Anyone in any management role is familiar with the concept of project management. Without it, very little would get done, and probably not in the timeframe you hoped. A project manager is an extremely important aspect of any business that handles goals designated to a specific timeframe, but we will make it even more simple than that.
In this article, we are going to pull back the curtain on a somewhat obscure topic. We will explain exactly what a project manager is, what they do, and what responsibilities fall to them, and we will even break down what the average day looks like for someone in that position.
What is Project Management?
According to the Association of Project Management, project management is the “Application of processes, methods, skills, knowledge, and experience to achieve specific project objectives according to the acceptance criteria within agreed parameters.” These people have their fingers in a lot of different pots and are often positioned as the middle-man between different teams, departments, contractors, and stakeholders.
It’s a lot to navigate. Project managers are involved in all steps of project management from concept to completion, including scope definition, resource allocation, cost estimation and budgeting, scheduling and timeline development, risk assessment, and issue resolution.
With the help of a project manager, they can help you maximize efficiency and resources while ensuring that all of your projects are completed on time and within budget.
Basically, a project manager is a person whose sole intent is to make sure the project runs and progresses in the best interest of stakeholders and team members alike.
What Does a Project Manager Do?
At the very least, project managers communicate, facilitate, orchestrate, organize, update, and keep those involved accountable. But those are some pretty big words that represent a lot of individual tasks, so let’s take a look at the top responsibilities of a project manager.
Big Picture Management, AKA Scope
There are a lot of management roles involved in a project’s success. There are project managers, program managers, portfolio managers, and operations managers. All of these roles play a part in the bigger picture. The size of that person’s picture depends on their role.
Project managers are responsible for looking at how all possible factors impact the bigger picture, which could also be considered scope. This even includes oversight of entire projects from beginning to end, and, depending on their exact role, it can potentially include how one project connects to another.
They plan and organize resources, manage timelines, and prioritize tasks to ensure the project is completed successfully within budget and on time, which is a more accurate depiction of “scope.” Project managers may be required to monitor team performance, handle conflicts, oversee financials, and make adjustments as needed in relation to scope.
All of these considerations impact the “big picture” and are things that a project manager has to be aware of and able to address.
Communicate With Everyone
If you are looking for career opportunities in project management, you must be able to communicate. They need to stay on top of the project’s progress, ensure deadlines are met, and ensure quality standards are adhered to. In order to do this, good project managers must have communication skills.
Without communication, they won’t be able to connect, motivate, and follow up with the team members, stakeholders, and customers involved in the project. We discuss all of the necessary communication skills for project managers here.
Risk Management
A big part of project management is risk management. There are potential issues around every corner, and they get expensive very quickly. That’s why a project manager has to both have their eyes on them and a plan in place for the most likely risks to the project timeframe, cost, and quality.
Another responsibility is defining and implementing risk management plans that identify, assess, monitor, and control risks throughout the life of the project. As a general rule, risk management plans should be developed at the outset of a project and then monitored throughout its duration to ensure that any changes or new threats are responded to quickly and effectively.
Handle Emergencies
Along with risks, project managers have to have some kind of oversight and control over emergencies as they happen. They have to respond and pivot accordingly.
They are usually the primary point of contact for a project, both internally and externally. These emergencies can range from external events such as natural disasters to internal issues such as personnel shortages or delays in production.
Balance Multiple Lifecycles
Understanding, respecting, and working with a project’s lifecycle is another aspect of project management. Managing all the moving parts is a constant battle for people in this role, and it all boils down to the lifecycle. The larger the project, the more true that is.
There might be disparate teams working on different tasks at different points throughout the process. A project manager has to watch over how these all work together for the sake of the end goal.
Is Task Management Related?
The short answer is yes, project management and task management are related.
Inside a project, there are tasks. A task manager will be in charge of facilitating, handling, and closing a task that contributes to the overall scope of a project. For example, in construction project management, you might delegate one person to oversee the completion of framing a house or bringing the drywall up to company standards.
Ultimately, task management equates to managing the work of an individual, whereas project management involves overseeing the progress of a bunch of individuals working together toward the same goals.
A project manager can’t be everywhere at once, so having someone managing these tasks helps facilitate progress within different parts of the project. People in this specific role help with defining the scope of activities, setting deadlines, allocating resources, tracking progress, and analyzing outcomes for a better understanding of the project’s success or failure.
Also, project managers use task management tools to ensure that projects are completed efficiently and on schedule. With a task-based system in place, it is easier for teams to collaborate because everyone knows exactly what needs to be done at any given time and how their role fits into the larger picture.
The 5 Stages of a Project
When you break it down, each project has the same five basic steps. Project management has a hand in each one. This means that the moment a stakeholder comes asking questions about the project schedule or about one detail of the project scope, the project manager is the best resource for an accurate answer. A certified project manager will have learned organizational and communication skills that help carry out each one.
1. Initiating
Before anyone can start building or working, someone had to think about what, how, and where exactly this project would happen. It starts with gathering stakeholders and defining their roles in the project. It’s important for project managers to understand who is involved and how they could contribute to the success of the project.
Pro Tip: Get to know your stakeholders well. You need to have an established relationship with each one before the project begins. Any attempts to get your needs fulfilled will go much better because of this, we promise.
