Small Business Success: Effectively Managing Multiple Projects for Multiple Clients
Even if you begin your small business with just one client, there will come a time when you will have to manage multiple projects for multiple clients. This can be a challenge, especially if the clients and projects are vastly different from one another. We've learnt a lot of lessons in the release of our Facebook desktop app and Facebook mobile apps. Here are some tips that we've found helpful to help you to manage several projects and clients simultaneously.
Time Management
Before agreeing to take on a new project, think very carefully about whether or not it will be achievable within the time frame required by the client. When you are self-employed, it is very tempting to accept all of the work that you are offered, just in case there comes a time when you have no work and no income. However, if you take on more work than you can reasonably cope with, you run the risk of doing a poor job or of not meeting a deadline, both of which will mean that the client will not be pleased with your work and will be unlikely to consider you for future projects.
If you wish to take on a project but believe that you will be over-committing yourself if you accept the work, try to negotiate the deadline with the client. Sometimes there is more flexibility regarding the deadline on the part of the client than there may appear on the surface. Also, if the client is keen for you to do the project, he or she may be willing to be more flexible with regard to the deadline.
When working on more than one project at once, it is extremely important that you plan your working time in advance. In order to do this, you will need the following information:
- The deadlines for each of your projects
- The approximate number of hours it will take you to complete each project
Schedule your finishing date for each project at least one week before the deadline required by your client. This gives you a buffer zone, should any unforeseen circumstances arise in the meantime, such as unexpected delays, sickness or family issues. Bear this additional week in mind when you are negotiating the final deadline with the client.
Using a diary or year planner, break down each of your working days into sections. For example, if you are currently working on one large project and one smaller project, you could allocate 75 percent of your time to the larger project and 25 percent to the other project.
Ask yourself in which part of your working day will you be most productive for each project. For example, if one project requires a lot of concentration, schedule in time for that project during the hours when you are most alert and best able to focus your attention without distractions. Most people find this easier in the morning. If, on the other hand, another project requires more routine work, you could schedule your working time on that project later in the day.
Once you have apportioned each working day, write down daily goals that will enable you to reach your own scheduled deadlines on time. Don’t worry if you don’t always accomplish each of these daily targets. Everyone is more productive on some days than on others. Just re-schedule the same goal for the next day.
If you organize your time in this way, you will feel more motivated to work each day, as you have daily targets to reach. You will also be less stressed and will avoid the feeling that the closer you are to your deadline, the more work you have to do.
Client Management
Set up a file on your computer and in your paper-based filing system for each of your clients. Keep all of the following information in the file, so that you always have it to hand:
- Name of company
- Name of contact person(s)
- Contact details, including the direct telephone number and email address of each contact person
- Company brochure and documentation
- Background information on the client (not on individual projects)
It is also a good idea to set up a contact record for each client. You can do this by creating a new spreadsheet with the following information:
- Date
- Type of contact (meeting, telephone conversation, video-conference, etc)
- Person(s) spoken with
- Main issues raised
- Action required
If you record all of these details in note form during each conversation and in detail immediately afterwards, it will help you to meet your clients’ needs in the best way possible.
When working for more than one client at one time, try to ensure that you do not schedule meetings with one client at a time when you are focused on a different project for another client, for example, if a deadline is approaching fast. It is difficult to talk with and listen to a client’s individual needs, if the different requirements of another client are uppermost in your mind.
Project Management
Set up computer-based and paper-based files for each project that you are working on. Include all of the documents relating to each project, including:
- the proposal
- the contract
- the schedule of work
- aims and objectives
- background information
- project-related information
This will enable you to find relevant information quickly and easily, should someone require information unexpectedly or should you need to check details or refer to a clause in the contract, for example.
If you invest some time in setting up effective systems to manage your time, clients, and projects, you will be more likely to succeed in the difficult task of juggling multiple projects for multiple clients. Each client will be assured of your close personal attention and they will be pleased with the results of your work on their behalf. You will be much more likely to attract repeat business from your clients.
Researched & written by Daniel Offer. Daniel is the manager of the Facebook app for PC "Chit Chat." Chit Chat is a Facebook desktop app that lets you login to Facebook chat from your desktop.
