Planning and Organizing
To plan and organize a project, you’ll use productivity tools and set up processes that improve team communication. You’ll create plans, timelines, schedules, and other documents to track progress and keep these updated throughout the project. Your main goal is to ensure the project stays on track and meets deadlines.
Budgeting and Controlling Costs
As the project progresses, changes to the plan and budget are inevitable. You’ll need to monitor and manage the budget, track issues and risks, and ensure quality by addressing these problems. This includes removing any unforeseen barriers that could hinder project progress.
Managing Tasks
Tracking tasks helps manage the team’s workload and demonstrates progress to stakeholders. A project task is an activity that must be completed within a specific timeframe by you, your team, or stakeholders. Keeping track of tasks ensures everything gets done on time.
Core Responsibilities of Project Managers
As a project manager, you’ll handle the day-to-day details and also look at the bigger picture. Your responsibilities include:
- Mentoring and Teaching: Explain expectations clearly to avoid rework and frustration. Support your team in meeting and exceeding their potential.
- Building Relationships: Get to know your team members and stakeholders personally. Building strong relationships fosters better investment in the project’s success.
- Controlling Change: Adapt to changes while protecting your team from constant rework. Document initial expectations and any requested changes, and communicate their impact on budget and schedule.
- Empowering Your Team: Give your team the authority to make decisions and work directly with stakeholders. Delegating responsibilities and incorporating their input leads to innovative solutions.
- Communicating Status and Concerns: Maintain open communication to solve challenges and keep everyone informed. Good communication builds trust and keeps the project on track.
Working with Cross-Functional Teams
A cross-functional team consists of members with different skills and expertise, working toward a common goal. As a project manager, you need to:
- Clarify Goals: Ensure each team member understands their role and the project’s goals. Communicate key details like budget, deadlines, and resources clearly and concisely.
- Get the Right Skills: Ensure your team has the necessary skills to succeed.
- Measure Progress: Track and communicate the project’s progress regularly. This keeps the team motivated and aware of their impact.
- Recognize Efforts: Acknowledge each team member’s contributions and build strong relationships to support and motivate them.
Essential Skills and Responsibilities
- Interpersonal Skills: Use communication, active listening, and leadership to interact effectively with your team.
- Task Management: Hold team members accountable for their tasks and ensure they follow the right workflows and project management styles.
- Collaboration: Work with other teams in the organization to meet project requirements.
- Support: Provide the necessary support to your team to complete the project successfully.
Key Takeaways
Project managers oversee planning, organizing, budgeting, and task management to ensure projects are completed on time and within budget. They build strong relationships, adapt to changes, empower their teams, and communicate effectively to navigate challenges and achieve project goals.
