can help eliminate bottlenecks in your workflows and duplicate or incompatible technology that can hinder your business’ growth.