Like most people, I rarely – if ever – have the luxury of focusing on one project at a time. Each day involves constant juggling. While focusing on one thing would be easier than trying to manage multiple projects at once, the reality for most people is that these projects must be worked on and completed simultaneously.

Successfully managing multiple projects at once is a fine art. Conquering this balancing act, or failing to do so, will make or break your business. Over the years, finding a balance as a solopreneur is something I’ve worked hard on; this includes finding a balance in my project management. In the process, I’ve come across some tips that you might find helpful as well.

1. Develop a process, and write it down

I’ve learned that things run the smoothest when I think through each and every step of a project – from start to finish – and then write it down. Recording each detail, big and small, allows you to account for it in your schedule. The busiest points of projects tend to be at the start and the end of phases. When one project has a slower period, you can turn your attention to another one. Or, you can simply push ahead to prepare for the next busy period.

2. Manage and estimate your time 

How much juggling can you handle? When you’re managing multiple projects at once, there is no escaping multi-tasking. But it is possible to overdo it. If you find yourself doing a little here, and a little there but never complete anything substantial, it’s time to rethink your current workload.

Start by assessing your most productive days. How many tasks are you completing? How do you feel on those days? We’ll all have varying ability to juggle multiple tasks that will be different. Some of us are the most productive when we have time to drop deeply into one project for several hours. Others like juggling a few tasks.

If anything, it’s better to overestimate the time it will take you to finish a project. When it takes you longer than you estimated, you will still have extra time to complete it; it never hurts to create a buffer. 

3. Create and rely on a planner 

One of the most valuable tips for project management I can give you is relying on your planner. If you fail to create a schedule, you risk overcommitting, falling behind and missing deadlines. To deliver, you have to account for each step of a project in your schedule.

To successfully manage projects, I use a calendaring process. This process allows me to segregate my time. I account for all of my personal items (planning, preparation, self-care, breaks, lunches, appointments and calls). I then add project-by-project work for my clients. Through using different colors for each item or task, I quickly have a visual of my day and week. Ultimately, my process keeps me from over-committing so that I can deliver the best results. 

4. Follow through with your plan 

The hardest part of the planning process is sticking to the plan. Keeping yourself from getting distracted (incoming emails, phone, social media, etc.) involves a lot of self-control. Without it, it’s hard to stick to your system. I’ve found that the key to strong self-discipline is to schedule in breaks, lunches and personal time. A reward of sorts, these breaks serve as a form of motivation. You’ll be pleasantly surprised to discover just how much more focused you feel after scheduling in a little “you time.”

If the task of juggling multiple projects is beginning to make you feel like there’s never a sense of completion, try this: focus on one task or project you can complete that same day. Focus on it, and stick with it until it’s finished. The sense of accomplishment of a job well done will boost your confidence as you go back to your multi-tasking.

[tweetthis]My calendaring process is my secret to creating a plan that I can successfully follow.[/tweetthis]

My hope is that the above tips will help you stay on top of your projects, especially when you work on multiple projects. For me, my calendaring process is the secret to creating a plan that I can successfully follow. I’m always looking for new ways improve my planning and skills. Do you have tried-and-true methods to keep up with your projects? I’d love to hear them!