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How To Plan & Manage Concurrent Projects So You Don't Miss Out On Deadlines

Updated: May 29, 2020

by Geraldine Rachel. |

Imagine having to face a tremendous number of projects alongside their packed deadlines coming your way. It would be a burden trying to tackle these heavy workloads all under a short period of given time, definitely. But fret not, despite all the work and deadlines for each and every one of them, there’s still always several ways for us to keep track of our work progress and its journey to completion. The shackles of time shouldn’t be a big of a problem if there are enough planning and management skills for the projects. Hence, here are several ways to plan and manage concurrent projects so you don’t happen to miss out on any of the deadlines!

1. Make an outline of the projects’ content

Still thinking of how to start off your project? Well, the first step is to make a clear outline of the contents of the project. This helps you to actually understand the contents piece by piece or by point forms; instead of viewing the wordy contents of the whole piece of paper or the content online, which will only cause more confusion and hassle. When you have your project outlined, the main points which encompasses the whole content of the report can stand out and be put into focus. If you’re more of a visual person, another effective way is to draft out your project outline in the form of a mind map to ease your way out.

2. Gather teammates to reinforce the project together

Teamwork is the most important aspect of most projects. The saying ‘teamwork makes the dream work’, is definitely true. You are encouraged not to work on a project alone, because most projects have a group or team setting to it which involves 2 or more individuals. Plus it would be even more of a hassle having to figure everything out by yourself when it’s something that should be collectively done.

When you are assigned to a very important and huge project with your members, it is vital to schedule a meeting to gather everyone in order to be filled in with every detail and task needed to be executed. Avoid the need to conduct constant meetings as this will only lead to unproductivity and less focus onto the project; therefore, make the tasks direct and simple. The distribution of tasks is done during the meeting, and every member must come to an agreement on the assigned tasks to handle on the project. A checklist is to be made for every member so that everyone’s progress can be monitored, and the project can be moving at a good pace in the right direction; and ultimately to be completed prior to the deadlines.

3. Create a Gantt Chart

Another creative and effective way to plan your project well is by coming up with a Gantt Chart. A Gantt Chart functions as a timeline for your project and helps with the overview of the progress of the report and your expectations upon completion on a desired time.

The simplest way of producing a Gantt Chart is by using Microsoft Excel. This significant chart helps you to sequence out your tasks well and analyse the timeline of it which displays the weeks or - to make it more detailed - the respective dates for each task. Another benefit of producing a Gantt Chart is that it also helps to avoid the habit of extending a task beyond its specified or stated duration, which can affect the date of completion of project altogether. What you can see below is just a simple Gantt Chart which displays the timeline of every task until the date where the project has been fully executed.

4. Set a daily reminder on your phone

Since most of us are always on our phones, it is advisable to set a daily reminder on your phone on the tasks needed to be completed. It is undeniable that we can be very forgetful creatures at times, and the only thing we don’t forget is to flip through our phones for notifications. Why not set a reminder while you’re at it, right? It can save you from trouble when you forget to check on your concurrent tasks. The reminder can notify you of the work you have to complete on that day to ensure that there is always progress. Similarly, a daily reminder helps you to be constantly updated about your work progress and makes it easier for you to remember to complete your work if you have no time to open up your laptop. At least you are reminded of it and not get distracted by other unnecessary things. 

By applying some of the measures above, your projects can definitely be more organized and better managed with less stress; things can be kept in order, and this helps to enhance the quality of the project outcome. All the best! 

You can learn more about the writer on Instagram.

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