How to Manage Multiple Projects: A Planning System for Business
Managing several large projects simultaneously, such as an agency and an online school (EdTech), requires a reliable planning system. The workspace for such tasks must be stable and convenient for the entire team.
Managing Multiple Projects: Choosing a Tool
Managing several large projects simultaneously, such as an agency and an online school (EdTech), requires a reliable planning system. The workspace for such tasks must be stable and convenient for the entire team.
Previously, services like Notion and Asana were used for these purposes, but over time, the need arose to switch to domestic solutions. The main reason was stability and independence from external factors, to avoid frequent 'migrations' and difficulties with VPNs.
Yandex Wiki was chosen as the main tool—a Russian service that acts as an online project office. It allows you to consolidate all information in one place, manage projects as boards or calendars, and separate workspaces for different areas, such as infobusiness and an agency.
- Megaplan
- Bitrix24 (noted as more difficult to learn)
Three Key Roles in Any Business
| Role | Description |
|---|---|
| Specialist | The person who does the work with their own hands. This is the 'craftsman' who bakes pies, does nails, or sets up ads. Their focus is on current tasks and the quality of their execution. |
| Manager | The one who organizes processes. They assign and monitor tasks, build business processes, and manage the team. |
| Entrepreneur | The visionary and strategist. They look at the business from a 'helicopter view,' think about long-term development, generate new ideas, and analyze the market. |
For effective business management and development, it's important to understand the concept of the three roles that every entrepreneur must combine. This idea is described in detail in Michael Gerber's book 'The E-Myth,' which is recommended for everyone who started their journey as a craftsman.
Combining these roles is the key to successful growth. It is important to learn how to switch between them and allocate time for tasks corresponding to each one. For example, it's nearly impossible to combine the roles of entrepreneur and specialist at the same time.
The entrepreneur thinks globally and looks to the future, while the specialist is focused on the 'here and now' details. The problem with many small businesses is that the owner gets stuck in the specialist role, which hinders scaling.
Planning System: From Day to Week
| Term | Definition |
|---|---|
| IFR | Ideal Final Result. This is the main goal for a specific period. The abbreviation EFR — Expected Final Result — is also used. |
The foundation of effective work is the habit of keeping to-do lists. Each day should begin with writing down plans and end with summarizing the results. This helps to clearly structure activities and always rely on your own schedule.
A 'working canvas' is used to organize tasks. It has a separate column titled 'Weekly IFR.' This term is key to planning.
- Infobusiness (online school)
- Agency
- Content marketing
Additionally, there is a 'daily canvas'—a list of mandatory daily tasks that helps maintain consistency. It includes checking assigned tasks, training, working on content, and other regular activities distributed by role: specialist, owner, or manager.
Long-Term Planning: From Year to Sprint
For the system to work, it is necessary to build a hierarchy of plans. Global goals are broken down into smaller, more manageable time segments.
- Annual plan. It is based on key numerical metrics: desired net profit, profitability, the required turnover to achieve this, and so on.
- Quarterly plan. The annual plan is broken down into three-month periods.
- Monthly plan. The quarterly plan is detailed into monthly tasks, which are then divided among three business processes: product, resources, and sales.
Work is structured in sprints. One sprint consists of three weeks of intensive work and one 'light' week of reflection. During the light week, you can sleep without an alarm, analyze the results of the past sprint, and engage in tasks that bring you joy.
This approach helps prevent burnout and maintain high productivity. Key tasks are planned for the sprint, for example, 'step back from the content department's day-to-day operations' or 'create the strategy for next year'.
Key Habits for Effective Work
For productive project management, it's important to develop a few useful habits. One of the main ones is to write down all ideas that come to mind. This helps free up your brain and not lose valuable thoughts. You can create a separate list or board for this called 'Ideas and Tasks without a Deadline'.
Another important principle is the 'single window management.' The essence is to assign tasks to one responsible person (a partner, manager, or business assistant), who then distributes them among the team. This eliminates the need to communicate with each employee individually and break your focus.
It's also necessary to include more than just work tasks in your daily schedule. It is important to devote time to other areas of life to maintain balance and avoid burnout.
- Pleasure Task: Do something that brings joy (e.g., building with LEGO).
- Health Task: Regular exercise, for example, 3 times a week.
- Mindset Work: Journaling or working with a psychologist helps maintain emotional well-being.
