How to Create a Scheduling Strategy for a Multi-Project Environment

Read Time: 3 minutes

Franchesca Tan

Franchesca Tan

Updated: Mar 28, 2024

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A multi-project environment characterized by the simultaneous management of various projects poses unique challenges that require meticulous planning and execution. Each project, with its unique tempo and rhythm, demands precise coordination to harmonize with the organization's overarching goals. 

Here, the importance of a scheduling strategy becomes undeniably clear. It offers a bird's-eye view of all ongoing projects and enables better decision-making through comprehensive project management.

Let's explore how to create a scheduling strategy for complex project environments.

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Start by prioritizing projects 

Project prioritization is a critical decision-making exercise that requires project managers to assess the urgency and importance of each project. They evaluate projects based on their deadlines, significance to the organization, and impact on stakeholders. 

Techniques such as scoring models and the urgency-importance matrix can be instrumental in this process, helping managers to navigate the often competing demands of various projects. 

Allocate resources with these techniques 

Resource optimization across multiple projects is a cornerstone of effective project management. Strategically allocate resources to ensure that each project has access to the necessary personnel, tools, and materials required for completion. 

However, resources are often finite, making it essential to deploy them judiciously. Skill-based allocation is one way to allocate resources, wherein resources are assigned to projects based on their specific skills and expertise. 

Time-sharing is another method that involves allocating resources across multiple projects based on time availability. 

Software tools also play a pivotal role in this process, as they allow you to track resource availability, project timelines, and progress in real time.

Regularly review and adjust schedules

Creating a schedule is not a one-time task; it requires regular review and adjustment to reflect the ever-evolving project landscape. This dynamic approach to scheduling acknowledges that projects are not static and that changes in one project can impact others.  Regularly reviewing the schedule allows project managers to monitor progress, assess resource utilization, and make necessary adjustments to ensure projects remain on track.

Buffer times should also be included to accommodate unexpected delays, anticipate project overlaps, and adjust resource allocations in response to project shifts. This flexibility is crucial in maintaining the momentum of projects and ensuring their successful completion.

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Scheduling with Doodle

Tools like Doodle can improve productivity for teams that manage multiple projects, where scheduling is both an art and a science. Doodle simplifies meeting organization and aligns team availability with ease, making it a vital component in the repertoire of project managers. 

By integrating Doodle into your scheduling strategy, your team can more effectively navigate the multifaceted challenges of project prioritization and resource allocation, ensuring that every project moves in harmony toward its successful completion. 

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