What Does a Project Manager Actually Do?
As someone who teaches project management methodologies and prepares candidates for professional exams, one question comes up more than any other: what does a project manager actually do?
It’s a fair question. Many people have preconceptions about the role… some are accurate, others are not. In this blog I aim to break down the reality of what project managers really spend their time doing.
Stakeholder Management
Many argue that project management is a people-based job, and I agree. In my opinion the largest portion of a PM’s job is managing people, communicating with people, and influencing people. A project manager will fundamentally have to report to project sponsors and other key stakeholders. Their buy-in to any project is essential, and without their support change initiatives often fall apart.
However, do not ignore the stakeholders who don’t have decision making ability; even these stakeholders can significantly influence a project. Alternatively, having the support of many can also push projects to new heights. People matter, and great PMs know this and are always actively engaging them.
Risk analysis and prevention
All projects are born into the realm of uncertainty. Constant analysis of risk is paramount to running a successful project.
It all starts with risk identification. PMs will sit with their teams and map as many threats and opportunities as possible. Of course, great PMs will learn from projects gone by to spot new risks for the future. We have some known unknowns which we need to prepare for and try and work to get on top of the unknown unknowns.
Following identification comes analysis. While PMs execute these workshops, they will be establishing the probability and impact of every uncertainty. Will it delay us? Will it help us save cash? Does it affect justification? Every aspect of risk gets reviewed, detailed on a risk register, and then responded to.
PMs must always ensure the right mitigation actions are put in place for every scenario. Reduce the threats and maximise the opportunities, however necessary. Following something like the PRINCE2 risk management approach is always a good place to start when a PM needs to consider different risk responses.
Planning
This one I feel that most people would have guessed, so let’s push understanding even further. Sure, we plan, but what is the planning process actually like?
PMs will start by documenting scope, not just on what IS to be produced by a project, but what is also specifically NOT produced by a project. This is much more than just writing a list, it is creating breakdown structures, product backlogs, and applying prioritisation techniques on top of these.
Then comes the schedule; much more than just a calendar. PMs are responsible for ensuring activities of the teams are clearly laid out, not clashing, and not overworked. Resources and materials need to be booked for delivery accordingly and machinery must be procured. Dependencies between tasks and resource usage are the focus points for any PM in the planning phase.
Progress Monitoring
When the ball finally gets going, the PM will be monitoring all of the variables (time, cost, quality, scope, etc) and controlling them as best they can. Tweaks, changes, adjustments are going to need to be made frequently. Very rarely does a PM get through any project without a replanning of some sort.
But let’s assume it is a breeze and no major reworks are required; the PM still needs to keep their eye on the ball. They will have logs, registers, reports and more that all keep them up to date with progress. A PM is constantly asking three things:
Where am I?
Where should I be?
Therefore am I on track?
If yes, then super, play on PM! If not, corrective action needs to be taken and perhaps even partner up with a project executive to help steer this ship. Perhaps that’s a topic for another blog: What does a Project Executive actually do?
Summary
In short, a Project Manager plans the work, coordinates the people delivering it, monitors progress, controls the variables, and prepares for the unexpected.
At its core, project management is not just a syllabus or a checklist. It is an entire profession built around delivering change, and it can only truly be understood through time and experience.
If you fancy diving into the world of project management, get in touch and I can guide you with qualification advice and present potential options for your learning pathway.