Juggling multiple projects can be a hassle for both a company and its project manager. A highly trained and skilled manager should be able to organize a proper plan to help reduce the stress of many projects. Below are five easy steps that will assist in managing overload and overlapping tasks. The steps are provided by Just Enough Project Management by Curtis R. Cook.
Five Steps to Coping with Project Overload
Step One: Compile a list of all your projects – In addition to listing your current projects, it is also best to complete a project task worksheet for each project. Make sure that it is clear as to which phase or step you are currently in.
Step Two: Distinguish the next step for each project – looking at next steps can lessen a surplus to a manageable size. Occasionally, the work that we have not begun becomes (in our minds) a huge responsibility.
Step Three: Identify the “quick hits” – Ask yourself this question, out of all of your tasks, what are the 20 percent that would give you an immediate substantial boost in gaining control of your overload?
Will a small amount of time keep the project moving forward?
Is the project almost complete?
Are you delayed because you need a decision or lack clarity?
If you answer all of these questions with a yes, be sure to place these tasks at the top of the list.
Step Four: Prioritize the remainder of the steps – After choosing your “quick hits”, now is important to see if there are any remaining steps you can get rid of or wait until later to complete.
Step Five: Schedule each task weekly, and be able to display your workload
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