6 Tools to Stay Organized When Managing Multiple Projects Or Deadlines
Managing multiple projects can be a complex jigsaw puzzle, but with the right tools, it becomes a manageable task. This article unveils a curated list of 6 indispensable tools recommended by experts to keep everything in check. Discover the secrets to seamless organization and staying ahead of deadlines, straight from those who master it daily.
- Map Out Processes First
- Use Trello for Visual Task Management
- Break Down Projects with Trello
- Prioritize Tasks with Eisenhower Matrix
- Rely on Follow Up Boss CRM
- Use Calendar for Time Blocking
Map Out Processes First
I'll share something that completely changed how I handle multiple projects. When I was running my SEO consultancy, I initially tried all those fancy project management tools everyone recommends, but I found myself spending more time managing the tools than actually doing the work. So I developed what I call the 'Process First, Tools Second' approach.
What actually works for me is Notion, but not in the way most people do. Instead of creating endless to-do lists, I map out every project as a process flow first. I mapped out our blog writing process and found 22 decision points. I do the same thing for every major project. Each one gets its own flow diagram showing dependencies, decision points, and potential bottlenecks. Only after I understand the full process do I break it down into actionable tasks.
The most important thing was realizing that most missed deadlines happen because people don't understand dependencies. I had this client project where content creation kept getting delayed - not because of the writing itself, but because nobody had mapped out how many approval steps were actually needed. Once we visualized the entire process, we could see where the real bottlenecks were and fix them.
This might seem like overkill at first, but it's saved my bacon countless times, especially when juggling multiple clients who all think their project is the only one that matters. It's about understanding that organization isn't about having the prettiest task board - it's about deeply understanding your processes and then building systems that actually support them.
Use Trello for Visual Task Management
Staying organized when managing multiple projects or deadlines comes down to effective planning and prioritization. Over the years, I've developed a system that blends technology with practical experience. One tool I rely on heavily is project management software, specifically Trello. It allows me to create detailed boards for each client or project, with tasks broken down into manageable steps and deadlines clearly marked. For example, if I'm juggling a lawn renovation, a garden redesign, and ongoing maintenance for regular clients, I'll dedicate a board to each, listing every task from sourcing plants to scheduling team members. This approach ensures nothing slips through the cracks and provides a visual overview of my commitments at a glance.
My years of experience and qualifications in horticulture help me predict challenges and allocate time effectively. For instance, I know that laying sod is best done in cooler weather, so I'll schedule that work earlier in the day and plan lighter tasks for the hotter afternoons. Recently, I worked on a large landscaping project where we had tight timelines and a mix of tasks requiring different tools and materials. By using my system, I ensured materials arrived on time, tasks were sequenced properly, and the team stayed on track. The result was a flawlessly executed project delivered ahead of schedule, much to the client's delight. This combination of structure and expertise has been key to consistently achieving great results.
Break Down Projects with Trello
To stay organized while managing multiple projects or deadlines, I rely heavily on a task management tool-specifically, Trello. I use it to break down larger projects into smaller, manageable tasks and track their progress visually with boards, lists, and cards. Each project has its own board, and I create cards for each individual task or milestone, which I can easily move between lists (e.g., "To Do," "In Progress," "Completed").
I also set due dates and enable reminders, which helps me stay on top of deadlines. The ability to add comments, attach files, and collaborate with team members directly within each task card makes it easy to keep everything in one place. This approach helps me maintain a clear overview of where each project stands, prioritize tasks effectively, and ensure nothing slips through the cracks. Trello's flexibility and visual layout make it an invaluable tool for keeping projects organized and on track.
Prioritize Tasks with Eisenhower Matrix
At Tech Advisors, managing multiple projects and deadlines is a daily reality. Staying organized starts with prioritization. I use the Eisenhower Matrix to separate urgent tasks from those that are important but not time-sensitive. This method keeps my focus on what truly matters while preventing last-minute chaos. Breaking down projects into smaller steps also makes it easier to track progress. I've found that when my team has clear, manageable tasks, they work more efficiently and avoid feeling overwhelmed.
Technology plays a big role in keeping everything on track. We use project management tools to create a master schedule, assign tasks, and monitor progress. This prevents bottlenecks and ensures everyone is aligned. Communication is just as critical. Setting clear expectations with team members and clients helps prevent misunderstandings. I make a point to check in regularly, whether through brief meetings or quick messages, to address roadblocks before they become problems.
Flexibility is key. No project ever goes exactly as planned, so I review our progress often and adjust where needed. Time blocking has also been a game-changer for me. Setting dedicated time for focused work on each project helps me avoid distractions. I also plan for overlap, mapping out multiple projects on a single timeline to spot potential conflicts early. At the end of the day, managing expectations—both for myself and my clients—keeps everything running smoothly. Deadlines should be realistic, and if challenges arise, honest conversations help find solutions.
Rely on Follow Up Boss CRM
For me, staying organized when managing multiple projects and deadlines comes down to having a solid system in place that keeps everything streamlined and easy to track. In my opinion, the biggest mistake people make is relying purely on memory or scattered notes. When you're juggling real estate deals, interior design projects, and business operations, that approach just doesn't cut it.
One organizational tool I swear by is Follow Up Boss. As a real estate professional and the founder of Vancouver Home Search, I need a CRM that not only keeps my transactions and client relationships in order but also integrates seamlessly with my calendar, email, and team workflows. It ensures that every lead, deal, and follow-up is accounted for, and nothing falls through the cracks.
Beyond tech tools, I also keep things simple with a daily tracking system. Every morning, I write out my key priorities, especially the people I need to connect with that day. I also track my daily conversations on paper, marking each day of the year at the top of the page. This method helps me stay accountable and gives me a clear picture of my progress over time.
Use Calendar for Time Blocking
I make sure I keep it simple when dealing with multiple projects and deadlines. The simplest thing you can do is use your calendar to dictate what you are working on.
At the start of the week, look at the priorities you have for the coming week and then block out your calendar in time slots to work on each project based on its needs. These time slots should be a minimum of two hours, preferably longer.
This is as complex as you need to make it. Look 5 days into the future and block off time where you need it and stick to those timeslots.
No one can efficiently work on multiple things at the same time, so work on one thing at one time and do it well.
