Wondering how to organize and manage multiple projects at once? Start by applying great deadline management techniques.
Deadline management is a process where marketing project managers organize, prioritize, and plan out their workload within a limited timeframe. Completing quality content on time for clients and customers means juggling competing priorities, navigating last minute requests, and efficiently managing your available resources.
Learn how to do all this and more with the following deadline management tips and tricks.
What is the best way to manage multiple projects and deadlines?
The best way to manage multiple projects is by learning to prioritize overlapping or competing deadlines. Also, take a closer look at how you allocate resources for competing projects.
With Wrike, you can manage multiple deadlines with task tracking, shared client history notes, and dashboard displays that show all active project timelines at a glance.
Track tasks with color-coded blocks you can drag and drop on your project timelines. Each task should have its own priorities and dependencies, which is easy to view on a Gantt chart (one of the best tools for meeting deadlines in the workplace, by the way). Have team members update each step as they complete them to trigger automatic notifications for the next steps.
Share client history notes teamwide with a work management platform everyone can access and use to get on the same page. Quickly reference details from phone calls and other communication to double-check deadlines and get a sense of the client’s sense of urgency.
View all active project timelines on a single dashboard. Look for possible roadblocks such as overlapping tasks, overstretched or underutilized employees, and individual task delays. Get ahead of these issues before they even happen by getting a big picture overview of everything you have going on at once.
How do I prioritize which project to work on?
Prioritize which project to work on with a simple assessment that determines two key values: urgency and importance. Known as the Eisenhower Matrix, this simple solution for prioritization has four distinct categories all projects and tasks fall under.
Consider which of these areas each of your assignments fit under and rank them accordingly:
- Urgent and important: These projects have strict, short term deadlines. They often come with larger revenue estimates and help your firm get closer to achieving major business goals.
- Urgent and less important: These projects have strict, short term deadlines for assignments with smaller revenue potential such as one-off projects or discounted services.
- Less urgent and important: These projects have medium to long term deadlines. They absolutely must get done but they offer much more flexibility and freedom.
- Less urgent and less important: Without a clear deadline and no direct impact on final outcomes, projects and tasks under this category are considered wants and not needs. Eliminate them where possible or put them on hold until all other list items are complete. Chances are the only projects that end up under this header will be in-house activities.
How do you prioritize multiple projects with the same deadline?
Prioritize multiple projects with the same deadline by first looking at which project generates the most revenue. Then, consider which project has the most steps or requires special consideration for tasks that are more complex or time-consuming.
Discover the best way to manage multiple projects with one of these effective methods:
1. Begin at the end
Work backward from the last project task to the first one. Start from the due date and give each task its own individual timeline so you can properly assess how long it will all take.
2. Use a visual tool
Adopt a project management tool like Wrike that offers color coding, individual task updates, and dashboards that give you big picture updates in real-time.
3. Get approval
Share project schedule drafts with clients and key team members within your project management tool. Clients can tell you if they agree with the plan before you begin. Team members can help spot possible stumbling blocks or assess how realistic the client’s requests are given the rest of their workload.
4. Add individual task timelines
Include how much time each task will take when you assign it to team members. Remember to eliminate any tasks that are less urgent and less important.
5. Have a buffer
Overcome planning fallacy by learning how to estimate time more accurately. Use time estimate ranges that add 1/4th to four times your anticipated project or task effort. Rely on historical data to compare estimates versus realized effort for similar projects and tasks in the past.
Conquer deadline management for marketers
Now you know exactly how to juggle multiple deadlines, prioritize projects using the Eisenhower Matrix, and schedule projects that have competing timelines.
Combine your newfound deadline management knowledge with Wrike. Try a free two-week trial to test out the advice above and organize all of your project timelines no matter how complex they may be!