What To Expect From Project Manager Job Description and Responsibilities?
By Deepesh KotwaniSep 23, 2019
The main objective of a project manager is to successfully oversee a project from start to end. However, the stages may range from Defining the Project, initiating it, planning it, executing each phase and so on, depending on the type of project or organization. Although, the main goal of a Project Manager is to deliver the end product within the presented budget and the deadline.
According to the Bureau of Labour Statistics, the continuous establishment of new organizations and the expansion of the currently established organizations will result in the growth of management occupations by approximately 6 percent by 2024.
If this projection of the Bureau's proven to be accurate, there could be a job change of as many as 5,05,000 new project managers within the period of the next seven years.
Having a Project Manager in an organization will increase the likelihood of the project being successful and profitable, enabling your business to grow.
The Job description of Project Manager:
The Project Manager is like an agent between the Client and the Organization, according to the Project Management Institute. They make the project goals their own and use their skills to achieve it. This means that Project Managers are leaders, they work towards the completion of the project, making sure that the project is within the budget and on time. They also work towards encouraging their team and to inspire their clients.
Project Manager should possess the ability to communicate efficiently, so as to stay connected with the client. They should also have strong critical thinking capabilities to solve the problems that arise and to not let the problem hinder the project scope.
Responsibilities of a Project Manager:
Different organizations often require that Project Managers, within them, have a certain level of expertise along with the organization’s unique requirements, though there are some responsibilities that are usually seen across the board for Project Managers in all areas, which are:
1. Planning the Project and its Aspects:
Planning is the key to meeting the project deadlines on time and within the budget. The first role of the Project Manager is to make a feasible plan that achieves the objectives and goals of the project. It should define the project scope clearly and should determine the available resources.
A good project manager knows their team’s limits and set the scope of the project accordingly. The plan should include the scope of the project, anticipated time and financial requirements, resources needed, strategy for communication with stakeholders of the project, and the plan for execution and documentation of the project.
Projects are naturally unpredictable and thus planning is a never-ending process. Modifications are to be made along the way so as to successfully achieve the desired goals.
2. Organising and Motivating the team:
Organizing means to assign tasks to the team members and setting deadlines to achieve those tasks. A Project Manager should not bog down their members with unrealistic expectations. Instead, the team should be put front and center.
Realistic tasks should be assigned and the members should be motivated to achieve the tasks before the deadline. The project manager should not get in the way of the members by micromanaging their every step. Instead, they should meet the members every day and should ask for a status update. The members should be appreciated even for the small accomplishments, to motivate them and to boost their morale.
3. Strategic Alignment:
Strategic Alignment refers to all the elements of the business, which can be a marketing strategy, project or the way the company is organized - are arranged in such a way that they fulfill at their best, the long term purpose of the organization.
The most important use of Project Management is to align projects with business strategies. Only those projects should be taken which helps in growing the business.
Mark Langley, the president and CEO of PMI, has said, “If your organization is not good at project management, you’re putting too much at risk in terms of ultimately delivering on strategy.”
4. Time Management:
The client believes that you will provide the results on the specified deadline. The successful completion of any project depends on staying on the schedule. Therefore, Time Management is an important responsibility of a Project Manager.
Many companies use Project Management Software nowadays for time management. A good tool will keep you updated about your deadlines, will remind you of your everyday tasks and can help you by having all the information at a single place.
Time is always ticking toward the deadline of the project. If any problem arises the Project Manager should be able to cope up with it and should not let it affect the project timeline.
5. Budget Controlling:
Money is one of the 4M’s( Man, Money, Machine, Material) of production. Nothing can be done without money.
It should be figured out what proper funding would be needed for the completion of the project. The client should be told about the budget accordingly and now the budget should be maintained or else the business would have no profit or worse, loss may occur.
The Project Manager must figure out a proper budget by analysing the project deliverables and should make sure that the project is done within the budget.
6. Maintaining Quality and Providing Satisfaction:
Maintaining the quality of the project and keeping the client satisfied are two hurdles that every Project Manager must face. You need to work on the project and deliver the project, how the client expected it to be or better. However, this does not mean that you solely focus on the project only.
According to Capterra’s Survey, 38% of respondents said that having proper Project Management resulted in improved customer satisfaction.
The Project Manager should also be good at Client Management so as the project is completed and the client is also satisfied. Rather, you must be in constant communication with them or if that’s not possible, you should send them a weekly update. You should be open to their feedback to make them happy and this will also increase the chances of them coming back to you with future projects.
7. Manage Issues and Risks:
The relationship between a project and an issue is inevitable. Every project is certain to face some issues or risks. Thus, a Project Manager has to remain ready for them and should work towards solving them quickly so as they cannot hinder the project’s timeline.
Risks are potential problems that have not yet occurred but there are chances that they may occur in the future. It is also possible that they may not appear at all, but the Project Manager must figure out before-hand what the risks are and set up a plan to follow if they occur.
Risk Management practices are widely used across most organizations - 27% say they ‘always’ use them, while 35% use them sometimes. Only 3% of surveyed organizations say they ‘never’ use risk management practices.
8. Monitoring Project:
Now, what most people and even the team members of the project think of the work of a Project Manager is that they just have to manage and monitor the project and the team. Monitoring the project is not the only thing that a project manager does but is one of the “N” number of things they do.
The project does not always go as per the plan. The road to project completion contains a lot of bumps on the way. The Project Manager should monitor whether the project and tasks allocated to the team members are going as per the plan. This could be done by daily communicating with all the members or with the use of Task Management Software.
9. Reporting and Documentation:
Finally, the Project Manager has to make the essential final reports and proper documentation is to be done. Reports must contain information about the project, by whom it was done, resources used for the project, budget and what could be done better in the future.
Whether or not the project was completed should be documented along with the project’s full history. This document is useful for the team as well as for the client. If the projects are properly documented, they could be used as a baseline for future projects.
With globalization and the current competitive situation of the market, the projects have become more complex and lengthy. Everyone wants their project to be completed ASAP. Therefore, it’s a good idea to have a Project Manager so you can stand out in the competition.
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