Definition of a Project Manager

A project manager leads a project from start to finish, guiding the team throughout.
They rely on strong organizational and interpersonal skills.
Key responsibilities include:
 Planning and organizing
 Managing tasks
 Budgeting
 Controlling costs
 Ensuring the project finishes on time

How Project Managers Add Value

Project managers bring value to their teams and organizations through:

1. Prioritization
 They identify which tasks are most critical and break down larger tasks into manageable
steps.
 If unsure about task priorities, they collaborate with teams and stakeholders to gather
information.
 Stakeholders are individuals or groups affected by or invested in the project’s success
(e.g., company leaders).
Example:
Painting a house:
 Priority tasks: laying drop cloths, taping edges (done before painting)
 Lower-priority or optional tasks: replacing switch plates
 This approach ensures better outcomes and efficient project flow.

2. Delegation
 Delegation involves assigning tasks to individuals best suited to complete them.
 Project managers understand team members' strengths and skills and assign work
accordingly.
 They also sequence tasks properly for optimal workflow.
Example:
If a friend has painting experience:
 Assign them detailed work like moulding or ceilings
 Schedule them before others to avoid overlap and rework

3. Effective Communication
Involves transparency—being open about plans, updates, and decisions.
Project managers:
 Maintain regular contact with the team
 Monitor progress
 Identify areas where support is needed
 Communicate updates and needs early
Example:
 Checking with friends on supply levels (e.g., paint) helps avoid delays.
 Informing the landlord (a stakeholder) about painting plans ensures alignment, even if
they’re not directly involved.

Why These Skills Matter

Without prioritization, delegation, and communication:
 Supplies may run out
 Mistakes can happen (e.g., painting without protection)
 Stakeholders may be left uninformed, causing issues
 Project managers keep everything on track, ensuring smooth and efficient project
execution.

Key Takeaway
A project manager:
 Leads projects through structured planning and teamwork
 Adds value through prioritization, delegation, and effective communication
 Is essential to successful project outcomes in any organization

Core Responsibilities of a Project Manager:

1. Planning & Organizing
Use productivity tools to support team efficiency.
Develop:
 Plans
 Timelines
 Schedules
 Documentation (to track and maintain project progress)
Goal: Improve information sharing and provide visibility throughout the project lifecycle.

2. Budgeting & Controlling Costs (and Other Factors)

 Monitor and manage the project budget continuously.
 Track issues and risks as they arise.
 Ensure quality management by addressing problems early.
 Remove barriers that can delay or block project progress.
Example of a barrier: A teammate lacking necessary resources.
Project manager’s action: Identify the issue, escalate to a stakeholder, and secure the needed
resource.

3. Managing Tasks
A task is any activity that must be completed by a certain person within a certain timeframe.
Keep track of tasks to:
  Manage workload
 Ensure progress
 Communicate updates to stakeholders
Example:
A program manager working with two engineering teams:
 Created project trackers outlining timelines, task categories, and assigned team
members.
 Kept stakeholders informed at every stage.
 Result: Efficient progress and successful project delivery with minimal issues.

Key Takeaways
Project managers are responsible for:
 Planning and organizing
 Managing tasks and team workload
 Monitoring budgets, risks, and barriers
 Keeping stakeholders informed
These responsibilities ensure smooth, efficient project execution and successful outcomes.

The Project Manager’s Role Within a Project Team

1. Not the Team's Direct Manager
 A project manager is not usually the direct supervisor of the project team members.
 The role focuses on managing tasks, not people.
 Project managers guide the project and coordinate work rather than controlling every
aspect themselves.

2. Working with the Project Team

Shared Responsibilities:
 Team members each have specialized roles (e.g., graphic designer, copywriter,
marketer).
 The project manager isn’t expected to be an expert in every area.
 Instead, they leverage the expertise of each team member and make sure everyone is
aligned.
Example:
Like planning a camping trip — you organize it but may assign someone with camping
experience to choose tents.
You don’t do every task yourself, but you ensure it all gets done.

