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Last updated on 2024年6月11日

How do you prioritize tasks when managing multiple projects?

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When managing multiple projects, the ability to prioritize tasks effectively can be the difference between success and chaos. It's a skill that requires understanding the scope and impact of each task, as well as how they align with your overall goals and deadlines. Prioritization ensures that you're focusing your time and resources on what's most critical at any given moment, and it's essential for maintaining progress across all projects without becoming overwhelmed. By mastering this skill, you can boost your productivity, meet your objectives, and keep your projects on track.

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Andy D. Galpin

CEO | Storyteller | Entrepreneur | Growth Equity | Kellogg MBA. Follow me for advice on redemptive entrepreneurship…
Angela Moran

Experienced Leader in Business Management, Product Management, Transformation, and Governance | Lean Six Sigma Advocate…
Socorro M.

Fiscaliza??o de HSE - Casa dos Ventos & TotalEnergies - RTVA_N1-GWO - Cursando Engenharia Ambiental e Sanitarista.

1 Urgency First

When you're juggling multiple projects, it's crucial to identify tasks that require immediate attention. These are usually the ones with approaching deadlines or those that, if delayed, could cause a bottleneck in your workflow. Prioritizing urgency doesn't mean you should overlook the importance of each task, but it helps to prevent missed deadlines and keeps the momentum going. You need to be vigilant about deadline-driven tasks to ensure that nothing slips through the cracks.

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Andy D. Galpin

CEO | Storyteller | Entrepreneur | Growth Equity | Kellogg MBA. Follow me for advice on redemptive entrepreneurship, storytelling, and culture building at purpose-driven organizations.
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Rather than thinking about importance and urgency separately, combine them together in the Eisenhower Matrix. This gives you four quadrants: Urgent & Important: Do this first. Urgent & Unimportant: Delegate it. Not Urgent & Important: Schedule it. Not Urgent & Not Important: Remove it (you shouldn't be spending time on it).

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Mauricio Andrés Contrera Gaite

Agile coach y Scrum Master - PSM II - PSK - PSPO II - PAL I - PAL-EBM - PSFS - M3.0 - Agile Delivery Leader en Paradigma Digital - Presidente Agile Spain
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Dependiendo del contexto de las tareas, puede que exista una restricción legal que haga que la urgencia esté ligada a un factor externo.

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2 Importance Matters

While urgency is a key factor, the importance of each task cannot be overlooked. Some tasks, even if not immediately due, are critical for the success of a project. You must evaluate the long-term impact and value of tasks to ensure that you're not just firefighting but also investing time in what will drive your projects forward. Balancing urgent and important tasks is a delicate act, but it's essential for effective project management.

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Socorro M.

Fiscaliza??o de HSE - Casa dos Ventos & TotalEnergies - RTVA_N1-GWO - Cursando Engenharia Ambiental e Sanitarista.
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Embora a urgência seja um fator-chave, a importancia de cada tarefa n?o pode ser negligenciada. Algumas tarefas, mesmo que n?o sejam imediatamente devidas, s?o críticas para o sucesso de um projeto. Você deve avaliar o impacto e o valor das tarefas a longo prazo para garantir que você n?o esteja apenas combatendo incêndios, mas também investindo tempo no que impulsionará seus projetos. Equilibrar tarefas urgentes e importantes é um ato delicado, mas essencial para uma gest?o de projetos eficaz.

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3 Delegate Wisely

Delegation is a powerful tool in your arsenal when managing multiple projects. By assigning tasks to team members based on their strengths and capacities, you can optimize the workflow and ensure that each project gets the attention it needs. Remember to communicate clearly about expectations and deadlines when delegating. Trusting your team and empowering them to take ownership of tasks will help you manage the workload more effectively.

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Mauricio Andrés Contrera Gaite

Agile coach y Scrum Master - PSM II - PSK - PSPO II - PAL I - PAL-EBM - PSFS - M3.0 - Agile Delivery Leader en Paradigma Digital - Presidente Agile Spain
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También es importante empoderar a la persona a la que se le delega la tarea. Que según la naturaleza de la tarea tenga posibilidad de tomar más o menos decisiones. Una matriz de delegación (de management 3.0) puede ayudar a generar transparencia de los límites en cuanto a la toma de decisiones.

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4 Utilize Tools

Project management tools can greatly assist in prioritizing tasks across multiple projects. These tools often provide visual representations of tasks, such as Gantt charts or Kanban boards, which can help you see the big picture and make informed decisions about what to tackle next. Using technology to keep track of progress and deadlines ensures that nothing is overlooked and that you can quickly adjust priorities as needed.

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5 Review Regularly

Regularly reviewing your task list is vital to stay on top of priorities. This means not only checking off completed tasks but also reassessing the importance and urgency of what's left. Circumstances change, and a task that was low priority one day might become critical the next. A consistent review process helps you adapt to these changes and maintain control over your projects.

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6 Adapt Quickly

In the dynamic world of project management, the ability to adapt quickly to changing situations is crucial for prioritizing tasks. You may encounter unexpected challenges or opportunities that require you to shift your focus. Being flexible and ready to re-prioritize tasks ensures that you can respond effectively to new developments without losing sight of your overall project goals.

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7 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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Angela Moran

Experienced Leader in Business Management, Product Management, Transformation, and Governance | Lean Six Sigma Advocate | Passionate about Leadership & Organisational Culture
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In my experience, it is crucial to tie priorities back to strategy and vision. This might seem obvious, but can often get overlooked, perhaps due to personal preferences or conflicting team strategies. All projects within an organisation should be supporting an overall strategy. Clarity on the overarching strategy ensures effective use of tools and delegation. Assuming tasks align with the vision, consider measuring their potential impact using metrics such as ROI. This data-driven approach helps create a scoring system, cutting through debates about priorities with objective facts, ensuring alignment with strategic goals.

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How do you prioritize tasks when managing multiple projects?

1

2

3

4

5

6

7

1 Urgency First

2 Importance Matters

3 Delegate Wisely

4 Utilize Tools

5 Review Regularly

6 Adapt Quickly

7 Here’s what else to consider

Business Management

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How do you prioritize tasks when managing multiple projects?

1

2

3

4

5

6

7

1 Urgency First

2 Importance Matters

3 Delegate Wisely

4 Utilize Tools

5 Review Regularly

6 Adapt Quickly

7 Here’s what else to consider

Business Management

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