Managing a project team-12 tips for the project manager

The project team undoubtedly significantly impacts the course, timing, and success, so it is undeniably a vital element of the project. However, for the team to work efficiently, productively, and reliably, it needs someone to manage it. While managing a project team is not the easiest of tasks, it is an essential component of effective project management.

Project team

A project team is more than just a group of individuals working on a project. It’s a collective force that brings together diverse ideas, specialist knowledge, and a faster pace of learning. This synergy allows the team to achieve project goals more effectively and efficiently than individuals or organized groups could alone.

Project team management

Managing a project team is no walk in the park. It’s a challenging responsibility that’s also incredibly rewarding. The key to success is timely and effective completion of goals and objectives. This is where resource management comes in. It’s about ticking off tasks and fostering a close-knit, almost perfectly cooperating team to achieve the set goals.

Three stages of project team management can be distinguished:

• The stage of organizational planning is related to planning communication within the project team.
• Obtaining project team members is crucial since human resources are a critical element of the project. The selection of the right people is essential for the project. Team members should be matched in terms of skills and competencies to the tasks for which they will be responsible.
• The team formation stage is a never-ending stage during which teamwork is constantly improved and developed. During this stage, the project team’s management structures play an essential function.

The role of the manager when managing a project team

Project managers face numerous challenges during the implementation of individual projects. All the tasks facing project managers require a great deal of knowledge, many skills, and competencies, both hard and soft. More than developed techniques or knowledge of tools may be needed.

The multitude of tasks, responsibilities, and roles project managers face can prove overwhelming, especially for those managing a project team for the first time. A few critical points are particularly worth noting:

1. SELECTING THE RIGHT PEOPLE FOR THE TEAM

This stage is one of the most critical project team management steps. An unsuitable person for the task will undoubtedly not perform his duties in the way expected by the manager. And what if there are more such people in the team and the overall number of people is too high? Before selecting team members, the project manager should consider what he expects from his team and its members and how large the team should be.

Working in a group that is too large can cause chaos or misunderstanding. It often leads to procrastination, either by a few people or the whole team, or conflicts concerning, for example, the failure to perform individual duties. That is why it is essential to determine the number of people necessary to carry out a given project.

The manager should analyze the various stages of the project and consider what tasks the team will carry out and, therefore, who the ideal person to carry out each of them should be. Consequently, it is best if the project manager participates in the recruitment process for the project team. This allows him to select the right colleagues who will guarantee the achievement of the set goals.

2. APPROPRIATE ALLOCATION OF RESPONSIBILITIES

Already having an appropriately selected team, it is worth carefully observing the work and skills of team members. Usually, each member has different skills, competencies, or knowledge in another field. Appreciating this diversity in the project implementation process will make it run more smoothly and efficiently.

In addition, the project manager should carefully define an employee’s responsibilities and set realistic goals and requirements. Each team member should know exactly what they are responsible for, what is within the scope of their duties, and what they will be held accountable for and evaluated based on. Do not make demands higher than the person’s competence or require a sudden upgrade of skills needed for the moment.

3. MAINTAINING THE RIGHT RELATIONSHIPS

Working in a close-knit, pleasant team runs more efficiently and effectively. Of course, there are limits to establishing relationships with colleagues, which should not be crossed. This applies to both the project manager and the team members, but ensuring you have the best relationships with colleagues is worthwhile.

The project manager should know all members of his team. Friendly, professional relationships will allow him to maintain his leadership position and increase respect and trust in him. Suppose the manager is friendly with his colleagues, listens to them attentively, and does not ignore their needs or punish them for everything. In that case, subordinates do their work with a better attitude and more significant commitment and do not cover up even trivial possible problems or mistakes.

The limit of friendship with co-workers should also not be crossed. If a project manager is treated as a colleague, he loses his leadership position in the eyes of his subordinates. Such a situation can reflect on the project implementation process. Losing the coordinator slows down the project’s pace of work, and individuals’ commitment decreases. Therefore, finding a golden mean that will create a pleasant atmosphere and positively affect the project implementation process is worth it.

4. POSITIVE ATTITUDE

In addition to friendly relations with co-workers, the project manager’s positive attitude and commitment are also critical. If the manager is not committed to the project, does not fulfill their responsibilities, rarely shows up for work, is difficult to contact, and assumes in advance that the project has no chance of success, the motivation and commitment of employees decrease.

5. PROPER COMMUNICATION AND COOPERATION

It has been known for a long time that proper communication is one of the keys to success, especially if several people are working for this success. The project manager should ensure that communication between him, team members, and employees is at the right level. It is a good idea to talk to co-workers and listen to their needs or ideas by brainstorming. The project manager should also convey information clearly and lucidly so that each employee knows what they are responsible for, how to perform a given task, and the project’s goal.

