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You’re working on multiple projects. How can you manage your time effectively?

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Managing multiple projects at the same time can be challenging for information systems professionals. You need to balance competing deadlines, priorities, and expectations from different stakeholders. How can you avoid feeling overwhelmed and deliver quality results? Here are some tips to help you plan, execute, and monitor your projects effectively.

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Bhargavi Verma

Customer Experience Executive @EaseMyTrip | MBA - Operations @IGNOU | MCA'25 @Manipal UniversityJaipur | 107x Top…
Abdul Qader Hotak

Management Consultant | Project Management Specialist | Data Analyst | Structural Engineer (M.Tech - PMP?)
Victor Eyeku, PMP?

iMBA Candidate at RBS | PMP Certified | Supply Chain, Logistics & Procurement | Strategy, Sustainability & Data-Driven…

1 Set clear goals and scope

Before you start working on any project, you need to define its goals, scope, and deliverables. What are you trying to achieve? What are the specific tasks and outcomes you need to complete? How will you measure your success? Having a clear vision of your project will help you avoid scope creep, communicate your expectations, and align your actions with your objectives.

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Bhargavi Verma

Customer Experience Executive @EaseMyTrip | MBA - Operations @IGNOU | MCA'25 @Manipal UniversityJaipur | 107x Top Voice??(In Top1% - 94 Domains) | Co-Author of 40+ Books | Google Certified-Data Analytics
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Setting clear goals and scope is crucial for project success. - Begin by defining the project's overarching objective, breaking it down into smaller, SMART goals. These goals should be specific, measurable, achievable, relevant, and time-bound. - Next, outline the scope of the project, including the tasks, activities, and constraints involved. It's essential to be realistic about what can be achieved within the given resources. - Finally, establish how you will measure success, using key performance indicators to track progress and make necessary adjustments. This approach helps prevent scope creep, ensures clear communication of expectations, and keeps the project focused on achieving its desired outcomes.

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2 Prioritize and schedule

Once you have a clear picture of your project goals and scope, you need to prioritize and schedule your tasks. You can use different methods to rank your tasks according to their urgency, importance, and dependencies. For example, you can use the Eisenhower matrix, the MoSCoW technique, or the Pareto principle. Then, you need to create a realistic timeline for each task, considering the resources, risks, and constraints involved. You can use tools like Gantt charts, calendars, or Kanban boards to visualize and track your progress.

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Abdul Qader Hotak

Management Consultant | Project Management Specialist | Data Analyst | Structural Engineer (M.Tech - PMP?)
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It goes without saying that not all tasks are important and urgent. As categorized by Eisenhower Matrix, some activities or tasks in a project are both important and urgent that need to be done right away. Some are urgent but not important which should be scheduled to be done at a later time and so on. This could be applied to projects as well. When working on multiple projects, they should be categorized and prioritized based on their importance, urgency, and other factors worth considering.

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Victor Eyeku, PMP?

iMBA Candidate at RBS | PMP Certified | Supply Chain, Logistics & Procurement | Strategy, Sustainability & Data-Driven Insights for Scalable Impact
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Effective time management is crucial, and one of my strategies involves meticulously scheduling and blocking hours on my calendar and those of my stakeholders. This includes outlining specific project agendas to ensure efficient use of time and facilitate quicker decision-making. Personally, I prioritise projects based on their alignment with business needs at the time.

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Bhargavi Verma

Customer Experience Executive @EaseMyTrip | MBA - Operations @IGNOU | MCA'25 @Manipal UniversityJaipur | 107x Top Voice??(In Top1% - 94 Domains) | Co-Author of 40+ Books | Google Certified-Data Analytics
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Once project goals and scope are defined, prioritizing and scheduling tasks is key. Various methods like the Eisenhower matrix, MoSCoW technique, or Pareto principle can help rank tasks by urgency, importance, and dependencies. Create a realistic timeline for each task, considering resources, risks, and constraints. Tools like Gantt charts, calendars, or Kanban boards can help visualize and track progress, ensuring timely completion.

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3 Communicate and collaborate

Another key aspect of managing multiple projects is communicating and collaborating with your team members, clients, and other stakeholders. You need to establish regular and effective communication channels, such as email, phone, or video calls, to share updates, feedback, and issues. You also need to collaborate with your team members, using tools like cloud-based platforms, document sharing, or version control, to coordinate your work and avoid duplication or conflicts. Communication and collaboration will help you build trust, resolve problems, and achieve your goals.

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Bhargavi Verma

Customer Experience Executive @EaseMyTrip | MBA - Operations @IGNOU | MCA'25 @Manipal UniversityJaipur | 107x Top Voice??(In Top1% - 94 Domains) | Co-Author of 40+ Books | Google Certified-Data Analytics
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Effective communication and collaboration are essential when managing multiple projects. Establish regular channels, like email or video calls, to share updates and feedback with team members and stakeholders. Collaborate using cloud-based platforms and document sharing to coordinate work and prevent duplication. These practices build trust, resolve issues, and enhance goal achievement.

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4 Delegate and outsource

Sometimes, you may find yourself overloaded with tasks that you cannot handle alone or that are not within your expertise. In that case, you need to delegate and outsource some of your work to others who can help you. Delegating and outsourcing will allow you to focus on your core competencies, save time and money, and improve the quality of your projects. However, you need to choose the right people to delegate and outsource to, provide clear instructions and expectations, and monitor their performance.

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5 Review and improve

Finally, you need to review and improve your project management skills regularly. You need to evaluate your performance, identify your strengths and weaknesses, and learn from your mistakes and successes. You can use tools like surveys, feedback forms, or self-assessments to collect and analyze data on your projects. You can also seek advice, mentoring, or coaching from other information systems professionals who have more experience or expertise than you. Reviewing and improving will help you grow as a project manager, enhance your productivity, and increase your satisfaction.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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You’re working on multiple projects. How can you manage your time effectively?

1

2

3

4

5

6

1 Set clear goals and scope

2 Prioritize and schedule

3 Communicate and collaborate

4 Delegate and outsource

5 Review and improve

6 Here’s what else to consider

Information Systems

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You’re working on multiple projects. How can you manage your time effectively?

1

2

3

4

5

6

1 Set clear goals and scope

2 Prioritize and schedule

3 Communicate and collaborate

4 Delegate and outsource

5 Review and improve

6 Here’s what else to consider

Information Systems

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