MANAGING MULTIPLE PROJECTS Concurrent Deadlines Prioritization Tracking Loose

MANAGING MULTIPLE PROJECTS Concurrent Deadlines, Prioritization, Tracking Loose Ends Kari Beaulieu kari@appfluence. com PRIORITY MATRIX appfluence. com

About Us • Featured in Apple App Store one of the “get things done” app. • A leader in Priority Management Software • Thousands of customers worldwide Retail Communications Across Regional Stores We provide the district store manager visibility into critical issues across a dozen stores all over the country, resolving customer issues before they become fires. More Efficient Meetings CEO/President/SVPs of this design-build-operate construction firm leverages Priority Matrix to have more efficient staff meetings, helping everyone know exactly what they are accountable for, and saving 20 -30 minutes every meeting. Alignment at Across Multiple Projects Priority Matrix helps the CEO and top executives stay aligned on key priorities across the entire organization keeping the team organized and efficient. PRIORITY MATRIX

Today’s Agenda • • Challenges faced when managing multiple projects Balancing the needs of various project owners Using the Eisenhower Method for time management and prioritization Priority Matrix overview: • Scheduling and maintaining visibility of concurrent deadlines • Tracking loose ends and managing tasks PRIORITY MATRIX

What are the biggest challenges faced? • • • Deadlines (overlapping deadlines, meeting deadlines, missed deadlines) Shifting priorities Keeping track: of loose ends, small details Overseeing team members and managing staff Time Scheduling PRIORITY MATRIX

We’ve all been there… You had a project plan that was going to be perfect… Then. . Something falls behind or an emergency comes up Now. . You have more work to handle than resources So. . Somewhere along the line, a key task gets dropped Then. . The project gets delayed or a deadline is missed And. . You have to inform the project owner Result. . This is uncomfortable for you, uncomfortable for clients, can take a toll on the relationship *Note: this can often happens across multiple projects PRIORITY MATRIX

Their Needs vs. Your Needs Project Owners Architects What is my timeline? Are there any important updates? When will this be done? What’s all our clients timeline? Any important obstacles? Who should do what first? PRIORITY MATRIX

The Result = LIFO = Last In, First Out In this example, the most recent email in your inbox (or task assigned to you) becomes the first task that you work on. It’s a natural reaction, however, LIFO disregards a number of important factors when managing multiple projects, such as: • Concurrent Deadlines • Priority Level • Time Management PRIORITY MATRIX

So Much To Do … So Little Time The Eisenhower Method PRIORITY MATRIX

What is Priority Matrix? Priority Matrix is a platform for team coordination built especially to help teams manage multiple projects by centralizing information and providing better visibility of project priorities across the board, to ensure nothing slips through the cracks. PRIORITY MATRIX

Homepage of the Organization Priority Matrix - “Single source of truth” — the latest priorities, accountability, and visibility on everything that’s important when you start your day. PRIORITY MATRIX

Simple Concept. Profound Impact. Fires Resources Planned Tasks Inbox Better context. More visibility. Less noise. PRIORITY MATRIX

Resolving Our Main Challenges • Deadlines = visibility & awareness is half the battle • Shifting priorities = keep your team aware of changes in real time • Keeping track of staff assignments, loose ends = PM is a centralized platform designed for this • Time management = more effective prioritization OR more realistic scheduling PRIORITY MATRIX

Priority Matrix solves a few simple problems for architects managing many projects Keeps deadlines and schedules visible and uniform across multiple projects Facilitates weekly planning meetings by providing a real-time agenda Gives you peace of mind knowing nothing has slipped through the cracks “Single source of truth” to keep your team on the same page and increase accountability Reduces internal email traffic by providing a platform for communication PRIORITY MATRIX

Balancing Priorities Across Multiple Projects • High priority tasks become easy to identify and are tackled first • Decisions about what to work on are calculated, easy to track, and uniform across your team PRIORITY MATRIX

Next Steps • Start a Priority Matrix trial at appfluence. com, invite 3 -4 people with whom you work most closely AND/OR book a one-on-one call with me • We’ll learn about your workflow, and make sure you have the right templates and integrations to get you started • Leveraging the increased visibility of timelines, better prioritization, and capability to track small details to stay on top of your projects • Let’s quantify the shift in time management and productivity! PRIORITY MATRIX

Frequently Asked Questions How to get in touch? Email us: support@appfluence. com How do I get better at self-management? Subscribe to our newsletter by emailing kari@appfluence. com, sign up for one-on-one training PRIORITY MATRIX

"Responsibility equals accountability equals ownership. And a sense of ownership is the most powerful weapon a team or organization can have. " Pat Summitt PRIORITY MATRIX