Table of Contents
Managing multiple projects at once can feel like herding cats, especially if you don’t have a clear system in place. Between deadlines, deliverables, and team communication, it’s easy for things to fall through the cracks. That’s where a good project list comes in.
But we’re not talking about a scribbled to-do list on the back of a napkin. We mean a real, organized, easy-to-update list that helps you stay on top of every task, timeline, and team member.
In this guide, we’ll walk you through how to create and maintain a project list that works—plus how to use project management tools like Gantt charts, list views, dashboards, and workflow automation to keep things running smoothly.
What’s a Project List (and Why Should You Care)?
A project list is basically your master control center. It’s a detailed, up-to-date rundown of all your current, upcoming, and even backlogged projects. It includes what’s happening, who’s doing what, and when it needs to be done.
Done right, a project list helps you:
- Stay organized
- Prioritize tasks more effectively
- Track progress over time
- Prevent last-minute scrambles
- Communicate clearly with your team
Whether you’re a solopreneur, a team lead, or managing a large department, this list is your best friend when it comes to project tracking and staying same.
Creating a Project List That Keeps You on Track
Step 1: Start with a Big Brain Dump
The first step is simple: write down every project you’re working on or plan to start. Don’t overthink it—just get it all out.
This step is especially important if you’re juggling several clients or teams. Try grouping your projects by department, goal, or quarter to get a clearer picture.
Pro Tip: Start with a digital list view in your favorite project management tool. Platforms like Yoroproject let you create simple drag-and-drop lists that are easy to update.
Step 2: Fill in the Details
Now that you have your list, it’s time to flesh things out. For each project, include the following:
- Project name
- Start and end dates
- Project owner (aka the person responsible)
- Team members involved
- Key milestones or deliverables
- Status (e.g., Not started, In progress, On hold)
This isn’t busywork—it sets the stage for seamless communication and collaboration later.
Step 3: Prioritize Like a Pro
All projects aren’t created equal. Some are mission-critical, others are nice-to-haves. Use a solid task prioritization method to sort things out.
A few favorites:
- MoSCoW method (Must, Should, Could, Won’t)
- Eisenhower matrix (Urgent vs. Important)
- Priority levels (High, Medium, Low)
The goal? Make sure your time and energy go toward the projects that matter most. You don’t want your team burning out on low-impact work while top-priority tasks sit idle.
Step 4: Visualize the Big Picture with a Gantt Chart
Now comes the fun part—bringing your timeline to life. A Gantt chart is a visual planning tool that lays out your projects across a calendar so you can see how tasks overlap and depend on each other.
It’s like a roadmap for your projects:
- Spot scheduling conflicts
- Track task dependencies
- Adjust timelines on the fly
- Hit key milestones without surprises
Most modern project management tools (like Yoroproject) have Gantt chart functionality built-in, so you don’t need to be a spreadsheet ninja to use them.
Step 5: Build a Dashboard to Track Everything
If your project list is the brain, your project dashboard view is the eyes. This is where you monitor the health of all your projects briefly. A good dashboard includes:
- Active vs. completed projects
- Priority breakdown
- Upcoming deadlines
- Assigned team members
- Status updates
Dashboards let you zoom out, spot bottlenecks, and make quick, informed decisions without digging through emails or docs.
Step 6: Automate the Boring Stuff
No one enjoys sending reminder emails or updating statuses manually. That’s why a workflow automation tool is a must-have.
With automation, you can:
- Automatically move tasks to “Completed” when checklists are done
- Send deadline reminders
- Trigger alerts when tasks are overdue
- Assign follow-ups when milestones are reached
Using tools like Yoroflow, you can set up workflows that handle the repetitive parts of task management, so you can focus on the work that needs your attention.
Step 7: Keep It Fresh with Regular Check-ins
Creating a project list is great—but maintaining it is what really counts. Schedule weekly or bi-weekly reviews to:
- Update statuses
- Reassign tasks if needed
- Remove canceled projects
- Add new ones
Use your project planning checklist to make sure everything is accounted for, from kickoff to delivery.
Step 8: Share It With Your Team
Transparency is everything. Share your project list and dashboard with team members, clients, or stakeholders so everyone’s on the same page. Most tools allow permissions, comments, and real-time updates—so you don’t need to send another “Hey, what’s the status on this?” email.
Why This Works (and Keeps Working)
A lot of people make a list and then forget about it. But with this system in place, your project list becomes a living part of your workflow.
You’ll benefit from:
- Clarity: Everyone knows what’s happening and when.
- Efficiency: No more duplicated work or chasing updates.
- Flexibility: Easily shift timelines and priorities as needed.
- Scalability: Add new projects and team members without chaos.
Final Thoughts: Your Next Steps
Making and maintaining a killer project list isn’t rocket science—but it does take consistency. Start simple, choose the right tools, and don’t forget to make it a habit.
If you’re looking for an all-in-one project management solution, check out Yoroproject. From intuitive list views and Gantt charts to powerful workflow automation, it’s built to help you track and manage everything from one clean dashboard—without the stress.
Your projects aren’t going to manage themselves.
Get your list together, get your team aligned, and make chaos a thing of the past.
