What is a project manager and how can you become one?

Every business aspires to have the best talents to take on the role of a project manager (PM). However, there never seem to be enough qualified PMs to fill all the vacancies. So, what does a project manager do? What are recruiters looking for in a project manager? How can you ace the PM interview?

The following article will provide insights into the ideal PM profile that every company is searching for.

What does project manager do?  

A project manager (PM) leads and manages a project from inception to completion. Their role encompasses planning, organizing, coordinating, and controlling project activities to ensure that the project’s objectives are met on time, with the right quality, and within the budget.

Key roles of a project manager include:

Ensuring project success  

The PM is tasked with leading the project team and overseeing all activities related to the project. To ensure a project's success, a PM must effectively manage three key elements: risks, resources, and timelines.

• Risks: By proactively identifying potential risks and implementing corrective measures, the PM ensures the project navigates challenges effectively, minimizing disruptions and potential damages.
• Resources: The PM allocates resources, such as personnel, equipment, and budget, efficiently to ensure that the project progresses as planned without facing resource shortages.
• Timeline: Additionally, the PM schedules the project, guaranteeing that all tasks are completed on time and in the proper sequence.

Bridging internal and external stakeholders  

The project manager acts as a crucial link between various stakeholders, including the project team, senior management, clients, and suppliers.

The PM must align all stakeholders with the project's direction, objectives, and goals, ensuring seamless communication of progress, change requests, and any arising issues between internal teams and clients. 

For example, the PM consistently updates senior leadership and client representatives on project status. If an unexpected cost occurs, the PM collaborates with both sides to clarify the cause and develop a mutually agreeable resolution.

Key responsibilities of project manager  

The job of a project manager is detailed across five key stages.

Initiating

In this phase, the PM collaborates with stakeholders to define the project’s specific goals and scope of work. This involves gathering customer requirements and ensuring that everyone clearly understands the project’s objectives and expectations.

Planning

During the project planning phase, the PM defines the project scope, creates a work breakdown structure, estimates the required resources, and determines the timeline for each task. The PM also plans the budget to ensure smooth and efficient project operations. Additionally, they identify and assess risks that could impact the project and develop strategies to manage and mitigate those risks.

Executing

In this stage, the PM is responsible for directing and managing all project tasks. This includes monitoring the progress of team members, resolving any arising issues, managing quality control, reporting project progress, and communicating effectively to ensure everyone is up to date with the latest project information.

Monitoring

The PM oversees the costs and quality of deliverables. After completing the quality assurance process, the products are verified and approved (or declined) by the stakeholders. If the products meet the established standards, they will be transferred to the customer or internal team as requested.

Closing

To complete a project, the PM must finalize all phases and procurement, settle the budget, hand over deliverables, conduct inspections, and prepare the project report. They dissolve the project team and conduct a comprehensive project evaluation, which includes gathering feedback from team members and other stakeholders.

Key performance indicators (KPIs) for project manager  

Below are 15 common KPIs that are used to evaluate the performance of a project manager:

1. Schedule variance (SV) measures the difference between the actual project progress and the planned schedule. A positive SV indicates the project is ahead of schedule, while a negative SV suggests delays.
2. Cost variance (CV) measures the difference between the actual project costs and the initial budget. A negative CV indicates that the project is over budget.
3. Resource utilization index evaluates how effectively resources, including personnel, equipment, and budget, are used within the project.
4. Earned value (EV) measures the actual value gained from the project, based on the work that has been completed.
5. Quality metrics assess the quality of project deliverables, services, or processes to ensure that the project meets or exceeds established quality standards.
6. Risk impact index measures the level of impact that potential risks could have on the project.
7. Project cycle time tracks the time taken from the start to the completion of the project, helping to evaluate the efficiency of project execution.
8. Staff turnover rate measures the rate at which team members leave the project within a specific period, which could indicate team management or morale issues.
9. Team satisfaction index gauges the satisfaction level of the project team concerning factors such as work environment, management style, and workload.
10. Client satisfaction index measures how satisfied the client feels about the product or service delivered by the project.
11. Task completion rate tracks the percentage of tasks completed out of the total number of tasks in the project.
12. Number of overdue tasks measures the number of overdue tasks compared to the project schedule. A high number of overdue tasks could signal significant management issues that need immediate attention to maintain project momentum.
13. 13. Return on investment (ROI) assesses the profitability of the project relative to the initial investment, indicating the financial health of the project.
14. Net present value (NPV) evaluates whether an investment project generates financial value and is worth pursuing.
15. Payback period measures the time required to recoup the initial investment in the project. The shorter the payback period, the sooner the project becomes profitable and the lower the financial risk.

How to become a project manager

A project manager can either enter the field directly after studying project management in school or progress into the role by gradually taking on more responsibilities in their current position. Regardless of the path, here are the essential skills and knowledge you need to acquire to become a successful project manager.

