From Overwhelmed to Organized: PMs Share Multi-Project Management Strategies for Agencies

Hey there, EShopSet community! We recently stumbled upon a fantastic discussion that hits home for many of us in the fast-paced world of ecommerce agencies: how to stay on top of multiple, disparate projects, especially when your brain might be wired a little differently. It started with an early-career Project Manager (PM) sharing their struggles with organization, juggling many projects, and operating in an environment with no formal PM systems. Sound familiar?

This PM, diagnosed with ADHD, felt overwhelmed by the sheer volume and variety of tasks. They were doing alright with bullet journaling and inbox cleaning, but sought strategies to move from 'okay' to 'excellent.' The community response was a goldmine of practical advice, and we’re here to break down the best takeaways for agency owners, PMs, and developers.

The Core Challenge: Juggling Chaos Without a Net

The original poster perfectly articulated the feeling: "overwhelming and chaotic" is often the world of a PM, but the job is to make that chaos orderly. This is amplified when you're a lone PM, handling diverse projects like marketing campaigns, educational programs, and assisting leadership, all without a central project management system. The biggest pain point? Context switching and the mental load of keeping everything in your head.

Strategies for Taming the Multi-Project Beast

The community came through with some truly actionable insights. Here’s a synthesis of the most impactful tips:

1. Establish a Single Source of Truth

This was arguably the most emphasized point. If you take away just one thing, make it this: find ONE system and stick to it. As one community member put it, "Have ONE system that you stick to. It's okay to try things out....but at some point pick one and use it." This is your central hub for ALL active projects and tasks.

• Digital Options: Many suggested tools like Google Sheets for a simple project tracker, ClickUp for comprehensive personal and professional management (with Kanban, list, and Gantt views), or OneNote for detailed organizational notes.
• Physical Options: For those who thrive with tactile interaction, physical planners like the Hobonichi Weeks or digital PDF planners (used on devices like iPads with an Apple Pencil, Remarkable, or Kindle Scribe) were highly recommended. These provide both structure and flexibility.

2. Master Detailed Note-Taking and Documentation

People with ADHD often underestimate the power of externalizing information. "Writing things down IS, in itself, a form of organization," noted a respondent. This isn't just about meeting minutes; it's about capturing decisions, action items, and context immediately.

• Immediate Capture: Jot down key points (decisions, what you need to do, what others need to do) right after every meeting or call.
• Detailed Communication: Craft clear, detailed emails. This ensures no one is unclear on meaning and serves as a written record you can refer back to.
• Personal Workflow Run Logs: Think of your notes as your personal workflow run logs. By diligently documenting tasks, decisions, and outcomes, you create a searchable history. This drastically reduces the mental effort of recalling context and helps you track progress across disparate projects.

3. Simplify States and Prioritize Ruthlessly

Complexity is the enemy of consistency. "Anything more detailed and I stop maintaining it," shared one PM. Keep your task statuses simple:

• Simple States: Use categories like 'needs attention,' 'waiting on someone,' 'done/parked.'
• Daily "What Actually Matters" Reset: Spend 5-10 minutes each morning deciding the 3-5 things that absolutely must move forward that day. This cuts through overwhelm.
• Externalize Follow-ups: If you think, "I should follow up later," log it instantly into your single source of truth. Don't trust your brain to remember.

4. Leverage Existing Tools (and AI!)

Even without a formal PM system, most organizations have basic software you can bend to your will:

• Microsoft 365 Suite:
  • Outlook: Use categories, folders, quick steps, and auto-rules to aggressively clean and organize your inbox. Turn emails into tasks.
  • OneNote: Create sections, pages, and reference points. Its tagging system (e.g., 'to do') can sync with Outlook tasks. Drag and drop emails or documents for quick reference.
  • Teams: Use Live Captions to aid auditory processing during meetings, helping you take better notes.
• AI Integration: Some users are already integrating AI (like ClickUp Brain or Gemini) to auto-create tasks from notes, add time blocking to calendars, and assist with weekly planning. This is a game-changer for automating repetitive organizational tasks.

5. Embrace ADHD as a Strength

Several experienced PMs highlighted that ADHD isn't just a challenge; it can be a superpower. The ability to see patterns, creative problem-solve, and even hyper-focus when genuinely engaged can be immense assets. As one PM put it, their mind is "always thinking about open tasks/risks in the background... so I have an innate ability to juggle, whether I like to or not." Recognize what allows you to hyper-focus and lean into those moments, especially for initial project planning or tackling complex problems.

EShopSet Team Comment

This discussion perfectly illustrates a critical point for ecommerce agencies: even if clients lack robust PM structures, your agency must have one. While personal systems are a fantastic starting point, for agency teams to scale and collaborate effectively, these individual best practices need to evolve into standardized team workflows. Implementing clear workflow run logs for each project, regardless of individual PM preferences, ensures transparency, reduces context switching for the whole team, and provides invaluable historical data for future projects and client communication.

Working in an environment with no PM structure is tough, but as one respondent noted, it's also an opportunity to build the system. Start small, implement what works for you, and then look for ways to scale those personal efficiencies into team-wide best practices. The fact that you're seeking out solutions and experimenting with systems is a huge step. You're not alone in the chaos, and with the right strategies, you can definitely move from 'okay' to 'excellent' in your project management journey.