Strategies and Tactics for Managing and Tracking Multiple Projects

In order to manage multiple projects efficiently, effectively, and thoroughly, you need structured strategies. Using these strategies helps you ensure that projects align with goals and deliver maximum value. The tactics and methodologies you choose depend on your needs, organizational structure, and team capabilities.

1. Prioritize and Select Projects
Prioritizing projects helps ensure that the most strategic initiatives receive the necessary focus and resources. Implement this strategy to align projects with desired results and optimize resource allocation across multiple projects.

Supporting tactics include the following:

• Using a Project Scorecard: Evaluate and rank projects based on established criteria, such as ROI, strategic alignment, risk, and required resources.
• Using the Eisenhower Matrix: In order to determine a project’s priority level, evaluate it based on urgency and importance.
• Allocating Resources Wisely: Ensure that resources will be available for prioritized projects.
• Using Methodologies: Lean principles emphasize prioritization in order to reduce waste, while project portfolio management (PPM) helps prioritize projects based on ROI, strategic alignment, and resource availability.
  
  

  

  
  “We prioritize projects based on their impact on our business goals and delegate tasks according to team members’ strengths and capacities,” shares Jake Munday, CEO and Co-Founder of Custom Neon, an Australian manufacturer and retailer of LED neon lights and signs. “Prioritizing helps us balance the workload successfully and guarantees that important initiatives receive the attention they require. We use the Eisenhower Box method to divide jobs into important/unimportant and urgent/non-urgent categories. Doing this facilitates the process of prioritization.”

Jason Woo, Founder of Able Hardware, a Chinese metal fabrication manufacturer, also relies heavily on prioritization. “It helps me focus resources on high-value projects that involve Lean manufacturing techniques that eliminate waste,” he explains.

2. Develop a Schedule
Whether you’re scheduling for a particular project, team, portfolio of projects, or whole organization, create a project schedule that best serves your organization’s needs. For example, a master schedule provides a comprehensive view of all your project timelines, helping you manage dependencies and avoid conflicts. By using this approach, you can enhance coordination and resource allocation across multiple projects.

Tactics include the following:

• Creating a Project Calendar: Use the right calendar tool to map out project timelines.
• Implementing Gantt Charts: Visualize project schedules and track progress using Gantt charts.
• Syncing with Team Calendars: Make sure that your team members align their calendars with project timelines in order to avoid conflicts.
• Using Methodologies: The critical path method (CPM) helps you identify crucial tasks and ensure timely completion, while PPM gives you a high-level overview of all project schedules.

Mario Gerard, VP of Technical Program Management at SOCi, says Gantt charts and the critical path method are essential for his organization. SOCi provides an SaaS platform for businesses to manage their social media, reputation, and local search.

Gerard, who also has a blog and podcast on technical program management, says, “To track multiple projects, you need to first understand your dependencies and use a tool to link them together. Once you have done this, you will know your critical path and can manage your projects effectively.”

3. Break Down Projects into Manageable Tasks
Breaking down projects into smaller, manageable tasks makes complex projects easier to track and manage. Using this approach ensures accountability and clarity in task ownership and progress.

Tactics include the following:

• Using Work Breakdown Structures (WBS): Decompose projects into smaller, manageable tasks.
• Assigning Task Owners: Designate responsible individuals for each task.
• Setting Milestones: Define key milestones to track progress and celebrate achievements.
• Using Methodologies: Agile methodologies, such as Scrum and Kanban, emphasize breaking down work into manageable tasks and setting short-term goals.
   

4. Use Project Management Tools
Project management tools can centralize project data and enhance communication, making it easier to track progress and manage tasks. These tools also offer automation, tracking, and reporting features to improve efficiency.

Tactics include the following:

• Leveraging Software Solutions: Use the right project management tools for your situation.
• Centralizing Communication: Use a central communication platform.
• Automating Routine Tasks: Implement automation for repetitive tasks.
• Using Methodologies: Agile tools often include features for task management and communication, while Lean principles advocate for tools that optimize workflow and reduce waste.
   

