Management of the (non-technical, with team members based in different locations) project I'm currently working on has a huge issue - it is extremely dynamic, with a static team-size. At any given point in time, each team member has on their plate:
- Certain fixed repeating tasks which need to be repeated on daily/biweekly/weekly/fortnightly level
- Implementation of 4-5 unique sub-projects which are highly dynamic - client requirements can and do change at any minute, but there are also a few fixed points at which certain status reports need to be created and presented.
Additionally, new sub-projects can get added to our plate with very little warning. These new sub-projects can change the prioritization of existing work, causing timelines to always be in flux.
As such, we're struggling to maintain visibility into all that the team is working on at any given point, and hence have a realistic handle on what is possible for the team to handle at any given point.
The short-notice addition of tasks is a new challenge, and prior to this we were successfully project managing via excel, but now given that our workload has increased by a magnitude and become more dynamic to boot, excel is no longer able to help us very much.
What is the best way to project manage the sub-projects in order to maintain feasibility of work allocation for each team member and timelines for each sub-project?