How do you prioritize tasks when working on multiple projects?

I have no doubts about this and I completely agree! Segmenting importance or urgency is the fundamental decision for me. And I highlight that in the priority table of a project or task, urgency and safety come first!

To effectively prioritize tasks across multiple projects, begin by using the Eisenhower Matrix to categorize tasks based on their urgency and importance, allowing you to identify which require immediate attention. Set clear objectives and deadlines for each project, and understand the dependencies between tasks, prioritizing those that are prerequisites for subsequent activities. Implement time blocking to allocate specific periods of your day to each project, enhancing focus and reducing the inefficiency of switching tasks frequently.

Utilize project management tools like Trello or Asana for visual organization and prioritization, and adjust your plan regularly to accommodate changes or new tasks. Maintain open communication with team members and stakeholders for collaborative prioritization and adjust your workload through effective delegation. Finally, align tasks with your personal productivity patterns, tackling high-priority tasks during peak productivity times, and set realistic expectations to avoid overcommitting and reduce stress.

While project work can be motivating, stimulating and creative, it can also be frustrating, ambiguous, and stressful especially when working in several interconnected projects of different size, duration, budget, and complexity, and sharing the same personal resources.

Knowing this, projects need to be studied in full context for better assessment and understanding of it which includes been aware of the challenges of balancing multiple demands, rapid adjustments to changing prerequisites and strong prioritizing ability as the organization is constantly changing. In my perspective, I believe Prince2 explains better how to arrange tasks necessary for delivering project goals. It talks about how to tailor a project regardless of its complexities or interconnected projects and size, using stage, resources, and product management. The knowledge of Prince2 practices helps tailor projects from the beginning to end in order of task priority.

As an entrepreneur, it happens a lot for me that new undefined tasks pop up: new calls to apply for, new opportunities to seek, new investors to pitch for, and new problems to deal with. Involving and dealing with each of the new tasks can lead to confusion, forgotten unfinished tasks, and missed deadlines. In my experience, the best method to organize this is to have a pre-defined schedule with flexible timing. The deadlines and priorities must be set. Then, some gaps and cloud spaces must be considered within the daily, weekly, and monthly plans for dealing with the new issues. If the new issue has a high priority, there must be flexibility for tasks with less priority to be delayed and the schedule must be updated.

Usa una herramienta que te permita tener la opción de ver en una sola vista todas las tareas de distintos proyectos. Eso te ayudará a priorizar y tener mayor claridad de las tareas que podrían estar quedando aplazadas.

I am a strong believer in collaborating with my team and delegating the work. Most of the time I look to allocate work to the experts, but I always try to explore opportunities to allocate some work to non-experts as well as to expand my team's knowledge, exposure, and horizon. Obviously, it also depends upon interests, situation, and kind of tasks.

En mi experiencia, es importante distribuir eficientemente las tareas para optimizar el rendimiento del equipo y garantizar el éxito general. Se puede empezar identificando las fortalezas individuales de los miembros del equipo y asignar responsabilidades basándose en esas habilidades. Reuniones cortas y efectivas mantienen la comunicación fluida, donde los miembros compartan actualizaciones y desafíos, fomentando un ambiente de apoyo mutuo que permita realizar ajustes en tiempo real. Además de establecer prioridades claras con identificación de hitos clave y plazos.

The key to efficient collaboration and allocation of resources is trust, responsibility, and delegation. When you give responsibility by delegating important tasks in cases where you see others as the best experts or have too much on your table, you also empower others and can help them to grow if the task is out of their comfort zone. Trust your team, don't micromanage, and remember to give credit. There is no shame in asking for feedback or help; in the right culture, everyone understands that the goal is to arrive at the best solution in the most efficient way, which is a team effort.

The journey is not just about completed tasks but a constant pursuit of growth and innovation. Let's go beyond task lists; let's cultivate a mindset of continuous improvement. Celebrating achievements is not just an act but a reflection of ongoing learning. By seeking feedback, we transform criticism into opportunities for evolution.

Aunque tengamos 3 proyectos en paralelo, solo tenemos una vida, así que es importante priorizar y delegar para evitar sobrecargarse y llegar al burn-out. Es posible que en algunas ocasiones no tengamos la capacidad para manejar tantos proyectos en paralelo y sea necesario conversar con nuestro jefe para buscar alguna alternativa y evitar incumplir con nuestro trabajo o generarnos un perjuicio a nuestra salud.

When prioritizing tasks across multiple projects, start by identifying your most critical objectives and deadlines. Use a project management tool or a simple to-do list to organize tasks and assign realistic deadlines. Consider the impact and urgency of each task, and allocate time accordingly. Regularly reassess and adjust priorities as projects evolve. Don't forget to communicate with your team to ensure everyone is aligned on project goals and task priorities.

Eisenhower matrix is a good tool to have at hand as well! The Eisenhower Matrix is also known as the time management matrix, or the urgent-important matrix. This tool helps you divide your tasks into four categories: the tasks you'll do first, the tasks you'll schedule for later, the tasks you'll delegate, and the tasks you'll delete.