Josh Qian, the COO and Co-Founder of California-based Best Online Cabinets, describes the value of the right PM tools: “Advanced project tracking tools enable dynamic resource scheduling, earned value management, and portfolio-level reporting. Tactics like critical path analysis, risk registers, and exception-based alerting help me identify and mitigate potential roadblocks before they derail project timelines.”

Alina Samchenko, COO of tech startup HireDevelopersBiz, also champions advanced PM tools: “We leverage integrated project management systems to allow real-time data across all projects. They enable us to view progress against our deadlines and resource usage regarding the portfolio.”

5. Establish a Project Management Office (PMO)
Larger organizations often benefit from having a central hub to manage projects or entire project portfolios. Instituting this designated office helps build PM expertise and standardized processes.

Tactics include the following:

• Developing Standardized Processes: Create uniform procedures and templates for project management.
• Centralizing Resource Allocation: Use the PMO to manage and allocate resources across projects.
• Implementing Risk Management Strategies: Use the PMO to oversee risk assessment and mitigation efforts.
• Using Methodologies: Implement PPM methodologies to prioritize initiatives, balance workloads, and ensure alignment with organizational goals.
   

“One of my top strategies is establishing a centralized project management office to oversee the coordination and execution of all active projects,” Qian shares. “It is a hub for resource allocation, risk management, and cross-project dependencies. It typically involves using project portfolio management methodologies to prioritize initiatives, balance workloads, and ensure alignment with organizational goals,” he adds.

6. Balance the Workload of Project Managers and Teams
Project managers must be able to balance their workload effectively, so they can handle multiple projects successfully. Overburdening PMs can lead to decreased efficiency, burnout, and poor project outcomes.

Tactics include the following:

• Assessing Capacity: Evaluate the workload of each project manager and team member regularly to ensure they are not overburdened.
• Distributing Tasks Based on Strengths: Assign tasks to project managers and team members based on their skills and expertise.
• Providing Support: Make sure that project managers have the necessary resources and support from the team, so they can manage their workload effectively.
• Using Methodologies: Implementing resource management tools and techniques, such as resource leveling and resource smoothing, can help balance the workload and optimize resource utilization.
   

Project managers can effectively lead multiple projects, but only to a certain point, according to a 2013 study in the journal IEEE Transactions on Engineering Management. In this particular study, “Key Drivers of Effectiveness in Managing a Group of Multiple Projects,” the author writes, “Assigning multiple projects to a project manager may help promote management and efficiency, coordinate interrelated projects, and transfer knowledge and technology. But a multiple-project manager can be less effective when leading too many projects. This ineffectiveness may lead to poor project performance and, in turn, negatively affect organizational performance.”

7. Monitor Progress and Adjust Plans
Monitor progress and be flexible in adjusting plans to ensure that projects stay on track. Using this proactive approach enables you to respond quickly to changes and challenges.

Tactics include the following:

• Conducting Regular Check-Ins: Schedule weekly or biweekly meetings to review project status.
• Using Key Performance Indicators (KPIs): Track KPIs to measure project performance.
• Being Flexible: Be prepared to adjust plans and reallocate resources as project dynamics change.
• Using Methodologies: Agile methodologies, with their iterative cycles and regular reviews, support continuous monitoring and adjustment. PPM frameworks also emphasize regular progress reviews and flexibility.
   

Founder of Philadelphia-based YR Fitness and experienced entrepreneur George Yang says, “Regular team meetings and updates keep everyone aligned and are pretty telling about progress on a project or any other type of challenge.”

8. Communicate Effectively
Establish clear communication channels and provide regular updates to stakeholders to ensure everyone is informed and engaged. Communicating effectively fosters collaboration and helps resolve issues quickly.

Tactics include the following:

• Establishing Clear Channels: Define how and where communication should occur.
• Giving Regular Updates: Provide frequent updates to stakeholders.
• Keeping a Feedback Loop Going: Encourage open feedback from team members.
• Using Methodologies: Agile and Lean methodologies both emphasize the importance of effective communication and continuous feedback in enhancing project outcomes.

“Communicating effectively is one of the quickest ways for project managers to add value,” says Lulu Richter, Senior Technical Project Manager at Smartsheet. “Many principles of good communication are universal, such as consistency, brevity, and clarity. As a project manager, I’m constantly evaluating the effectiveness of my communication practices and adapting them based on the audience or project phase,” she adds.