Once these people have been identified and understood, you’ll move on to your charter document. This includes
- Expectations
- Goals
- Timelines
- Budget constraints
- Additional factors
2. Planning
While all of these steps are important, nothing weighs as much as your planning part of the process. This is where all the involved teams come together to break down tasks into manageable pieces and develop a plan for completing them in an efficient manner.
During this stage, teams need to identify what resources are available, what skills are needed, who will be responsible for each task, and how long it will take to complete each task. Risk management also lives in this stage. We suggest you incorporate a risk management plan into the planning stage of your project.
Also, you’ll want to document just about everything when you are at this point. Be sure to clarify any issues or concerns you have as soon as they arise to mitigate any potential problems.
3. Production or Execution
The third stage of any project is the production or execution phase. This is where the team puts its ideas, goals, and strategies into action. At this point, all of the plans that have been established are put into practice, and the project is officially launched.
It’s critical to have a clear timeline for each task to ensure everything runs smoothly and deadlines are met. During this phase, the team will need to monitor progress, troubleshoot any issues that arise, and make adjustments as needed.
4. Monitoring and Controlling
When you get to this stage, you are kind of cruising. You’ll need to have a system established for monitoring progress and controlling change. This typically includes setting up milestones, tracking project performance, making adjustments to keep the project on track, and managing risks. It’s also important to communicate with stakeholders at this stage so they can stay informed of any changes or issues that may arise.
Be warned. Issues and changes will arise.
5. Closing
Once all of these tasks have been successfully completed, it is time to close out the project.
This typically involves presenting a final report to stakeholders and customers summarizing the goals achieved during the course of the project as well as any lessons learned or suggestions for improvement in future projects.
Closing a project also entails archiving any relevant documentation related to it so that others can refer back to it in case of questions or issues.
Remember, document everything.
Day In The Life of a Project Manager
If you are curious about becoming a project manager, you are in the right place. A lot goes into this job, and not many could hack it, but in all reality, everyone is kind of a project manager. When you are thinking about your monthly budget or your grocery list, you are considering scope. The same goes for when a car needs repairs or a kid needs a doctor’s appointment.
Moving through life requires many of the same skills as a PM, but what exactly does it look like?
For most people, it starts with the triage of any correspondence from clients. They might need to respond to any emails or fulfill any requests that were sent out during their absence.
Then, they proceed to check in with their team. A “check-in” consists of reviewing the progress made on current tasks by each member as well as assigning additional tasks or delegating responsibilities.
Based on this feedback, they will also adjust timelines and provide support accordingly to ensure deadlines are met. This process is followed by weekly status meetings where progress is discussed, and key deliverables are reviewed before the end of each week.
Checking in with stakeholders can also take up a chunk of your day. In general, communication, quality assessments, and holding people accountable are the pillars of your routine.
And as you can tell, a lot of this role consists of communication and organization. Depending on the stage of the project, the nature of these actions changes.
It Only Gets Hectic If You Let It
For most people, on most days, life is hectic. But being responsible for so much organization and communication can make things a little crazier than usual. That’s why keeping things systematic, simple, and as easy as possible is in your best interest, especially if you are involved in multiple projects.
This whole concept of project management might seem overwhelming, but with the right team, technology, and techniques, it can be a nice ride. The Project Management Institute has a lot of great resources for helping PMs keep the hectic to a minimum.
Becoming a PM, Who is the Project Management Institute?
The Project Management Institute (PMI) is a global professional association that provides project management training, certifications, and standards to the project management community. It was founded in 1969 by five volunteers who wanted to advance their skills in managing projects and people. As of 2019, the PMI has more than 500,000 members from 195 countries and territories worldwide.
How to Become a Project Manager
Becoming a project manager requires multiple steps to ensure success. To begin, acquiring the necessary educational background is key. This could include an undergraduate degree in business or management, a certificate program in project management, or experiences such as working on teams related to the field.
Try to stay up-to-date with trends and technology in the industry. Once the educational side is taken care of, the experience should be pursued.
It can be done by taking on small projects in one’s present job or through internship opportunities that allow one to gain valuable insight into this work field. In addition, seeking out certification as a Project Management Professional (PMP) demonstrates competence in project management and makes it easier for employers to trust you for high-stakes projects.
What is the PMP Certification?
The Project Management Professional (PMP) certification is an internationally recognized professional qualification for project managers. It is a sought-after credential and demonstrates the competence of professionals in the field of project management.
This certification is provided by the Project Management Institute (PMI), a global organization that focuses on advancing and promoting best practices in project management. To be eligible to take the PMP exam, individuals must have either a four-year degree or at least three year’s work experience in leading projects with 35 hours of formalized education/training related to areas such as scope, quality, risk, communication, and cost.
Why Do Companies NEED Project Management?
Companies need project management skills and solutions in order to stay competitive, profitable, and successful. Project management is a fundamental skill that is used for planning, organizing, controlling, and monitoring projects from start to finish, and for good reason.
Mismanagement of time and resources can cost companies millions, so having a pair of trained eyes set up above it all can be extremely beneficial for the bottom line.
By using project management tools such as risk analysis, decision-making processes, budget tracking, quality assurance methods, and task lists, companies can maximize their productivity while reducing costs associated with wasted time or materials.
If you are looking to become a project manager or expand your client pool, there has never been a better time. More and more companies are becoming project-focused and are looking for trained professionals to help make their businesses run better.
