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.
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.
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.
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.
The job of a project manager is detailed across five key stages.
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.
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.
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.
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.
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.
Below are 15 common KPIs that are used to evaluate the performance of 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 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.
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.
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.
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 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.
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:
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.
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.
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.
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.
If you are looking for tips to ace your next interview for a project manager position, here are 20 top interview questions:
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.