Managing multiple projects as a solopreneur can feel like spinning plates while riding a unicycle—exciting, a bit wobbly, and sometimes downright overwhelming. If you’re wearing all the hats in your business, you know the challenge of keeping everything moving without losing your sanity. This guide is packed with practical advice, real-world tips, and a friendly nudge to help you stay on top of your projects and still have time for a cuppa.
Why Solopreneurs Struggle With Multiple Projects
Let’s be honest: being a solopreneur means you’re the CEO, the marketing team, the bookkeeper, and the customer service rep—all rolled into one. The freedom is fantastic, but the workload can quickly pile up. When you’re managing multiple projects, it’s easy to feel stretched thin, especially when every task feels urgent and important.
The good news? You’re not alone, and there are proven ways to make the juggle a whole lot easier. Let’s break down the best strategies for managing multiple projects as a solopreneur—without burning out.
Get Clear on Your Priorities
The first step to keeping your head above water is knowing what actually matters. Not all tasks are created equal, and not every project needs your attention right this second.
Ask yourself: “If I could only finish one thing today, what would make the biggest difference?” This simple question helps you focus on high-impact work and avoid getting bogged down in busywork.
A handy tool for this is the Eisenhower Matrix, which sorts your to-dos into four categories: urgent and important, important but not urgent, urgent but not important, and neither. Focus on what’s both urgent and important, and let the rest wait their turn. For more on this, check out EZ Bizzy’s guide to managing multiple projects.
Break Projects Into Bite-Sized Tasks
Big projects can feel overwhelming, especially when you’re flying solo. The trick is to break each project into smaller, manageable tasks. This makes it easier to track progress and gives you a sense of achievement as you tick things off.
For example, instead of “launch new website,” your list might include “write homepage copy,” “choose images,” and “set up contact form.” Each small win keeps you motivated and moving forward.
Use the Right Tools (and Don’t Be Afraid of Automation)
You don’t have to do everything by hand. There are plenty of tools out there designed to help solopreneurs stay organised and save time. Project management apps like Asana, Trello, or Notion can help you keep all your projects in one place, set deadlines, and track progress. Asana’s strategies for managing multiple projects are a great starting point.
Automation is your friend, too. Tools like Zapier or IFTTT can handle repetitive tasks—think sending invoices, posting to social media, or following up with leads—so you can focus on the work that really matters.
Set Realistic Deadlines (and Stick to Them)
It’s tempting to promise the world, but overcommitting is a fast track to stress. Be honest about how much you can handle, and set deadlines that give you a bit of breathing room. Build in buffer time for unexpected hiccups—because they always pop up.
Communicate your deadlines clearly to clients and collaborators. If something’s going to take longer, let people know early. Most folks appreciate honesty over last-minute surprises.
Learn to Delegate (Yes, Even as a Solopreneur)
You might think you have to do everything yourself, but that’s a recipe for burnout. Delegation doesn’t mean hiring a full-time team—it could be as simple as outsourcing your bookkeeping, hiring a freelance designer, or using a virtual assistant for admin tasks.
Start small: hand off one or two tasks and see how it feels. As you build trust with freelancers or contractors, you’ll find it easier to let go of more. EZ Bizzy’s article has some great tips on finding reliable help.
Keep Everything in One Place
When you’re juggling several projects, it’s easy to lose track of what’s due when. Use a single system—whether it’s a digital tool or a trusty notebook—to keep all your tasks, deadlines, and notes together. This gives you a bird’s-eye view of your workload and helps you spot potential clashes before they become problems.
Centralising your project info also makes it easier to adjust when priorities shift. If you need to shuffle things around, you’ll know exactly what’s on your plate and what can wait.
Review and Reflect Regularly
Set aside time each week to review your progress. What’s working? What’s falling behind? Are there tasks you can drop, delegate, or automate? Regular check-ins help you stay on track and make tweaks before things get out of hand.
Use this time to celebrate your wins, too—no matter how small. Ticking off a tricky task or hitting a milestone is worth a pat on the back.
Look After Yourself
It’s easy to put your own needs last when you’re running the show, but burnout is real. Set boundaries around your work hours, take regular breaks, and make time for things you enjoy outside of work. A walk, a chat with a mate, or a bit of exercise can do wonders for your focus and mood.
Remember, you’re the most important asset in your business. If you’re running on empty, everything else will suffer.
Stay Flexible and Adapt
No matter how well you plan, things will change. Projects evolve, clients shift their priorities, and sometimes life just gets in the way. The key is to stay flexible and adapt as you go. If something’s not working, don’t be afraid to change your approach.
Being a solopreneur is a constant learning curve. Each project teaches you something new, and every misstep is just another lesson in what not to do next time.
Real-World Tips From Solopreneurs
Here are a few nuggets from solopreneurs who’ve been there, done that:
- Time blocking: Set aside specific chunks of time for each project. This helps you focus and stops tasks from bleeding into each other.
- Templates are gold: Save time by creating templates for repeat tasks—like proposals, invoices, or social media posts.
- Say no sometimes: You can’t do it all. If a new project doesn’t fit your goals or bandwidth, it’s okay to pass.
- Celebrate small wins: Running a business solo can be lonely. Take time to acknowledge your progress and reward yourself.
For more inspiration, check out Ian Wiedenman’s story of growing from a single project to a thriving agency.
Common Pitfalls (and How to Dodge Them)
Even the best-laid plans can go off the rails. Here are a few common traps—and how to avoid them:
- Trying to do everything at once: Focus on one thing at a time. Multitasking sounds good, but it usually means nothing gets your full attention.
- Ignoring your limits: Know when you’re at capacity. Taking on too much leads to missed deadlines and sloppy work.
- Skipping breaks: Working non-stop isn’t sustainable. Schedule downtime just like you schedule meetings.
- Losing sight of the big picture: It’s easy to get lost in the weeds. Regularly step back and check that your projects are moving you towards your bigger goals.
Tools and Resources for Solopreneurs
Here are some tried-and-true tools to help you stay organised and sane:
- Project management: Asana, Trello, Notion
- Automation: Zapier, IFTTT
- Time tracking: Toggl, Clockify
- Freelancer platforms: Upwork, Fiverr, Airtasker
Pick the ones that fit your style and budget. The best tool is the one you’ll actually use.
Final Thoughts: You’ve Got This
Managing multiple projects as a solopreneur isn’t easy, but it’s absolutely doable. With the right strategies, a bit of tech, and a healthy dose of self-care, you can keep all your plates spinning—and even enjoy the ride.
Remember, you don’t have to be perfect. Some days will be messy, and that’s okay. The important thing is to keep moving forward, learn as you go, and celebrate your progress.
So, next time you’re feeling overwhelmed, take a deep breath, grab your favourite mug, and remind yourself: you’re doing better than you think.