Key Responsibilities of the Project Manager

1. Hold Team Members Accountable
 Assign specific tasks to team members.
 Ensure they take ownership and meet deadlines.
2. Track Issues & Risks
  Make sure problems and potential risks are:
o Identified
o Monitored
o Visible to stakeholders
 Establish escalation paths:
o Know who to inform and how/when to escalate issues appropriately.
3. Guide Workflow & Methodology
 Understand the best project management style or workflow for a specific project.
 Ensure the team adheres to these systems for smooth collaboration.
4. Cross-Team Collaboration
 Projects often involve multiple departments (e.g., marketing, finance).
 Collaborate with other teams to align on:
o Scope
o Schedule
o Budget
 Ensure that project outcomes meet the broader organizational needs.

Recap
 A project manager is a guide, not the boss.
 Their job is to:
o Coordinate team efforts
o Ensure progress
o Track risks
o Maintain workflow
o Collaborate across departments
 Their success depends on the team's success — not doing everything alone, but making
sure everything is done well and on time.

Core Skill Sets of a Successful Project Manager

There are four essential skill sets that help project managers succeed:

1. Enabling Decision-Making
Project managers help teams make informed decisions to keep projects on schedule.
They:
 Gather insights from teammates
 Provide relevant data or feedback to support decision-making
 Ensure that decisions are shared with the right people (e.g., team members, leadership)
Example: Help the team decide between option A and B using performance data or feedback.

2. Communicating and Escalating

Project managers rely on strong communication skills in daily work.
Communication includes:
 Documenting plans
  Sending status updates
 Holding meetings
 Escalating risks or issues to stakeholders at the right time

3. Flexibility
Being adaptable is crucial — plans will change, often unexpectedly.
 Reasons may include:
o Company goal shifts
o Team member departure
A good project manager:
 Adjusts quickly
 Helps the team stay focused and calm
 Accepts that change is constant
Quote from Google: "The only constant is change."

4. Strong Organizational Skills

Essential for managing:
 Processes
 Tasks
 Timelines
 Project documentation
Helps ensure nothing is overlooked
Methods include:
 Task tracking (e.g., spreadsheets)
 Frequent status updates
 Timely reminders

Additional Tips for Building Project Management Skills

Learn about:
 Industry-specific knowledge
 Useful tools and templates
 Popular project management methodologies like:
o Waterfall
o Agile
These will help you manage and document projects throughout their lifecycle.

Recap
A project manager should bring these four core skills to their role:
 Decision-making
 Communication & escalation
 Flexibility
 Organizational Skills
These skills help improve team morale and promote accountability, both of which are key for
project success.

Why Interpersonal Skills Matter

Interpersonal skills help build strong relationships with teammates and stakeholders.
These relationships help you:
 Understand team needs and concerns
 Identify project priorities
 Motivate your team
Strong interpersonal skills contribute to effective leadership, even if you're not in a formal
leadership role.

Influencing Without Authority

Definition: The ability to guide team members to complete tasks without being their direct
manager.
Essential in project management, since you often don’t have formal authority over team
members.

Key Interpersonal Skills to Influence Without Authority

1. Communication
 Check in on task progress.
 Give clear, constructive feedback.
 Ensure clarity and alignment within the team.

2. Negotiation
Work with team members to adjust timelines or deliverables when issues arise.
Balance:
 Team needs
 Project goals
Example: If a teammate can't meet a deadline, negotiate a new one that supports both their
capacity and project needs.

3. Conflict Mediation
Resolve tension or disagreements before they affect the project.
Facilitate solutions, such as:
 Holding meetings between team members who disagree
 Helping them align on a shared approach

4. Understanding Motivations
Learn what drives each teammate to perform well.
Tailor your approach to:
 How they prefer feedback
 How they like to be recognized
Use this knowledge to encourage and support them effectively.

Real-Life Example:
If a co-worker is always late to meetings:
 You can't force them to be on time.
 But you might communicate the impact of their lateness.
 Or suggest arriving earlier than others.
These are examples of influencing behaviour without authority.

Recap
To influence without authority, a project manager must practice:
 Communication
 Negotiation
 Conflict Mediation
 Understanding Motivations
These skills help guide teams effectively, even without formal power. They're especially
important for maintaining team morale and meeting project goals.