Managing Your Multi-Project Portfolio with Tracking Templates

February 9, 2024
7 min read

Project tracking is an integral part of project management, and, in turn, workplace productivity. Oftentimes, project managers oversee multiple, complicated projects simultaneously. In our digital age, project management involves a lot of parts moving at the speed of the internet. In the past, ad-hoc solutions, like spreadsheets, may have been enough to get by, but slow, circuitous processes aren’t compatible with the way work gets done today.

In today’s era of Dynamic Work, it’s important to use project management software that suits your organization’s needs rather than trying to piece together a patchwork system of disparate pieces. Dynamic Work is inherently multi-dimensional, multi-stakeholder, and complex track, teams must use software that multiple projects simultaneously using a unified dashboard. It’s not singular. And that’s why Quickbase allows users to track multiple projects all in one place using a unified dashboard.

The Need for a Multi-Project Tracking Template

It’s no secret: Project managers have a tough job that involves a lot of moving parts.

It can be difficult to handle just one project, let alone hundreds of concurrent projects. On top of that, it can be frustrating when pre-packaged project management software doesn’t facilitate the project tracking process but rather creates roadblocks.

With multiple projects tracked on multiple different software, it can take a whole day of toggling between spreadsheets just to find a single data point. The inability to customize out-of-the-box software makes project tracking more time-consuming than it needs to be.

In a recent report, Quickbase surveyed over 1,000 technology decision-makers, and found that more than 50% of respondents spend over 10 hours per week chasing information they need from different people and systems. That’s 10 hours a week spent on “Gray Work,” AKA time-consuming, manual tasks that are designed around systems that don’t work. Over time, gray piles up, resulting in hours spent on tedious work that doesn’t contribute to the success of a project.

It’s not enough for project tracking software to work. Even if outdated systems are technically getting the job done, they may be doing your organization a disservice in the long term. With premade project tracking templates, project managers are left with limited and inefficient reporting capabilities, hampered visibility, and impaired decision-making. When overseeing multiple, complex projects it’s important that nothing — not even the smallest detail — falls through the cracks.

Benefits of Tracking Multiple Projects

Project tracking protocols should ease workflow — not cause roadblocks. Still, outdated software and inefficient systems hinder productivity. In a 2023 report, Quickbase found that just over half of respondents are at least moderately overwhelmed by the number of software solutions they need to use to get their work done.

Ease of workflow

That’s where Quickbase comes in. Quickbase is a highly customizable project management tool. Quickbase offers an all-in-one, automated project tracking dashboard that can be organized, automated, and tailored to promote organization and efficiency within your team. And the best part? With easy-to-use software, Quickbase users don’t have to write a single line of code to make their project management dreams come true.

Project tracking is like putting air in your tires — not reinventing the wheel. Quickbase project tracking dashboards allow teams to unify disconnected data, integrate existing systems, and oversee workflows in one space — specifically, a space designed with centralized, dynamic work management in mind. Orchestrate workflows across your apps and third-party tools using pre-built integration channels.

Tailor data for stakeholders

Different stakeholders, whether external or internal, need up-to-date reports that clearly and succinctly display information relevant.

Quickbase project dashboards are role-specific and completely customizable — even when multiple projects are in play. Administrators can update permissions and controls in real time, so the right people are seeing the right information at exactly the right time.

Real-time data updates give users fast access to essential information and, in turn, enable informed decision-making. Having access to accurate, actionable data unlocks a world of possibilities — quite literally. Quickbase users have access to unlimited reports and charts for easy access to critical data points.

Building a Project Reporting Template

A blank page is often the best place to start — but it can also be the most intimidating. We get it! We’re human, too. That’s why Quickbase has an easy-to-use, customizable Project Reporting Dashboard Template. To minimize the fear of the blank page, Quickbase’s Project Reporting Dashboard Template includes certain key elements central to the efficacy of a project tracking initiative.

Setting up Project Tracking Dashboards

To create your new dashboard in:

  1. In your app, click Settings > Pages > + New Page.

  2. Choose Dashboard. A new empty dashboard appears.

  3. To name your dashboard, hover over the default name (Dashboard...) at the top. Click the pencil icon and rename your dashboard.

You can create multiple project tracking dashboards and configure each to display just the data you want to show.

As you create dashboards and unite data, Drive productivity as you unite data, turning insights into next steps using powerful personalized dashboards.

Best Practices for Managing Multiple Projects on a Single Dashboard

Ideally, project tracking enhances project management. Uniting data across multiple projects into a single source of truth allows users to turn insights into the next steps. Managing multiple projects through a single dashboard keeps everyone in the know.

Keep the team updated

Did you know that Quickbase research found that 54% of projects are impacted by miscommunication?

With centralized project tracking software, project managers are given a real-time, bird’s eye view into the current status of a project. Quickbase project tracking dashboards make it easy to keep track of real-time updates, minimizing opportunities for miscommunication.

Greater transparency into project status comes with a host of benefits. Indeed reports that effective communication can boost employee morale, foster strong client relationships, and even increase productivity by 25%. In addition to overall more efficient project management, dynamic project tracking also improves workflow.

Quickbase’s 40+ pre-built integrations ensure all data is seamlessly pulled in from outside sources that your team already uses. This information is made easily accessible via any device, any browser, or any network — all of which enables faster reporting for multiple roles and user types.

Utilize Filters and Sorting Options

Designed for dynamic work, Quickbase’s project tracking dashboards allow you to filter data across multiple projects in just a few clicks. Streamline workflows and simplify operations by creating custom applications to manage your most complex projects across roles and stakeholders— no coding experience necessary.

Quickbase’s Project Tracking Dashboards allow users to create filters and sort data with just a few clicks. In turn, this filtered and sorted data can be further leveraged by Quickbase’s machine-learning software to seamlessly automate reports across your entire business. What’s more, users can even filter by status, task owner, and deadline to create tabular and summary reports, build charts, and dismantle roadblocks.

Leveraging Visual Elements

Did you know that according to the National Institute of Health (NIH), 65% of all people learn best when visual elements are used? We say take that data point and use it to your advantage by leveraging visual elements when creating dashboards for internal and external use.

Quickbase allows users to create diverse reports without leaving the app. Because data points need to be visualized in different ways, Quickbase offers a wide range of visual chart options, including pie, line, and bar graphs, which are great for flagging key metrics, in-depth analysis, and trend identification.

When it comes to managing multiple, complex projects at once, look no further than the interactive Kanban and Gantt views. These views encourage dynamic work. Take the Gantt Chart tool, which provides a bird’s eye view of the most complex projects, has a drag-and-drop interface to easily adjust timelines, and uses email notifications to automatically update timelines — all of which is in the interest of reducing gray work and encouraging teamwork.


Quickbase’s unified project tracking dashboards make it easy to oversee multiple projects simultaneously by harnessing machine learning, no-code software, and real-time updates. Project tracking dashboards allow users to connect project data, track progress, and collaborate with teammates — all in one place. Think of a well-organized project tracking dashboard as a single source of truth — whether you’re managing one project…or one dozen projects.

Ready to make the switch? Learn more about Quickbase’s Project Tracking Dashboard Template by starting a free trial today!