Tips for Managing Multiple Construction Projects Simultaneously
Have you ever been to a three-ring circus? Some entertaining performance occurs in each ring simultaneously. It’s a feast for the eyes. However, it’s also unsettling as it’s not clear where to look, leading to confusion. As your construction company manages multiple construction projects simultaneously, it can turn into a three-ring circus, sans the entertainment element. Avoid frustration and confusion by following the tips below to serve each of your clients well and gain knowledge on managing multiple construction projects simultaneously.
Tip 1: Use construction management software
Tracking everything on random spreadsheets or through memory is challenging for even a single complex construction project. Following this approach for multiple construction projects will yield poor results.
Leverage construction management software (CMS) and store all the relevant project documents and communications within it. Having everything in one place means no more frantic searches to find something that you were sure was somewhere but somehow isn’t when you’re looking for it. Reduce stress and save time.
A CMS also fosters collaboration among team members and keeps everyone up to date throughout the entire project lifecycle. A cloud-based CMS enables team members to make changes as needed and ensures that everyone sees the updates. This keeps the team on the same page and helps hold people accountable.
Finally, keeping all project management documents on the CMS encourages more thorough analysis. Information is easily sorted and compared. Add in past projects, and the CMS becomes even more valuable when it comes to making critical decisions.
With a CMS, you can manage multiple construction projects from start to finish, so you have total project control. It helps project managers keep projects moving forward on schedule and budget.
Tip 2: Communicate regularly
The project manager, also known as the ring leader of a construction project, needs to keep the big picture in mind while continuing to focus on the day-to-day tasks. Project managers are constantly putting out fires and considering what-if scenarios.
Successfully completing a construction project requires a project manager who is an excellent communicator. As project managers take on multiple projects simultaneously, the level of necessary communication grows exponentially.
Like the ringleader who stops conducting the ring, when a project manager communicates ineffectively, work will not proceed optimally. They need to effectively communicate the project goals, monitor progress, and be available to answer questions as they arise.
Communication is a two-way street, so project managers need to establish clear channels of information. This is achievable by maintaining a regular meeting schedule to review progress, examine upcoming work, and so on, for each project they’re overseeing. All relevant stakeholders should be empowered and comfortable contributing as necessary.
Slack, WhatsApp, or a similar platform is another helpful tool. Each team member should be part of the group and receive training on how to use the platform. It is also essential to make it clear that they are expected to utilize the platform. The channels have the added benefit of maintaining written communication.
Communicating regularly and effectively is a no-brainer. However, it’s easier said than done and a must-have skill for project managers overseeing multiple projects simultaneously.
Tip 3: Delegate whenever possible
Famous writer and philosopher Ralph Waldo Emerson said, “Trust thyself.” Good advice. However, as someone overseeing multiple projects simultaneously, project managers also need to trust others.
Even if the project managers thinks they can do everything, they can’t. It’s also a poor strategy. No one likes a micromanager, including the micromanager. They are likely to become frustrated, forget things, and experience burnout.
Delegating tasks to team members whenever possible is a must to effectively manage multiple construction projects simultaneously. By ensuring everyone has a stake in the project, it is more likely to be successful, as they feel a sense of responsibility.
Delegating work to team members makes them more engaged and invested in the project. With a stake in the project, the crew is more likely to be proactive should issues arise and go the extra mile to put out the inevitable fires. It also encourages team members to grow their skills and develop professionally.
Project managers who delegate whenever possible free up time for themselves. They can use that time to take on more projects or focus more deeply on the ones they are currently engaged in.
Delegation is a must when overseeing multiple projects. So, trust thyself and others and improve project performance.
Tip 4: Monitor/track progress
Staying on top of multiple projects is challenging, particularly since every construction project presents its own unique set of challenges. The task is compounded when the projects are in different stages.
It’s natural to spend more time on new and exciting projects. They’re engaging and have the attention of the higher-ups. But do they need extra attention? Perhaps. Tracking and monitoring the progress of each project is the best indicator of where to put additional focus.
How should projects be tracked and monitored? One helpful way to monitor project progress is to track key performance indicators.
By having clear benchmarks that KPI’s provide, project managers can quickly determine if projects are progressing as planned. By recognizing which projects are on schedule, ahead of schedule, or behind schedule, project managers can decide how to allocate their time most effectively.
Establishing milestones is also valuable. If a milestone is missed, it has a significant impact on the schedule. Project managers should monitor progress to adjust their workload and focus on projects as they approach their milestones.
By monitoring and tracking the progress of every project through KPIs and milestones, project managers can allocate their attention effectively.
Tip 5: Standardize workflows
Yes, each construction project has its wrinkles and complications. Nonetheless, some commonalities overlap nearly every construction project. For project managers and other team leaders to effectively oversee multiple projects, they must standardize workflows and processes as much as possible.
Standardizing workflows and processes related to paperwork, such as change order forms and submittals, allows teams to feel comfortable and confident.
Because the team can easily handle the nitty-gritty details, they can save their deep thoughts for the more complicated elements of the project. Therefore, the team has less need to bring issues to the project manager.
The consistency makes it easier for project managers to provide oversight. People are familiar with procedures, so the project manager can devote less time to monitoring the more common elements of a construction project.
Standardized workflows help the crew be clearer about their tasks and responsibilities, which minimizes miscommunication.
The certainty of standardized workflows and processes brings confidence and competence.
Managing multiple construction projects simultaneously is challenging, but it is doable. The right skills, processes, and technology simplify the job.
RedTeam’s cloud-based construction project management software solutions were created by contractors for contractors. They support team members in every aspect of their job, including those in the field and those in the office. Click here to learn how RedTeam can help you manage multiple construction projects simultaneously.
