Project managers are responsible for the successful completion of projects. It is hard to say what a “good” project manager is because every organization defines their role and title differently. But, project managers are needed in almost all industries. As a PM, you might work on small or large teams with job duties that range from budget and timeline only to everything you can think of under the operational sun.
Project manager duties
A project manager is a person who makes sure everyone is on the same page with their project. They usually organize and facilitate project meetings, they also make sure people are clear on what process the project use.
Qualities of a good project manager
This guide, created in collaboration with TeamGantt will address the soft and essential skills that every project manager needs. The guide is going to provide strategies for planning projects managing expectations and scope as well as other topics. If you're interested in jumping into those areas read our content table. However, if you're looking to learn the fundamental skills of a project manager and responsibilities, continue going. In this article, we'll cover the essentials of what a manager does, and what makes a successful project manager stand apart.
Communicate like a pro
Set expectations and never abandon them
Know when to pull in a subject matter expert
Be your team's biggest fan
Keep learning
Communicate like a pro
It's widely accepted that successful PMs are friendly and easy to communicate with. They don't hesitate at the idea of engaging with their colleagues and clients. This includes speaking with people in person about a wide range of subjects that are both easy and challenging. Managers of projects must not remain smug about keeping the lines of communication open and must be aware of the fact that a whole team might not be communicating in exactly the same way. It's a fact that any project is not successful without a clear line of communication. Being concise, clear and truthful when it comes to managing projects is essential.
Be A Chameleon
Communicating and understanding your team members are important ways to motivate a group. Many times, a PM needs to be aware of how the project is doing and what employees need in order to accomplish the project's goals.
You can design a communications plan for your team. You should be aware that communication is not going to happen the same way with all members of your team. It may work for some, but others will have different preferences and needs. As a project manager, you need to figure out how to communicate with each member of the team and make sure you are meeting their needs.
It’s important not to focus just on yourself, the team, or your process. It’s important, first and foremost, to come up with a structure that will work for everyone.
If you are able to change your communication plan between projects it could become difficult. Imagine that Everyone will be on board when you put in the effort and time in learning about your team members and developing an action plan for them. In the end, they'll communicate in a manner that feels comfortable and will complete your tasks without a lot of effort or confusion.
Always Know The Status Of Your Project
Status meetings and weekly status reports are invaluable to you as a project manager. They help you keep track of the next steps, action items and project risks. Use a weekly status report to stay transparent about budget, and process and to avoid awkward conversations about needing more time or money to complete a project.
It's beneficial to meet regularly to discuss the current situation and what the team's responsibility is at any point. If you're working with clients it's a good procedure to inform them of the project's details and update schedules in writing every week and also. It's not uncommon to call to discuss an update on the status of the project can aid in ensuring that deadlines are met and help build trust. It's always a good idea to call!
It’s crucial that you make your point known. Whether you communicate through email, phone, instant message, mail, or carrier pigeon – find your preferred way to make your presence known.
Set expectations and never abandon them
The art of managing expectations and setting them is among the most challenging skills a project manager can develop. At the beginning of the project, there are many uncertainties. As you develop essential deliverables of project management like the scope, timelines and a detailed project plan it is possible to establish high expectations with your clients and team members.
Define Scope
Every project’s expectations should be set by a well-written scope of work. If your company doesn’t have documentation to back up a specific project request, create it. It doesn’t have to be a fancy, formal document! But some semblance of a scope will help provide you and your team with guidelines and expectations of what the team will deliver.
It’s also good practice to sit down with your team and clients at the beginning of a project to review the scope in conjunction with the project timeline. This means that you have to explain the levels of effort attached to tasks.
Having this type of conversation early on will keep your clients informed of the level of effort that your team will put into all aspects of the project. It will also keep them engaged in your process.
Hold Frequent Check-Ins
Between deadlines, make sure to check in on the document due to be delivered or the delivery deadlines. Spend time talking with your team members about the specifics of each project. Are any deliverables being modified due to prior work? Does this affect the scope of work and the timeframe?
Check-ins let you give the team prompt useful, constructive feedback to make the final product more effective. Be mindful when you are setting expectations, there's no harm in repeating yourself in the event that your repetition is relevant and is timed to perfection!
Know when to pull in a subject matter expert
There will come moments in any project when there are new ideas that come up, requirements, and issues that you will have to answer. Be cautious as a project manager! If a customer, partner or team member approaches you with regards to one of these issues it is best to be sure that their ideas are matched against the requirements of your project. The documentation may not always be the final word, therefore it's best to be transparent to any suggestion or discussion.
Be aware of when you should involve the team members to guide the discussion and process of decision-making. For instance: Is the client asking for something that is design or development-specific? If so, call the appropriate personnel. They will be able to answer your query and perhaps perform the task better than you.
You are the PM, you are not the PM design director or consultant. It's about embracing your responsibility and being truthful about your knowledge.
Don’t Be A Know-It-All
A competent project manager shouldn't have to respond to questions about project issues on their own unless they're specific to budget, scope, or established standards. After all, your team is comprised of experts that are in charge of answering questions within their area of expertise. Your task is to relay questions to them and not get involved in their work.
If you're not sure and can't get anyone out of the room at the moment make notes and then follow up. It's not a bad idea to follow up on an exchange when the moment is appropriate. This is when you're a successful project manager and more than "just the PM."
In the next instalment we'll go deeper into the specifics of working effectively in a team with (and creating a rapport with) clients, and how to be the project manager everyone is looking to collaborate with.
Be your team’s biggest fan
It's possible that you are not an exuberant cheerleader however, every project requires an executive who is responsible and can support the process. A great project manager will ensure that the process is followed and ensure that everyone on the team is in sync. The ability to manage deadlines, timelines, and deliverables are crucial, however, a manager who supports the process, the team and the client bring real value to the project.
You are the person who says, "Wow, this is very nice. Congratulations!" ". Rejoice in the successes and encourage your team to achieve the same. While doing this don't be afraid to be the person to ask, "Did you think about X?" to seek the bright side of you and the team.
Effective project managers are aware of all aspects of their project and anticipate questions or concerns clients might ask. This type of attitude not only helps your team as well as your project, but also shows all those involved that you're really engaged, and not only concerned about the basics of managing a project.
Keep learning
There's no doubt that managing projects are one of the most demanding and rewarding careers you can pursue. A skilled project manager can aid businesses in clarifying their objectives, streamlining processes and boosting revenues. It's not surprising that PMs are sought-after in a variety of industries.
However, no which direction you choose to take your PM expertise it is essential to hold on to the fundamental abilities that will ensure you are "good." To be a more effective project manager you should be extremely organised and driven by processes and be a relaxed and flexible person who enjoys a test. Read on to find out more about the best practices, lessons learned and strategies on how to become successful as a project manager.
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