Unlocking Project Success: The Indispensable Role of a Project Manager
Behind every successful project lies the guiding hand of a skilled project manager.
A project manager drives the delivery of a project. There are some core responsibilities that sit with the project manager, but sometimes the boundaries can blur.
Setting clear expectations from the beginning is critical. This will ensure everyone understands the role they need to play. Especially in the agricultural industry, where it is common for project managers to be third party contractors.
In this article, we look at typical responsibilities of a project manager. And we highlight what organisations should look for when hiring or contracting a project manager.
1. Planning
Project managers are responsible for creating a comprehensive project plan, including:
project objectives
scope
timeline
resources required
strategy for successful project completion.
A high-level project roadmap is usually developed as part of the funding application. Now that funding is allocated the project manager needs to build the next level of detail. They should check the original timeframes and activities and adjust where necessary. The project manager should also highlight any risks or issues that need to be monitored.
A well thought out project plan is the backbone of successful project delivery. Developing the plan is one of the most critical tasks for a project manager.
2. Executing the Plan
The project manager is also responsible for making the work happen. They need to allocate resources to the planned activities, and then manage those resources. The project manager ensures the right work gets done, on time and on budget.
Project manager tasks involved in executing the plan can include:
stakeholder engagement
assigning tasks to team members
reviewing and providing feedback on project team output
checking compliance with relevant guidelines and industry standards/regulations
resolving issues/disputes
3. Problem Solving and Decision Making
No project ever goes 100% according to plan. One of the crucial roles of the project manager is to respond to changes and adapt the plan as needed.
Project managers need to prioritise activities and tasks. They must make critical decisions about executing the project plan. This is why having a solid understanding of the desired project outcomes is so important. The project manager will need to use that as a guide when prioritising tasks and adapting the plan.
4. Monitoring and Reporting
Developing a comprehensive project plan is critical. But monitoring the execution of that plan is perhaps even more important.
Monitoring activities include:
tracking progress
preparing regular status reports
updating project documentation
communicating project progress to stakeholders and higher management
Monitoring the budget is also a key task for project managers. But, the project manager doesn’t own the project budget – that usually sits with the project owner. They do need to plan spending to deliver the desired outcomes of the project. And then track spending against that plan to avoid over (or under) spending.
Project managers are also involved in project closure/evaluation activities and reporting.
5. Leading and Managing the Team
Project managers lead, direct and motivate the project team. They align everyone towards a common goal - delivering the project outcomes.
Project teams are often a mix of different backgrounds, professions and industries. Project delivery also involves inputs from the funding body, service providers, contractors and others. So, the project manager must create a team culture of collaboration, communication and high performance.
What to look for when hiring a Project Manager
The project manager can make or break a project. Here are the key things you need to look for when finding your project manager:
Industry knowledge and experience. So they understand the nuances of the context they will be operating in.
Interest in and curiosity about the project and the problem it is trying to solve. So they will listen, learn and drive the project to the best possible outcome.
Ability and desire to build relationships. So they can effectively engage with stakeholders and build mutually beneficial relationships.
Ability to communicate with a wide range of audiences. So they can tailor their messages and communication style when engaging with different stakeholders (like executives vs farmers)
Ability to influence and inspire. So they can motivate the project team to perform at their best and bring everyone together towards a shared goal.
An open mind. So they can see past any biases or assumptions, and explore all opportunities to achieve project success.
A great project manager will ensure smooth delivery of the project and improve the project outcomes.
If you’ve just had your funding proposal or tender accepted and are looking for project management support, Cross Country Management can help. Get in touch and let’s have a conversation about setting your project up for success.