9. Use Risk Management
Identify and manage risks proactively to prevent potential issues from escalating. Regular risk reviews and contingency planning are essential for maintaining project stability.

Tactics include the following:

• Identifying Risks Early: Conduct risk assessments at the start of each project. One type is a RAID analysis, which stands for risks, assumptions, issues, and dependencies.
• Developing Contingency Plans: Prepare backup plans to address identified risks.
• Conducting Regular Risk Reviews: Monitor risks and update mitigation strategies continually.
• Using Methodologies: Six Sigma's DMAIC framework includes risk management as a key component, and PPM frameworks emphasize ongoing risk assessment across a project portfolio.
   

“Performing a RAID analysis exercise at the outset can help you generate insight into potential risks, so you can develop mitigation plans before your project gets underway ,” says Richter of Smartsheet. “Dedicating time to a team exercise helps you emphasize the importance of risk management and the team’s collective responsibility for identifying risks on an ongoing basis,” she notes.

10. Track Project Budgets
Monitoring project budgets helps you control finances and allocate resources efficiently. When you track budgets and make adjustments regularly based on project needs, you can maintain budgetary discipline.

Tactics include the following:

• Setting Budget Baselines: Establish initial budgets for each project.
• Monitoring Expenses: Regularly track spending against budget projections.
• Adjusting as Necessary: Make budget adjustments based on project needs and financial performance.
• Using Methodologies: PPM tools often include budget tracking features, while Lean principles emphasize cost savings.
   

11. Delegate Effectively
When you delegate effectively, you optimize your team’s performance by assigning tasks based on individual strengths. In order to enhance accountability and motivation, be sure to empower team members and provide oversight without micromanaging.

Tactics include the following:

• Knowing Your Team’s Strengths: Assign tasks based on the strengths and expertise of individual team members.
• Empowering Team Members: Give team members the authority and resources they need.
• Trusting but Verifying: Provide oversight without micromanaging.
• Using Methodologies: Lean principles advocate leveraging team strengths and empowering employees, while Agile practices emphasize self-organizing teams.
   

“Delegation is crucial, as it empowers our team members to take ownership and encourages initiative,” says Woo of Able Hardware. He continues, “Early on, I placed a lot of emphasis on perfection and micromanagement. But over the years, I've found the real key to success is trust in the team and a focus on continuous improvement.”

12. Foster Collaboration and Teamwork
By fostering collaboration and teamwork, you can meet project goals through collective effort. Creating collaborative workspaces and promoting the cross-functionality of teams can enhance productivity and innovation.

Tactics include the following:

• Creating Collaborative Workspaces: Use tools that promote team collaboration, document sharing, and communication.
• Encouraging the Cross-Functionality of Teams: Promote collaboration between different departments or functions.
• Holding Regular Team Meetings: Schedule regular meetings to discuss project progress and challenges.
• Using Methodologies: Agile practices, particularly Scrum, emphasize teamwork and collaboration, while Lean principles support collaborative problem-solving.
   

Yang of YR Fitness shares, “We build cross-functional project teams consisting of members with different aspects of expertise and, thus, different perspectives.”

13. Implement a Project Portfolio Management Approach
Implementing a project portfolio management approach helps you manage and oversee multiple projects effectively. When you use this strategy, you can align all your projects with your strategic goals and allocate resources optimally. PPM works best in large, matrixed organizations that run multiple projects simultaneously.

Tactics include the following:

• Using PPM Tools: Implement PPM software to manage and oversee multiple projects.
• Aligning Projects with Strategic Goals: Ensure that all projects align with the organization's strategic objectives.
• Balancing the Project Load: Balance projects in your portfolio based on factors such as risk, resource availability, and budget.
• Using Methodologies: PPM is specifically designed for managing multiple projects, providing tools and frameworks to align projects with strategic goals.
   

Yang is among the many professionals using the PPM process: “We prioritize our projects by their potential impact on and relative alignment with the business objectives. For example, in the last year, we have been working on developing a new line of fitness equipment — increasing sales by 30 percent. Supporting tactics include regular portfolio reviews and resource planning sessions, so we can tilt priorities and resources appropriately.”

