Whether you are a seasoned general contractor or a new project manager, keeping track of many jobs at once is like juggling and can quickly get overwhelming. As you work on one project, it is critical to ensure that everything you do will not compromise the other project, or it should fit seamlessly with the next one. Figuring out how to manage multiple projects is like trying to solve a big puzzle. It will help if you plan to ensure there are enough materials and workers and keep in touch with project stakeholders and site leaders to ensure everything is going as planned.
This is where project portfolio management, the skill of overseeing several projects at once, comes into play. A project manager needs to be able to set priorities for project tasks, monitor their team’s performance, and make good use of their resources to ensure successful results of all projects.
In this article, we will discuss the challenges of managing multiple projects and offer some strategies for making the job easier.
Key Roles in Successfully Managing Multiple Projects
Many people play different roles in ensuring the projects are completed on time, within budget, and of the highest quality possible.
Project Manager
The project manager’s responsibility is to oversee different projects within a portfolio so that each project’s goals are met. They may also work with other project managers to ensure their efforts are in line with the portfolio or company’s goals. Making choices that help the project reach its goal on time, within its scope, and at its price is a big part of this job.
Program Manager
A program manager oversees a group of similar projects called a program. He ensures that all actions and dependencies within the projects involved will function coherently to achieve the entire program’s objectives. Also, a part of his/her scope is to monitor performance encompassing time, budget, and resources, assist in the resolution of conflicts, and reduce risk.
Project Portfolio Manager
A project portfolio manager is in charge of more than one project at a time. The individual projects in a portfolio may be related or not related; however, all of the company’s goals are the overall organizational objectives. Project portfolio management is the selection, prioritization, and ongoing monitoring of portfolio projects, and it is an integral part of the job of a project portfolio manager.
Functional Manager
Functional managers and department heads are in charge of particular groups of people, like marketing, IT, and finance. They ensure that their teams provide the help and knowledge that different projects need while keeping the department running smoothly. They may also be in charge of team members who are working on more than one job at the same time.
Resource Manager
A resource manager is in charge of managing and allocating resources such as people and tools across various projects. They ensure that project teams have the people and tools they need to finish projects on time and to high standards.
The Benefits of Project Portfolio Management
When handling multiple construction projects, you must first plan them, list all activities, tasks, and milestones, and set various deadlines.
Some of the benefits that you can get with efficient project portfolio management are the following:
Better Optimization, Handling, and Allocation of Resources
It is important for companies to undertake multiple projects simultaneously, as that would enable them to optimize their resources, such as personnel, equipment, and technology. This improves efficiency and minimizes losses. It is also beneficial in that resources can be pooled into two or more projects, decreasing the expenses incurred in one.
Higher Efficiency and Profitability
Managing several projects at once also reduces the time needed to reach strategic goals since different parts of the bigger plan are being worked on simultaneously. This way, the business can work on several objectives at the same time and divide significant objectives into smaller projects.
Tips on Managing Construction Projects Simultaneously
Companies face new problems when working on several projects simultaneously. Over time, this leads to the development of more advanced project management skills, such as communicating with stakeholders, planning resources, and handling risks.
It also pushes the company to use best practices and create new standards and methodologies so that it can more easily handle more significant, more complicated businesses in the future. In this section, let us look at several tips that you can try out.
Utilize Construction Technology
Today, many project management tools are available on the market. These technologies, like construction scheduling software, let managers see all of the projects they are in charge of. It can automatically remind you of deadlines, keep all of your files in one place, and help you plan, schedule, track, and report on your project, which is the best way to do this.
Do Not Overlap Resources
A construction project involves a million moving parts, and many resources are needed to manage many tasks. As a result, care must be taken in how these resources are used so that they are completed on time. If they do, it could mess up the schedule and budget, and it could even put the project’s success at risk.
Determine the Critical Path
The critical path takes the least amount of time to finish the job. It does this by figuring out what jobs are most important. It can help managers decide which projects are most important and how to divide up their resources.
Get the Right People on Each Project
Every job is different, so each one should have a team that meets those needs. Make sure that the people on your team can work well with others and have the skills and knowledge to do the job right.
Make Plans
You need to plan for more than one job at the same time. Not being ready for the week is the last thing you want to do. No matter how good you are, things will quickly get out of hand.
Set Goals and Expectations
Every project needs people to talk to each other. A project dashboard, progress reports, and many other communication methods are all ways to do this. When you’re in charge of multiple projects, it is critical to set goals and expectations at the start of each project. You also need to keep stakeholders informed and guide your teams.
Add Contingency Plans
The construction industry is highly volatile, and sometimes, if you stick to the plan, you might get off track, spend too much, or lose quality. Keep an eye on your work and performance on a regular basis, just like you would with a single project. Make a plan for how you will handle change and how you will adjust your schedule, costs, or scope as needed.
Choose Projects That Align with Your Portfolio
It is always better to take the time to make sure that a potential project fits in with the general strategic alignment of your portfolio than to rush into something that does not work. To do these things, make sure there are apparent long-term interests and goals, and encourage everyone to work together.
Create Detailed Records
A project or portfolio is more likely to be successful in the long run if the paperwork for it is more detailed. Documentation is essential for a single project, but it becomes even more critical when you are in charge of several tasks at once. During the project, keep them up-to-date and organized.
Set Criteria For Project Prioritization
Setting clear priorities for projects can help ensure that resources are used wisely and that only the most important ones are completed. Talk to the people who matter most to the group to find out what is important to them. You can also use scoring methods to see how well each project meets the requirements.
Set KPIs and Metrics
If you have a way to measure project progress, you can group projects based on how they went. Key performance indicators, also known as project management metrics, measure things like sticking to the plan, making good use of resources, adjusting costs, and making sure stakeholders are happy.
Challenges When It Comes to Managing Multiple Projects
Managing many jobs at once is difficult, even if you plan and are ready. The issues that arise are like a hidden world of the best ways to do things.
Not Enough Communication
Communication is essential for any project. It is critical to communicate to the team what needs to be done. This way, you will save time and money on unnecessary tasks.
Lack of Trust
Your team will only trust you if you trust them. By not building trust in the project, you are putting it at risk. The people you work with will think you only trust them if you divide up the tasks for the job.
Clarify Roles and Responsibilities
No matter how many projects you have, it is a mess if your team does not know who does what. When you work on a project as a team, each person should do their part like a gear that moves the project forward. If everyone needs to know what their jobs are, things get backed up quickly.
Insufficient Plans
You will have to do the work while the plan is being carried out if you wait to do it before the plan is being carried out. That will only lead to trouble. It would help if you had a detailed project plan for every job you are in charge of.
