Tips for Managing Multiple Clients and Projects
Having multiple projects on the go, many clients to work with, or customers to serve is constant as a small business owner. The consistent bustling can lead to feelings of being stuck, overwhelmed or having no idea where to start or even how to start. Another frequent symptom is burnout. I have definitely been there! Keep on reading to learn more about handling client and project management.
Set Boundaries with Yourself.
Before addressing client needs or the list of work to do, it is important to check in with yourself. Decide how many projects you can realistically take on, how many clients you are able to work with, and how many hours a week you have for everything. Also choosing what tasks you are able to do and what you are willing to learn or re-learn. The difficult part of this step is being honest with yourself.
Set Clear Expectations and Boundaries with Clients.
Now that you know what you are willing to do and when, it is time to set boundaries with your clients and customers. Before setting out any tasks, decide how and when you are going to communicate with each other (email, text, video call between 9 to 5 on weekdays, or after 3, etc.). Be clear on what tasks you are and are not doing, timelines, and hours. It’s also good to clarify any deliverables, like reports, social media posts, inventory count, etc., that are expected.
Manage your Time well.
Time management is probably the most challenging aspect of running a business. My favourite tool is using my calendar thoroughly. I block time for client tasks, business tasks and general life tasks (chores, any boards I’m on, friends, appointments). I then break down each task or project into smaller, more manageable tasks and decide what to prioritize. It’s also a good idea to put in buffer times for unforeseen issues or challenges.
Find what Motivates you to Complete Tasks. Reward yourself!
You have your calendar full of tasks, due dates, and appointments, etc., but how do you ensure that you spend that time doing what you said you’d do? If the threat of a due date or your client reaching out is enough, then okay, but that isn’t necessarily sustainable long term. A motivator for me is knowing there is a reward at the end. Maybe it’s knowing your client will be satisfied, or the pride of having completed a tangible project (like a new product or service). Or maybe something a little more concrete, like an iced vanilla latte, or spending time outside on your balcony, or getting to sit down and watch tv or read. Get creative and think outside the box!
Be Consistent and Keep Track of Everything.
Another way of ensuring tasks and projects get completed is to be consistent. Creating templates for common tasks, daily or weekly routines, and procedures will help you get things done. Keeping track of tasks, projects, and timelines on programs like hubspot, Zoho, Monday.com, or even a spreadsheet will help you stay organized. Using time logs, on calendars, apps like Toggl, or another spreadsheet can also help.
Other Things to Consider:
Keeping client information or projects separate can help you keep track of everything. Things like having separate Google Profiles, dedicated folders, or colour coding documents can help. Using this method on virtual methods, like the Cloud or Google Work accounts, and in real life methods, like binders or folders, is also important to keep in mind.
If you have multiple schedules to keep track of, integrating calendars on Google calendar can assist in staying on top of everything. Maybe colour coding or having a specific naming method would help keep calendars separate.
Don’t forget to set time aside for reviewing progress and reassessing timelines and goals. As well as time to learn new software, information, and clients.
I hope this has helped you come up with new plans and techniques on staying on top of projects, goals, clients, and customers! If you are still feeling stuck or overwhelmed please reach out to set up a consult with me. I would be happy to help you!