Project management knowledge  

Project management goes beyond merely planning and tracking progress. A project manager must have a deep understanding of project management methodologies, tools, and processes, including development models like Waterfall, Agile, Scrum, and Kanban. This comprehensive knowledge enables a PM to select the most appropriate approach for each project and tackle challenges with precision and confidence.

Leadership and teamwork skills  

Managing a team requires a PM to possess strong leadership skills, including the ability to motivate and enhance team performance. This involves a thorough understanding of team dynamics and the ability to create a positive work environment that encourages collaboration and creativity.

By delegating tasks and leveraging team members’ strengths, the PM fosters respect, comfort, and trust, thereby enhancing team morale and boosting overall efficiency.

Time management skills  

Meeting deadlines is one of the most crucial responsibilities of a PM. They must not only excel in managing their own time but also be accountable for the overall time management of the team.

To keep the project on track and ensure adherence to the plan, the PM must excel at estimating task durations, setting clear deadlines, and monitoring progress. Key skills include planning, time allocation, and task prioritization.

Communication skills  

As a PM shall connect with various stakeholders, communication is a critical soft skill, not only for conveying messages but also for building relationships, resolving conflicts, and fostering collaboration within the project. Strong communication is the foundation for a cohesive team and a successful project outcome.

Critical thinking  

Critical thinking is the ability to reason and analyze information to make informed decisions and solve problems. As a PM, you’ll often face complex and ambiguous situations where it's essential to ask the right questions, thoroughly evaluate context, and apply logical reasoning to find practical solutions.

A project manager must maintain clarity of thought and composure under pressure to make wise and timely decisions that guide the project to success.

Career path of a project manager

The career journey of a project manager can vary depending on the industry, project scale, and personal development. However, the following is a common career path that a PM might follow to advance in their career:

Starting as an intern or project assistant

At the beginning of their career, individuals who are new to the workforce or transitioning into project management may start as an intern or project assistant. In this role, experienced PMs will guide and support them to familiarize themselves with the workflow and basic project management tools.

Promoting to junior project manager

After gaining sufficient experience and knowledge, an intern PM may advance to the role of junior PM. In this position, they will be assigned small projects or manage a part of larger ones under the supervision of a senior PM. Their tasks include planning, tracking progress, and managing minor resources.

Promoting to senior project manager

With enough experience and proven success, a junior PM can move up to the role of senior project manager. In this role, they will take on a lot more responsibility and manage larger projects that involve multiple stakeholders and resources.

Promoting to specialist

After years of accumulating experience and achieving success as a PM, some individuals may choose to specialize in a particular field or lead and manage a team of PMs within the same industry.

Promote to director or senior management

Finally, outstanding PMs may advance to higher leadership positions, such as director or senior manager within the organization. In these roles, they are responsible for shaping and driving the organization's strategy in terms of project management.

20 common interview questions for project manager role

If you are looking for tips to ace your next interview for a project manager position, here are 20 top interview questions:

General questions

1. Can you describe your experience managing projects? What types of projects have you managed? (e.g. IT, construction, marketing)
2. What project management methodologies are you most familiar with? How do you decide which methodology to use for a project?
3. How do you handle changes in project scope? Can you provide an example of a time when scope creep occurred and how you managed it?
4. How do you prioritize tasks within a project? What tools or techniques do you use to manage priorities?
5. How do you ensure that a project stays on budget? What steps do you take if a project is at risk of going over budget?

Leadership and team management

1. How do you handle conflicts within your project team? Can you give an example of a conflict you resolved?
2. What strategies do you use to keep your team motivated, especially during challenging phases of a project?
3. How do you delegate tasks among your team members? How do you ensure that tasks are assigned to the right people?
4. Can you describe a time when you had to manage a team remotely? How did you ensure effective communication and productivity?
5. How do you handle underperformance within your team? Can you share an instance where you had to address this issue?

Communication and stakeholder management

1. How do you manage communication with stakeholders who have conflicting interests? Can you provide an example?
2. How do you keep stakeholders informed of project progress? What tools or methods do you use for reporting?
3. Can you describe a situation where you had to deliver bad news to a client or stakeholder? How did you approach the conversation?
4. How do you ensure that all stakeholders are aligned with the project goals?
5. What steps do you take to manage stakeholder expectations?

Risk management and problem-solving

1. How do you identify and manage risks in a project? Can you provide an example of a major risk you encountered and how you mitigated it?
2. Describe a time when a project you were managing was in danger of failing. What actions did you take to turn it around?
3. How do you handle unforeseen challenges or obstacles during a project?
4. Can you give an example of a project where you had to pivot due to unexpected changes? What was the outcome?
5. How do you evaluate the success of a project? What metrics or KPIs do you use to measure success?

Project manager as a general

A project team without the leadership and direction of a project manager is like an army going into battle without a general. Just as a general empowers their troops to achieve victory, a PM holds the crucial role of guiding their team to success in the business arena.

In an ever-evolving work environment, it is essential for a project manager to continually update their skills, knowledge, and tools. I hope this article gives you a clear overview of the project manager position and a strong foundation for a successful start with your job.