Project roles, Team management

Who is a Project Manager and what skills should they have?

If someone were to ask me to name four key elements and not a single more to ensure the success of a project, they would be as follows: a good project, a good project team, a project charter, and a concerned recipient of the project’s product / final result. I wonder if I surprised some people with this choice, and if so, I will explain it briefly.

Who is a Project Manager?

A project can be compared to a very small or more significant organization (the difference being that a project has an end date and an organization does not). Every organization that functions smoothly needs a leader. This is also the case in a project; first, you need to understand and clarify what needs to be done, then plan the work and determine how much and what resources are required to do it effectively. Then, the project team must be managed so that the product needed for the project can be delivered to the end user. All this has to be coordinated appropriately by someone, and that someone is a good project manager.

In larger projects, the project manager’s role is amplified. While a good project team is crucial, it’s the project manager’s responsibility to meticulously assemble the right people for the job. This task requires a keen understanding of the project’s requirements and the ability to identify the right mix of skills and competencies. A good project manager recognizes that they may not possess all the necessary competencies and skills, and that’s where their strength lies. They involve others, respecting their skills and contributions, to ensure the project’s successful completion.

Organizations waste resources (time and money) because of imprecise definitions of the project goal, scope, and expected result. A simple tool is a Project Charter, where all this can be described, clarified, and approved before the project’s detailed planning begins. An example of such a Project Charter, which is an integral document of the FlexiProject project management system, is shown in the illustration below:

Finally, we come to the role of the final recipient of the project product. Often, the team that implements the project will not be the final beneficiary of the product that the project will produce – it will be a specific customer/recipient of the project. This participant needs to be involved in describing the project’s scope and purpose and then monitoring the project’s progress. The recipient should cooperate with the project manager in each project life cycle phase.

Responsibilities and competencies arising from the role of Project Manager

In terms of planning and execution, the project manager is responsible for, among other things:

• clarifying the project charter, including the project objective, scope, shape of the end product, etc.
• communicating with the project sponsor/end-user to clarify and approve the project charter,
• developing and approving the project plan,
• making sure that sufficient resources are dedicated to the project to carry it out effectively,
• identifying and managing project risks and issues,
• Appointing and managing the project team,
• reporting project progress to the sponsor, steering committee,
• escalating significant project issues,
• resolving potential conflicts,
• liaising with the PMO,
• One of the critical responsibilities of a Project Manager is to ensure that the final project product, as outlined in the project plan, is delivered within the allocated budget and schedule.

A project manager, to perform his role effectively, should possess several both hard and soft competencies – among the most important of which are:

• high interpersonal skills,
• ability to communicate with various project participants and stakeholders,
• problem-solving skills,
• ability to plan,
• ability to identify and manage risks,
• knowledge of primary project management methodologies and the ability to adapt them practically to ongoing projects,
• ability to manage conflict,
• analytical skills.

Who can become a project manager?

Theoretically, a project manager can become anyone who, at least to some extent, has the competencies described in the previous paragraph. These competencies and the implementation of subsequent projects can be improved so we can have them at a lower level right away on the first project on which we are a manager – it can be achieved gradually. But suppose we are introverted people, and our nature has no qualities that allow casual interpersonal interactions. In that case, this is different from the job for such a person.

The role of a project manager is not always permanent within an organization. It’s a versatile role that can be assumed to lead a specific project. During the project, and even before and after, the project manager can also perform other specific business functions in the organization. In this way, the role of a project manager can be temporary, offering a variety of experiences and opportunities.

Someone who wants to excel as a project manager may be okay with the lack of jobs on the market. If you type the keyword project manager on LinkedIn, in the jobs section, almost 1,000 ads appear. These ads are from various industries and require skills from basic to advanced. The same goes for experience; people with little or extensive expertise are sought after. Along with the necessary knowledge, the earnings of project managers are shaped. These salaries start from a few thousand zlotys and go up to more than 30,000 zlotys and sometimes more. Viewed from this perspective, this is a very future-oriented role worth interest. What further proves the attractiveness of this profession is that global studies show that companies are implementing more and more projects every year and will, therefore, need more and more project managers.

For those interested in pursuing a career in project management, various organizations and schools offer training. Notable examples include the International Project Management Association (IPMA) and the Project Management Institute (PMI). Additionally, many colleges and universities offer dedicated majors in project management, providing a comprehensive educational pathway for aspiring project managers.

Project managers can also climb up the career ladder. Most often, one starts as a junior project manager, then becomes a project manager, senior project manager, and then, for example, an area director. The project manager’s salary naturally increases as you climb the organizational structure.

What is the difference between a project owner and a project manager?

In summary, the project manager is responsible for efficiently achieving the project objective within the adopted budget and schedule.

The project owner, in their capacity, is the one who sets the project’s parameters. They define the project’s scope, determine the maximum resources that can be allocated, and set the project’s delivery timeline. They are also the ones who ensure that the project’s end product meets the business’s expectations. Even after the project is completed and the team is disbanded, the owner remains involved with the project’s product.