How to Manage Two Projects at Once

Managing one project can be enough of a challenge, but what do you do when you have to manage two projects at the same time? Listener Don wrote in:

Hi, Stever. I have recently been promoted to team lead at my call center job. They made me the leader of two teams that work on completely different projects. How can I organize my to-do list and time management to make sure both teams get what they need?

Ah, Don. Welcome to the 21st century! Juggling a dozen things at once is just what we do. Unfortunately, our brains weren’t really built for that. So, today, let’s explore how to juggle.

You didn’t say what your call center teams are in charge of. Common sense suggests that one team is doing outbound telemarketing for Grandma Cuddles' Day Care Center, while the other is taking inbound orders for Audrey II plant food. (Most owners just don’t have the stomach to do the dirty work when it comes to satisfying the desires of carnivorous plants.)

The problem is thrashing

Juggling multiple projects is hard because of “thrashing.” You start designing a script extolling the virtues of Grandma Cuddles' Day Care. You’re brainstorming a synonym for “cattle prod,” but you can’t focus. The whole time, your brain is worrying about Audrey II food inventory levels. Then when you concentrate on inventory, your brain worries about Cuddles filling her classes. She gets angry if classes aren’t filled to capacity, and she’s not cuddly when she’s angry.

You can’t bring your full brain power to bear on either team because you’re trying to do both at once.

You can’t bring your full brain power to bear on either team because you’re trying to do both at once. But paradoxically, you can manage both at once by creating a clean separation between the two. 

When you’re focusing on Cuddles, you need to focus just on Cuddles. When you’re focusing on Audrey IIs, you need to focus just on Audrey IIs. You can do this, as long as your brain knows that everything is under control. The only question is: whose control?

Use project time blocks

The answer is your calendar. Block out dedicated time each day for each team. From 8a – noon, you’ll put your full attention on Grandma’s indoctrination efforts. From noon – 1, you’ll eat lunch. And from 1p–5p, you’ll make the world a better place for Audrey IIs (which is what they want, anyway). 

During the Cuddles hours, you’ll be able to focus completely on Cuddles. Your brain will let you, because it knows you already...

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