What are Project Manager Roles and Responsibilities?

Ever wondered what project managers actually do? It’s a common question! Project managers are the backbone of any project. They coordinate tasks, set timelines, handle project budgeting, and so much more. They are truly irreplaceable!

Whether you’re thinking about a career in project management or just curious about what goes on behind the scenes, this article will shed some light on the roles and responsibilities of project managers. You’ll see why they are such an integral part of every project team. Let’s dive right in!

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What is a project manager?

A project manager is the guardian that every project needs, taking care of it from beginning to end. According to the Project Management Institute, “Project managers are organized, goal-oriented professionals who use passion, creativity, and collaboration to design projects that are destined for success.”

In other words, a project manager leads an entire team throughout the project life cycle, driven to achieve project goals and objectives within the approved budget and ensure timely completion.

Additionally, a skilled project manager must manage project risk, identify and manage key stakeholders, and ensure effective communication with all parties involved.

Recommended read: Project Management Goals

What are the roles of project managers?

• In the context of a business: A project manager acts as a strategic leader who aligns project goals with the broader business objectives. They ensure projects contribute to the company’s growth, efficiency, and profitability by managing budgets (including a time budget), timelines, and resources effectively. Their role is crucial in maintaining the competitive edge and operational excellence of the business.

• In the context of a project: Project managers are the driving force that ensures everything runs smoothly from start to finish. They develop a detailed project plan, manage risks, and adapt to any scope creep to meet deadlines and objectives. Their oversight guarantees that the project stays on track, within scope, and delivers the expected outcomes.

• In the context of a team: Within a team, a project manager serves as a motivator and coordinator. They assign tasks, monitor progress, and foster collaboration among team members. By resolving conflicts and maintaining open communication, they ensure that the team stays focused and productive, driving the project towards successful completion.

What are project manager responsibilities?

Let’s explore some of the key responsibilities of project managers work toward:

Planning

A project manager must develop a project plan that outlines the project scope based on the objectives, allocating resources, and setting milestones, goals, and timelines. Working closely with the project team, they create a detailed work schedule and identify potential risks and issues that could impact the project’s successful delivery.

This role requires constantly balancing the project’s deliverables, client expectations, and internal stakeholders’ needs. If the planning phase isn’t carefully thought through, the team might stumble upon many roadblocks, highlighting the importance of a project manager’s skills even before the project starts.d upon many roadblocks. That is why project manager skills have a noteworthy impact even before the project starts.

• TIP: Get to know some examples of project milestones.

Organizing

After the planning phase, a project manager is responsible for organizing everything for the project, including human resources, project management software, and other resources. A skilled project manager will check resource availability and start building the project team based on the project objectives.

They plan the work while considering the essential skills needed for the project and the team members’ expertise. Once the team is formed, the project manager ensures everyone understands their responsibilities and roles.

TIP: Find the best project management software that allows you to organize your project better.

Monitoring

Progress monitoring is crucial for successful project completion. A project manager must continuously monitor and track the project progress, including managing risks, addressing issues, and resolving conflicts.

It’s their responsibility to ensure the project stays on track and is delivered on time, within the approved budget, and to the expected quality.

• For basic task monitoring, use the free Excel task tracker template
• Learn how to manage the budget of a project

Leading and motivating

A successful project manager fosters motivation within the project team, regardless of the challenges encountered along the way.

They act as leaders, working towards creating a positive team environment and ensuring that the team is cohesive and collaborates effectively.

By building a good team environment, they boost motivation, help achieve project goals, and ensure timely completion.

Communicating

A project manager needs an effective communication plan to keep key stakeholders and team members informed on the project’s progress. They must clearly and concisely communicate project changes and updates, and possess excellent active listening skills.

Whether addressing client queries, negotiating with vendors, or understanding management demands, good communication helps anticipate and prevent unforeseen events.

Overall, a good project manager needs a strong understanding of project management principles and techniques, along with excellent leadership, communication, and problem-solving skills.

