How Many Small Projects Can the Average Project Manager Handle Simultaneously?

The question of how many small projects an average project manager can handle at one time is not straightforward, as it depends on several interrelated factors such as project complexity, team size, experience level, tools, and organizational support.

Factors Affecting Project Manager’s Capacity

Project Complexity: Simpler projects require less oversight, enabling project managers to handle more of them. On the other hand, highly complex projects demand more attention and resources, reducing the number of projects that can be managed concurrently.

Team Size: A larger or more skilled team can significantly increase the number of projects a project manager can handle at once. This is because more hands on deck can distribute the workload and allow for a higher volume of projects.

Experience Level: More experienced project managers tend to be more adept at multitasking and managing multiple projects simultaneously. Their familiarity with the process and ability to prioritize tasks efficiently can support a higher number of projects.

Tools and Technology: The use of project management software, such as Trello, Zoho Connecteam, and others, can streamline processes, improve efficiency, and free up the project manager’s time for other tasks. The right tools can make it easier to handle more projects effectively.

Organizational Support: Support from upper management and the availability of necessary resources can also impact how many projects a project manager can handle. A project manager is more likely to be able to take on more projects if they have the necessary tools, resources, and backing from their organization.

Average Project Manager’s Capacity

On average, an experienced project manager can handle between 3 to 7 small projects simultaneously. However, this number can vary widely based on the factors mentioned above. In some cases, particularly during times of intense demand, a project manager might effectively manage 10 or more small projects at once, especially if the projects are well-defined and require minimal oversight.

It’s important to note that while it is often believed that managing multiple small projects is easier than handling a few complex mega-projects, the effort and dedication required for smaller projects can sometimes equal or even surpass that needed for larger ones. During the Covid-19 pandemic, I managed 50-75 small projects concurrently, which is significantly more than the usual 15-20 projects I handled during regular times.

Challenges in Managing Small Projects

While managing multiple small projects can be challenging, it also offers a valuable opportunity for skill enhancement. For instance, handling numerous small projects in a short period requires excellent organizational, prioritization, and communication skills. Each project may have unique requirements, deadlines, and stakeholders, making it necessary for the project manager to juggle multiple tasks simultaneously and ensure all projects are progressing on schedule.

Moreover, the nature of small projects often requires continuous monitoring and adaptation. These projects may involve intricate details and ongoing communication with stakeholders, which can consume a significant amount of time. Therefore, a project manager must balance the need to maintain oversight of each project with the ability to focus on a few high-priority tasks.

Overall, the ability to manage multiple small projects effectively showcases a project manager's adaptability, resilience, and ability to handle a wide range of tasks simultaneously. By leveraging the right tools and strategies, a project manager can navigate the complexities of managing a diverse set of projects with ease.