It’s common for a change manager to have to manage multiple projects. If you feel like you’re struggling to keep your head above water with more than one project, here are some tips to keep all the plates spinning.
Microbrand your artefacts
Both you and your stakeholders will find it easier to align information if you visually differentiate your projects.
When you’re switching between PowerPoints, even choosing a different color scheme will help you get your thoughts on track. The same applies to your stakeholders, who often participate in meetings where multiple initiatives are discussed. Give them a visual hook. Think about how the world’s biggest brands use color hooks. You know it’s going to be a good gift if it comes in one of those little blue boxes with a white ribbon, eh?
“Ah yes! The purple pack with the clouds on it, that’s Chloe’s Oracle upgrade.”
You don’t need to engage a graphic designer, but find some way to make emails, slides, and SharePoint pages for each project look different. Your brand guidelines will often feature a secondary color palette you could use. You could also find a royalty-free image, avatar, or icon.
Be strict about time blocking
With dozens of emails constantly hitting your inbox, it can be tempting to switch contexts and spend the day firefighting or prioritizing the tasks you enjoy most. However, this approach prevents deep thinking.
Allocate blocks of time to each project and turn off other distractions during this time. Use email filtering and categories to automatically move emails from some contacts to project folders, and only look at them when you’re ready to work on that project.
Liberate your inner consultant
Imagine you were a highly paid consultant, charging clients by the hour for your expert services. You wouldn’t answer emails from other clients during that hour. Think like a consultant.
Create a Single-View of Change
Create a single-view-of-change. If you don’t have ChangePlan, you’ll need to make do with an Excel spreadsheet. List the planned changes and their delivery timetables.
A single view of change will help you identify change saturation and fatigue for your audience. Keep leaders updated with potential clashes so they can adjust KPIs or move deadlines.
Check for overlap
Are there any projects with common themes?
Would it be appropriate to talk to stakeholders about more than one project in one meeting or email?
Often, that’s a brilliant idea, but sometimes it can dilute important messaging.
Engage the wider change community. Another practitioner with a similar project to yours could include your communications with hers, instead of you creating your own.
Keep your leader in the loop
Finally, if you get overwhelmed, talk to your sponsor and/or change practice manager. Share your challenges and ask them to help you prioritize or delegate some of your activities.
You may have initially meticulously organized your time and resources, but then, outside your control, dates move, and suddenly you’re drowning. Speak up!
Top tips for managing multiple projects
- Create a micro-brand to visually differentiate your projects.
- Avoid multi-tasking and switching between projects. Purposefully block time to concentrate on each job.
- Track projects in a single view of change to preempt fatigue and saturation, including yours!
- Look for opportunities to combine communications and message delivery.
- Keep your leader in the loop and ask for help to prioritize.
Ready to streamline your projects?
Managing multiple projects doesn’t have to feel overwhelming. With the right strategies and tools, you can bring clarity and control to your work.
If you’re ready to take the next step, explore how ChangePlan can help you create a single view of change and stay ahead of the curve. Book a demo today and see how ChangePlan empowers change managers to succeed.