14. Apply Program Management Principles
Program management focuses on coordinating a group of related projects to achieve strategic objectives and benefits that would not be possible if the projects were managed individually. Using this approach allows you to align projects with broader strategic goals and manage their interdependencies effectively.

Organizations can apply program management strategies within a project portfolio management framework.

Tactics include the following:

• Coordinating Related Projects: Manage related projects simultaneously to ensure that they contribute to a common strategic goal and benefit from synergies.
• Aligning with the Organizational Strategy: Make sure that all projects in the program align with and contribute to the organization's overall strategic objectives.
• Optimizing Resource Utilization: Share resources across projects to improve efficiency and maximize the use of available resources.
• Managing Interdependencies: Identify and manage the interdependencies between projects to avoid conflicts and ensure smooth progression.
   

“Most organizations that execute multiple projects can benefit from implementing a program management framework,” says Richter. “In program management, the PM establishes a set of organizational goals and evaluates all projects against those guiding objectives. Having this top-down perspective enables project managers to better prioritize projects and reduce redundancies,” she adds.

15. Use Agile Methodologies
Agile methodologies allow you to enhance flexibility and responsiveness when managing multiple projects. Engaging in iterative development and conducting regular reviews ensure continuous improvement and adaptability.

Methodologies include the following:

• Scrum: Use Scrum for iterative project management, making sure to implement regular sprints and reviews. Scrum is based primarily on timeboxing and delivering the best value in the fastest amount of time.
• Kanban: Implement Kanban boards to visualize work and manage workflow. Using Kanban, teams work with a prioritized backlog and are better set up for self-management.
• Scrumban: Combine Scrum and Kanban principles for a flexible approach to project management.
   

The tactics behind Agile methods include the following:

• Using Continuous Delivery: Implement continuous delivery practices to ensure that software and products are always deployable, allowing for frequent releases and immediate feedback.
• Developing Iteratively: Break down projects into smaller, manageable iterations, enabling regular assessment and adaptation based on feedback and changing requirements.
• Giving the Team Autonomy: Empower teams to make decisions and manage their own work, fostering accountability, innovation, and responsiveness to change.
   

“I've found that leveraging Agile methodologies, such as Scrum or Kanban, can be highly effective,” says Qian of Best Online Cabinets. He emphasizes that “these approaches promote incremental delivery, frequent check-ins, and continuous improvement.”

Qian adds, “Initially, I focused more on traditional, Waterfall-based project management methodologies, highlighting upfront planning and rigid change control processes. However, as the need for greater agility and responsiveness grew, I began emphasizing iterative, collaborative frameworks that empower project teams to adapt quickly to shifting priorities and requirements.”

Munday also underwent a change in thinking over the years. “Over time, my approach to managing and tracking multiple projects has shifted from a more traditional, plan-based strategy to a more Agile, flexible methodology. This change was driven by the need to adapt quickly to market changes and internal dynamics. The fast pace of the e-commerce industry, coupled with scaling at Custom Neon, made it clear that a rigid approach was less effective,” notes Munday.

For more information on Agile methodologies, check out this comprehensive guide to Agile project management.

16. Implement Continuous Improvement
Foster a culture of continuous improvement to help identify lessons learned and apply best practices to future projects. Ongoing training and post-project reviews enhance overall project performance.

Tactics include the following:

• Conducting Project Retrospectives: Identify lessons learned and areas for improvement.
• Maintaining a Lessons Learned Database: Document insights from completed projects to inform future work.
• Encouraging Training: Promote continuous learning and skill development within your team.
• Using Methodologies: Six Sigma and Lean both emphasize continuous improvement through ongoing evaluation and training, while Agile frameworks encourage regular retrospectives to identify areas for improvement.
   

“The concept of continuous improvement challenges teams to operate outside of a success-failure binary and embrace a growth mindset,” Richter says. “Leaders play a crucial role in supporting a culture of continuous improvement; how an organization addresses setbacks determines how a project team reacts to challenges as a whole,” she adds.