6. (E)EVALUATE AND CONSTRUCTIVELY CRITICIZE THE WORK OF EMPLOYEES

To coordinate the team’s work, the project manager should conduct regular performance evaluations of employees. Through this evaluation, he can assess the project’s stage, whether each collaborator is fulfilling his duties, and whether he is indeed the right person responsible for the task. In addition, based on such an evaluation, the manager and the employee will know their strengths and weaknesses, what they have achieved so far, what skills they have developed, and what they still need to work on.

Everyone is eager to hear praise after doing something well. Therefore, a project manager should spare no praise towards his employees. Appreciated and rewarded (e.g., with a raise, promotion, or flexible working hours) for a job well done or doing an extra task, team members feeling honored will perform the following tasks with even more commitment. Praise and appreciation will not only increase employee commitment but also have a positive effect on the relationship with the supervisor. Every project manager should realize that an unappreciated (though valuable) employee can change employers at any time, wishing to find an environment where their work will be appreciated.

The project manager should also be able to criticize his team’s work. However, this criticism should always be constructive and justified and should not refer to the person but to the job done, or not done, by him. Constructive criticism, although not always pleasant, will also improve the relationship between the supervisor and employees. By criticizing constructively, that is, by explaining what was done wrong while suggesting how it can be done better next time or improved now, the co-worker trusts the manager and his competence. Noticing that the criticizing supervisor can explain where the mistake was made and hint at how to correct the error, the employee gives the manager more respect and treats him or her as an authority figure.

7. RESIGNATION FROM COOPERATION

It happens that even though an employee initially seemed the ideal person for the project team, over time, it turns out that they are only sometimes suitable for the project. One of the manager’s tasks is to assess such a situation skillfully. While perhaps not everyone will be comfortable with such circumstances, it is the manager’s responsibility to manage a project that must be executed in a certain way and within a specific time. Therefore, one of the tasks of a project manager is, among other things, to resign from working with people who negatively affect the project process or the work of the team. This is a complex but sometimes necessary duty for some, which can raise the morale of others who may feel uncomfortable by the behavior of a co-worker or for the equal treatment (equal pay) of someone who delays the work and does not fulfill his duties.

8. ENSURING THE RIGHT CONDITIONS FOR WORK

When executing a project, the right equipment and tools can improve the entire process and the team’s cooperation. The project manager should ensure that team members have access to tools, standard systems, and appropriate equipment that the individual employees responsible for each task will need.

9. TAKING CARE OF THE DEVELOPMENT OF THE PROJECT TEAM

Many people are focused on continuous development and learning new things. Therefore, it is worth investing in mandatory and voluntary training and courses to allow the team to expand their knowledge, skills, and qualifications. This is undoubtedly a good investment that will be useful during project implementation. Subsidizing the training courses offered by colleagues is also worthwhile so that the time spent on learning will be well spent.

10. MOTIVATING THE PROJECT TEAM

One of a project manager’s (most important) tasks is to motivate the project team. Taking care of proper motivation and involvement of team members is extremely important and has a tangible impact on the project execution process. A team in which motivation is not high enough will perform its duties longer, less effectively, and inefficiently. Through lack of motivation, employees also lose their attachment to the workplace. Therefore, to ensure that tasks are completed on time and accurately, project managers should ensure that their project team is properly motivated.

11. PROPER ORGANIZATION

Proper organization allows you to achieve your goals and perform your duties efficiently. Dividing tasks among individuals is one thing; performing functions in the correct order at the right time and place is another. One of the steps in the project implementation process is project planning for a reason. With a plan, the project virtually could exist, as neither the manager nor the employees would have any idea what they are working on, what they are supposed to do, what they have/can use, or what budget they can use.

The project manager should ensure that every project member knows the project plan, its goals, and precisely what they are responsible for. A proper project management program containing all the most critical information about the project will help keep things in order. With a project management program, all project team members will have constant access to all the necessary data.

12. CONFLICT RESOLUTION

There’s a reason why one of the skills in demand for managerial positions is the ability to resolve conflicts during a project. Conflicts are often inherent in teamwork. They introduce negative emotions into the team’s work, thus adversely affecting the work of the entire group. Therefore, it is also the task of the manager to resolve conflicts reasonably and objectively, which will not discriminate or favor anyone. Managing a project team is a complex task. It is a complex process that requires managers to have many competencies and skills that will be tested every day and at every possible opportunity. But don’t be discouraged. Applying the above practices and developing your own will allow project managers to build a perfectly functioning project team and make it easier for them to manage it and the project as a whole.