Date post: | 17-Feb-2017 |
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Leadership & Management |
Upload: | project-management-solutions |
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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