Read also: How to improve communication skills to increase your productivity and efficacy.

Time management 

Effective time management involves setting achievable deadlines, prioritizing tasks, and ensuring proper time estimation.

The essential part of time management is time tracking, usually handled with a support of a simple time tracking app.

Accurate project time tracking is crucial as it provides evidence of billable hours, helps to keep budgets in check, and supports time estimation for future reference.

Recommended read:

• The time monkey effect: How it leads to inaccurate estimations and project failures
• Time management skills
• Employee time tracking

Task management

Project manager is responsible for task management, too. As they lead projects, they meticulously plan and organize each task within a project, assigning ownership to team members, setting deadlines, and ensuring resources are allocated appropriately.

They track progress, monitor task completion status, and adjust plans as needed to keep the project on schedule. This involves regular communication with team members to provide guidance, resolve issues, and maintain momentum towards achieving project milestones.

Risk management

Risk management is crucial for project success, helping to prevent unexpected problems and budget issues throughout the project life cycle. Project managers identify and address potential risks such as resource shortages or delays in client approvals.

They evaluate project risks, create plans to handle them, and monitor them throughout the project life cycle. Using project management tools helps spot risks early and keeps projects on track.

• Recommended read: How to create a project risk management plan

Budgeting

One of the key responsibilities of a project manager is to maintain control over budgets. This requires precise initial budget forecasting to avoid overspending.

They closely monitor expenses, track cash flow, and identify opportunities for cost reduction. Budgeting also includes devising a budget and reallocating funds as needed.

Losing control of the budget can adversely affect client relationships, cause complex projects to derail from initial timelines, and lower team morale.

Documenting and reporting

Proper documentation should begin at the outset of the project. Project managers must establish effective methods to monitor project progress and evaluate performance. This includes collecting data, generating project status reports, and maintaining other necessary documentation.

All actions should be approved, documented, and archived for future reference. This approach provides valuable insights into project performance, identifies areas for improvement, and supports overall project success.

Read also: How to measure project profitability

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How to become a project manager?

Thinking about becoming a project manager? It’s a career path that offers great rewards, including competitive salaries and job opportunities across various industries. Sure, it can be challenging and stressful at times, but project manager roles are consistently in demand. To break into this field, you’ll want a mix of education, training, and hands-on experience.

Many successful project managers have degrees in business administration or engineering. Even better, getting a project management certification can really boost your chances and earning potential. These credentials prepare you to handle the complexities of project management with confidence. Remember, being a project manager also requires specific skills that combine leadership, communication, and problem-solving abilities.

• Recommended read: Best Project Management Courses

What are key project management skills?

Becoming a good project manager requires a diverse set of skills that enable them to manage projects effectively from start to finish.

These project management skills can be broadly categorized into hard and soft skills, with the latter including personality traits that are not always taught in project management certifications. However, they are required on almost any project manager job description you will find there:

• Hard skills such as project planning, risk management, budgeting, and time management are essential for effective project management.
• Soft skills such as communication, leadership, problem-solving, and emotional intelligence are equally important in building successful project teams and managing stakeholders. 

Daily project manager responsibilities

A project manager’s day is largely filled with meetings and coordination. They begin by reviewing schedules and priorities independently before morning meetings with the team to update project tasks and milestones.

Throughout the day, they communicate with stakeholders, monitor project progress, and adjust plans as needed. Meetings are pivotal, involving discussions on project status, addressing challenges, and making collaborative decisions with stakeholders, team members, and clients.

Beyond meetings, project managers allocate time for strategic planning, budget management, risk assessment, and ensuring quality standards are met, highlighting their leadership in driving success.

Conclusion

While each project manager’s role may vary, there are commonalities and essential skills required for effectiveness. Every project manager’s job description emphasizes the need for a blend of technical expertise and soft skills. Project management professionals must be adept at methodologies and excel at leadership, problem-solving, and communication.

Given their pivotal role in project success, project managers must possess the requisite skills, experience, and mindset to achieve exceptional outcomes consistently.

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