How to Manage Multiple Projects Without Burning Out

I’m a double Virgo, so of course I have lists upon lists upon lists. I have my to-do list, my shopping list, lists for friend’s birthday gifts, lists for books I want to read, lists for books I’ve already read, lists for what kind of lists I need to write… The lists are end…list.

When I worked at a marketing agency in a specialist role, I had minimum seven accounts a time to manage. And when I managed the marketing department for one brand, I still had tasks and overlapping projects out the wazoo.

No matter how your job is structured, keeping track of all of the moving parts of all of the hats you wear, and still having energy to live your life at the end of the day, is no easy feat. Here are some ways I use lists, and other tools, to stay on top of projects and stay afloat.

Prioritizing Tasks: Focus on What Matters Most

Once you have a priority map that makes sense to you, checking tasks off your list is a piece of cake. I’m insane and just use a color coded google doc that only makes sense to me (dark blue is urgent, light blue needs to get done today, green is a meeting, yellow is a deadline…duh). But there are actual proven methods to help prioritize projects, depending on your needs. Here are a couple I thought were cool.

Eisenhower Matrix

For when you have multiple projects with multiple deadlines and multiple levels of importance, I’d recommend the Eisenhower Matrix. This is when you create a 2x2 table (or draw out 4 squares on a piece of paper if ya nasty) and title each of these quadrants the following:

• Quadrant 1: Important / Urgent

• Quadrant 2: Not Important / Urgent

• Quadrant 3: Important / Not Urgent

• Quadrant 4: Not Important / Not Urgent

Now fill those boxes up with all of your projects (I recommend color coding for each client, when you have multiple accounts). Start with the tasks in Quadrant 1 “Important / Urgent” section first (duh), and when you’re ready to move on, tackle Quadrant 2. However, before you dive into the work, plan tasks in the third and fourth quadrant to avoid those becoming urgent. 

80/20 Rule: The Pareto Principle

For when you are prioritizing tracking metrics and meeting specific goals, I’d recommend the 80/20 rule, also known as the Pareto Principle. This takes a level of thoughtfulness and planning to organize, but if you have the kind of brain for this, you’ll love it. The main idea is that you go down your list and identify the 20% of tasks that will generate 80% of the desired results for impact. Those tasks are now your priority, as those are the most high-impact which will Maximize Efficiency and Productivity ™. I’m more of a color-coded type of cat, but to each their own.

But what about all those lesser tasks that aren’t prioritized?

Yeah they can be overwhelming for sure. Even though they’re at the bottom of the list, they’re still on the list. And just looking at all of them in the same place is like… fdjsaklfjdsalfjsdlaf. Here are some tips to combat this feeling and get those little guys in order.

Batch Processing

Before any prioritization begins, try grouping similar lesser tasks together so that they become “packets”. Maybe you organize those packets by client, or maybe you organize them with different categories (one for creative tasks, one for admin tasks, etc), or maybe you organize them by most to least fun. Get creative. If you’re using a platform like monday.com for your project management, you can see this visually by creating Groups of items. If you want to learn more about whether monday.com is the right project management platform for you, check out this article.

Delegation

If you’re a one-cat-show, skip this section. But if you have a team, some colleagues, or some collaborators, this one’s for you. If you have a hard time delegating tasks to others, might I recommend the book A Perfectionist’s Guide to Losing Control (no shade — coming at you as a Procrastination Perfectionist, hiiii).

Ok so anyways, delegating. TRUST your people. They’re your people for a reason. And remind yourself that these are the low stakes, small potato tasks. It’s okay if these tasks aren’t executed exactly the same way that you’d approach it (controversial, I know).

Time Blocking for Little Tasks

This is just the tip of the iceberg when it comes to time management, but here’s a good way to dip your toe into it. Do you keep a calendar? You should keep a calendar. Allocate specific time blocks in your schedule for handling the minor tasks, and take those blocks seriously! If you don’t take them seriously, you’ll find that those time blocks encroach on the time you should be taking to address the more urgent tasks. Ok, onto time management.

Time Management: Maximizing Productivity Without Wanting to Die

Pomodoro Technique

I love this one because it sounds Italian, so chic. And it’s actually so cute because the name comes from the tiny tomato-shaped timer that Francesco Cirillo used when he came up with this method. It goes like this:

1. Decide which task you want to complete (going back to the Eisenhower Matrix, start with what’s most urgent/most important).

2. Set a timer for 25 minutes.

3. Work until the timer goes off.

4. Take a short 5 minute break.

5. Then repeat this 4 times. 25 on, 5 off, 25 on, 5 off, etc. 

6. After the fourth round, take a long 15-30 minute break.

I’m actually using the Pomodoro Technique to write this blog, isn’t that cute? (Edit from future me: I just finished writing this blog and I actualy couldn’t get through one full round of this method without getting distracted hehe but an important disclaimer: not all of these methods will work for everyone! It’s worth the trial and error though)

Time Blocking for All Tasks

We covered this a little earlier, and you may have already come to this conclusion, but I’m going to say it anyway. You can time block for all your tasks, not just the small potatoes (repetition is a theme in this section- I love that metaphor. I love potatoes). This one is simple: plan your day by dividing your time between projects or between clients. Allocate buffer time (take a page out of the Pomodoro Technique), and stick to the schedule.

Tips for Maintaining a Balanced Schedule

Avoid overcommitting

Be realistic about what you can achieve in a day. When working with new clients, give yourself a lot of lead time, more than you think. If you’re anything like me, you get really excited about a new project and want to dive in head first. Be careful to not overpromise — it’s a surefire way to burn out.

Practice self care

Blah, blah, blah, self care. Ok but beyond bubble baths and getting massages, my friends and I use this great app (not sponsored I promise!) called Finch where you have a self-care checklist, and a little baby bird. Every time you complete a task, you get points toward caring for that baby bird. You get to buy little clothes and decorate a house too (yeah that’s right, Animal Crossing girlies). It’s motivating and really cute. I’ve been doing 3 minutes of intuitive movement before bed every night because I want that micropet…! It’s effective. Shoutout Finch.

Learn how to set boundaries, and when to say no

Setting professional boundaries, whether that be with an employer, a client, or yourself, is cool and hot. Know yourself, know what you need, and communicate clearly. If you receive pushback, the world doesn’t end, and that gives you good information about the collaboration you’re in. It opens an opportunity to rework your dynamic, and assess whether a certain aspect is still serving you. You got this, my dudes (gender neutral).

Well folks, there you have it. At the end of the day, project management is just about trying your best. And I don’t mean trying your best to get everything done, because we know you can do that. I mean trying your best to be good to yourself. Everyone deserves a stretch break, a sweet treat, or a walk around the neighborhood in the middle of the workday. You are not exempt.

You are not a robot. You are a human being, a bag of flesh and nerves. Capitalism makes us, consciously or subconsciously, assign value to ourselves and our identity based on the level of productivity we’re able to offer. So yeah, work hard or whatever. But channel some of that productive energy, and the urge to contribute, into your breaks from work. Where can you contribute to your own well-being? How can you contribute to your community in a way that isn’t tied to the work that you do? Leave a comment.

Love, Jamie <3