I have worked as a project manager for three projects in Demola, an innovation platform that brings students and companies together to solve real world problems. Working as project manager in all of those projects has thought me some valuable lessons that I hope can help future first time project managers and avoid mishaps and situations that would lead to fist fights in the middle of the street. The following are the key lessons I learned and they are in no particular order which I hope prepares future project managers on what to expect.
1. Planning is the backbone
I had a professor who used to say “if you fail to plan, you plan to fail”. While I was too young to understand this at the time, I have realized the true meaning of this and I can vouch that the saying is made of pure gold. This is exceptionally true in projects. Planning for a project is the first step to ensuring that things will get done and this is the first instance that the project manager comes into play. Having a vision for the end of the project, a plan on how to approach the goal, and getting to know who will do what by when is the key. While in the initial meeting this will be more of a vague vision, the plan will become more concrete as the team starts to get to know each other a bit and discuss solutions for the problem area.
2. Delegation is important
One important task of a project manager is to ensure that tasks are delegated fairly and based on the capabilities of the team members. Delegating tasks to members also ensures that everyone knows their worth in the team and that they are in charge of something and can add value to the project.
3. The client is the key
It is essential to remember at all times during the project that the client is the key. They have certain requirements, restrictions, and guidelines that the team needs to follow and adhere to. At times, team members or even yourself may have really good suggestions or possible solutions which the client refuses to utilize or does not find it suitable. It is vital for the project manager to convey the message in a non-destructive manner that the client is a priority and the team needs to follow the guidelines provided.
4. Team-Spirit wins
Projects are about the combined talent of a few to reach a common goal. Having a team spirit is an absolute must and every team member must be involved in the project. The project manager can remind the team of their common target and the how working as a team can positively affect the outcome.
5. Embrace all ideas
Idea generation is a natural and important part of any project and it is necessary to embrace the ideas given by everyone in the team. There are no stupid ideas, only stupid responses. The craziest ideas and the wildest visions can be polished and tamed before being utilized as a successful solution. That’s why it is crucial to embrace all the ideas given. Encourage team members to share their ideas, write them down, and make sure that they are identified as important for future developments even if they do not get used immediately.
6. A pat on the back goes a long way
When tasks are achieved by team members, it is the role of the project manager to show gratitude for the work done and praise the person involved and show how the work brought value to the team. This works as a motivating factor for the future in addition to other team members being motivated to work hard. After all, who hates being told “wow, you have done a great job, I can’t wait to see how you approach the next task” ?
7. Conflicts are normal
It is completely normal for people start to disagreeing with each other on a project. While some disagreements can be constructive at times and will be forgotten in a day tor two, some can escalate and lead to conflicts in the team. This is where the project manager needs to ensure that disagreements are resolved before escalating into conflicts. Keeping a calm and unbiased manner is extremely important at all times and making sure that everyone involved has the opportunity to state their side of the story. The project manager must be ready to make tough decisions in the event of a conflict and make sure the team is capable to meet project deadlines and goals.
8. Teams may change
At any given time, one or more of the team members may decide to drop out. It is important to relocate the tasks of that person and ensuring that their work is covered so that deadlines are met at the end.
9. Deadlines are serious
A project has a starting point and a finishing point. This means that in order to reach the final goal, a series of tasks must be done in orderly fashion before the final outcome. The project manager plays a key role in making sure everyone is on the same page and deadlines are met. To achieve success in this area, updates and reminders are needed to the team and also asking to update task status.
10 Work overload is a fact
Everyone gets to work in a project. Except for the project manager. In addition to having their own task in projects, project managers also have to ensure everyone is on the same page, manage the team, oversee others’ work, ensure clear communication between team members and clients, and at times try to polish things and fine tune the work to perfection. This means late night work and weekends deep in work can be a normal part of the project manager.
11. Communication is golden
The slightest miscommunication in a project can lead to disasters and conflicts between team members, clients, and partners. That’s why right at the start there should be clear communication channel created that all the parties involved in the project can utilize. Slack is a great platform for this purpose and you can share all the material, reach the team, and even send private messages if required.
12. The Maestro
The project manager in a nutshell can be considered the Maestro of an orchestra. Just like the Maestro ensures that the individual performances lead to a synchronized form, the project manager makes sure everything goes as smooth as possible and everyone is on the same page.
Pouya Lucky 