Episode 538: How to Stay in Control of Multiple Projects

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Episode Summary

Managing more than one project at a time can feel like a constant balancing act, and for many project managers it is part of everyday life. In this conversation, Elizabeth Harrin joins Cornelius Fichtner to discuss the updated second edition of Managing Multiple Projects and the changes it brings. The discussion highlights how Chapter 7 has been reframed as "Practices," offering practical approaches for building sustainable success. Listeners will gain clear advice on where to start, how to set boundaries, and which methods can lighten the workload without sacrificing quality.

The conversation covers a range of practical techniques that project managers can apply immediately. These include using checklists and templates to save time, establishing governance structures that provide oversight without overwhelming the team, and applying prioritization practices that help determine what must be done first. Elizabeth also talks about the systems that support day-to-day control, from simple status reports to personal productivity habits that keep everything aligned. The discussion remains firmly rooted in actionable steps that project managers can put to work in their own environments.

Alongside structured practices, Elizabeth emphasizes the importance of sustainable habits. Project managers need methods that work not just for the next deadline but over the long term. Topics like managing personal energy, setting realistic expectations, and learning when to say no appear throughout the discussion. While these may sound obvious, they are often overlooked when the pressure is on. The episode leaves listeners with the confidence that managing multiple projects does not have to mean being constantly overwhelmed, but instead can be approached with systems and strategies that truly work.

In This Episode, You Will Learn:

• Why managing multiple projects is a unique challenge and what makes it different from single-project focus.
• How templates, checklists, and governance structures can reduce workload and provide clarity.
• Which productivity habits support sustainable project delivery over time.
• How to apply prioritization techniques that make decision-making easier.
• Practical tips from the second edition of Managing Multiple Projects that address real-world problems.

Resources Mentioned

• Managing Multiple Projects (Second Edition) by Elizabeth Harrin - /multiple
• Rebel’s Guide to Project Management - https://rebelsguidetopm.com/

Quotes from This Episode

• "You cannot rely on memory when you are managing several projects. You need systems that support you." - Elizabeth Harrin
• "Managing multiple projects is not about doing everything at once, it is about knowing what to do first." - Elizabeth Harrin
• "Sustainable practices are the only way to make managing multiple projects feel less overwhelming." - Elizabeth Harrin

Connect with Elizabeth Harrin

• LinkedIn: https://www.linkedin.com/in/elizabethharrin/
• Website: https://rebelsguidetopm.com/

Time-Stamped Show Notes

• [00:00] - Opening remarks, episode introduction, and invitation to watch on YouTube or Spotify.
• [01:20] - Introducing guest Elizabeth Harrin and focus on Chapter 7 of the second edition of *Managing Multiple Projects*.
• [03:01] - Discussing overload and first practical tip: adopting a time maximizer mindset.
• [04:26] - Audience question: how to prioritize projects when managing several at once.
• [07:08] - Shifts in the framework: from positioning to practices, and the growing importance of practical tools.
• [10:18] - The role of checklists, templates, and smart shortcuts in reducing cognitive load.
• [17:02] - Debate on light vs heavy documentation, strategies to reduce unnecessary paperwork.
• [21:28] - Resource management challenges across multiple projects and techniques for making workloads visible.
• [26:08] - Governance and oversight: reframing governance as supportive guardrails, and making reporting more effective.
• [31:36] - Flexible systems and scaling processes to project needs, including practical techniques to streamline work.
• [37:45] - Protecting project managers: addressing burnout and inclusivity with actionable practices.
• [42:15] - Key takeaway: creating a personal portfolio of all projects and hidden work to regain control.
• [43:28] - Closing thanks, book details, discount code, and reminder on claiming PDUs.

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