Yet for one person or even a machine how is it possible to process multiple tasks simultaneously when the human brain is really only meant to to focus on one at at time. In fact, it can be unproductive to actually attempt to focus the mind on more than one task at any one time. Not to mention an unhealthy source of additional job stress, particularly if the tasks, or projects, are complex and demand a lot of attention or deep-thought.
By comparison, a modern computer operating system relies on a technique called preemptive multi-tasking to handle the execution of multiple tasks at the same time. To the end user, it appears that all tasks are running in parallel, when in fact the computer is limiting each task to process for a fixed time period before switching to the next task. This ensures that all the tasks get processing time and are kept moving along. Each task is run within a time slice, a defined period of time for which the task can be run *. At the end of the time slice, the operating system generates an interrupt and the task scheduler switches processing to the next task.
So, much like a human attempting to complete project tasks, the computer isn't actually able to process more than one task at a time but gives the illusion of handling multiple tasks simultaneously by switching between tasks and limiting the processing time for each one to ensure that all tasks appear to be processed in parallel.*
Moving back to the human, and projects, this means you have to create the illusion of multi-tasking by running each project in time slice and then switching between them. One technique, would be to work on each project for a defined period and then prioritise and switch to another. This works particularly well if the projects are complex and you need dedicated time to focus on one before tackling the next.
Here I've detailed this and other techniques I've found helpful to managing multiple projects, simultaneously :-
1. Ensure clear goals and objectives :– ensure each project has clear goals and objectives and that these are documented, for example on the team whiteboard or in a power-point presentation. This will help you prioritise effort when working on that project. Also ensure you are clear about the priorities of the projects you are managing with respect to each other.
2. Ongoing prioritisation :- you should constantly monitor the scope of the deliverable e.g. even if it's only a power point presentation, maybe you'll need reduce the amount you're covering or select certain topics that you're realised are the most valuable to achieving the goals of the presentation or the project. Make sure the stakeholders are aware that you've shifted the goal-posts and explain your reasoning to them to get their agreement.
3. Break-down each project into tasks :– ensure that each project has a clear break-down of tasks which you can refer to when switching between projects. For example, you could use a Trello board to show the breakdown of tasks for each project e.g. step 1, step 2, step 3 ..This means when you switch onto this particular project you know where you left off. This allows you to switch your focus between different projects more easily as you can focus on completing specific tasks within a project.
4. Define a fixed time period that you will work on a given project :- the time period would depend on the number of projects that you are currently handling. You might make this longer if you're only handling one or two complex projects and need dedicated time to focus (e.g a half day or a day) or shorter (e.g. an hour or even less) for more straightforward projects or tasks. Allocating a specific time period, avoids multi-tasking conflicts and allows you to focus on a particular project and complete tasks before moving on.
5. Write down any deadlines (and add to chosen project management tool) :- Trello, Outlook or Jira etc.) - write down any deadlines or milestones, somewhere where you'll remember them or which has a notification procedure built in e.g. Microsoft Outlook or on the task description in the Trello board or on the Jira ticket.
6. Maintain regular communication with stakeholders:- communication, as always, is key to managing expectations. Ensure that you communicate regular with your stakeholders to keep them in the loop with important information relating to the project tasks including :-
a. Blockers - any blockers which have come-up and are obstructing the progress of the project e.g. bad data, unexpected bugs in the code or 3rd party apis, delays with 3rd party vendors.
b. Clarification of business requirements :- any clarifications required from the stakeholders regarding the business requirements e.g. prioritisation or trade-offs which need to be made for example number of menu items to support if related to a 3rd party api.
c. Delays :- any delays or changes to the project schedule e.g. the developers are taking longer than expected to a develop a certain feature,unexpected holidays and sickness in the team causing the schedule to change.
References
* Time Slicing: https://en.wikipedia.org/wiki/Preemption_(computing)#Time_slice