Managing multiple projects at once requires dealing with multiple schedules, risks, stakeholders, and functional managers. The key is to recognize priorities, delegate work wisely, and understand how risk, resources, and schedules integrate. To manage multiple projects successfully, one should meet with clients, prioritize projects, track progress, schedule resources appropriately between projects, delegate work, check progress daily, and communicate regularly with clients.

1. Managing
Multiple
Projects

2. 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

3. Multiple Projects Step 1
Meet 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

4. 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 2
The Kick Off

5. 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 3
The Cost

6. • 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 4
Prioritise

7. • 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 Project
Plan
Document
Multiple Projects Step 5
Track

8. 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 6
Schedule

9. 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 7
Delegate

10. 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 8
Progress and Status

11. 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 9
Communicate

12. Multiple Projects Step 9
Checklist
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