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How to Manage Multiple Projects and Programs with TeamBoard ProScheduler?

Managing multiple projects in Jira can be a challenging task for managers, especially when trying to keep them on track, on time, and within budget while effectively allocating resources across all projects. TeamBoard ProScheduler simplifies this process, enabling managers to seamlessly handle multiple projects and organize them into programs or portfolios. This powerful tool offers streamlined visualization and reporting features, making it easier to oversee project timelines, resource utilization, and overall progress, ensuring successful project outcomes at scale. 

Let's go through the detailed guide below and then get started transforming your project management in Jira!

Step 1: Set Up Projects and Programs

  • Create Projects: Start by creating projects in Jira. All created projects will be automatically managed in the "Projects" section of TeamBoard ProScheduler. You can easily search for specific projects using the search bar and visualize the arrangement with grid and list views.

  • Group into Programs: Group related projects into programs or portfolios to streamline management and reporting by clicking "New Program." Easily find and manage programs using the search bar, grid view, and list view, similar to project management. Multiple managers can quickly find their own programs in "My Programs" or follow others' programs.

With projects and programs management in TeamBoard ProScheduler, you can efficiently allocate resources and effortlessly track the progress of projects and programs using Gantt charts. The tool provides detailed dashboards and reports, offering comprehensive insights into all your projects.

Step 2: Resource Allocation

  • Assign Resources: Allocate resources to tasks across multiple projects in TeamBoard ProScheduler by adding resources to specific projects or programs. Easily manage and optimize resource utilization to ensure all tasks are adequately staffed and balanced.

Step 3: Visualize with Gantt Charts

  • Access the Gantt Chart: Directly access the timeline and Gantt chart from the project or program. View all projects within a program in a single Gantt view. 

  • Create a WBS Gantt Chart: Develop a Work Breakdown Structure (WBS) Gantt chart, breaking down projects into tasks and subtasks with defined timelines and assignees.

  • Adjust Schedule: Easily adjust task schedules by dragging task bars on the Gantt chart. For example, if testing a product takes more time, extend the testing period to see the impact on subsequent tasks.

  • Set Dependencies: Establish dependencies between tasks to reflect their sequence. Use auto-scheduling to automatically adjust timelines based on task dependencies and changes. For instance, when one task ends, another begins, or when one project ends, another project in the program starts.

Using Gantt charts, manage work progress and milestones across projects in a single view.

Step 4: Manage Risks and Issues

  • Identify Risks: Continuously monitor project progress to identify potential risks and issues. For example, if a key resource is overbooked, there is a risk of delays. Use TeamBoard ProScheduler's dashboards to track workload and resource availability, and set alerts for potential bottlenecks or deadline slippages.

  • Risk Mitigation: Develop mitigation strategies and monitor their impact on project progress and resources. For instance, if a project phase is at risk of delay due to resource constraints, reallocate tasks or adjust timelines accordingly. Use the Gantt chart to visualize and manage these adjustments. Implement contingency plans such as allocating additional resources or extending deadlines to prevent the risk from affecting the overall project timeline.

Step 5: Reporting and Analytics

  • Detailed Tracking: Create comprehensive reports to track key metrics such as time spent on tasks, workload distribution, and overall project progress.

  • Performance Analysis: Use the generated reports to analyze project performance, identifying trends and patterns.

  • Bottleneck Identification: Spot bottlenecks and areas of inefficiency by examining workload distribution and time tracking data.

  • Informed Decision-Making: Leverage these insights to make informed decisions, optimizing resource allocation, adjusting project timelines, and implementing process improvements to enhance overall project performance.

Step 6: Continuous Improvement

  • Review and Adjust: Regularly review project and program performance. Adjust plans and resource allocation based on the insights gained from dashboards and reports.

  • Feedback Loop: Implement a feedback loop with your team to continuously improve project management processes.

With TeamBoard ProScheduler, you can effectively manage multiple projects and programs using TeamBoard ProScheduler, ensuring streamlined operations, optimal resource utilization, and successful project outcomes.


If you have any questions, please feel free to reach out to our support team or schedule a demo call to get personalized assistance.

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