What is a project manager? Responsibilities and best practices explained

What is a project manager?

A PM is a leader who guides projects from the drawing board to the finish line. They make sure everything runs smoothly and stays on schedule. They gather necessary resources, unite team members, and work on continuous improvement.

PMs connect the day-to-day work with the bigger picture. They support the broader objectives of the company and satisfy stakeholder needs.

Project manager responsibilities

PMs juggle a variety of core responsibilities to lead a project through hurdles and changes. Mastery in each of these areas contributes to a smoother experience from the perspective of both team members and stakeholders: 

• Project planning: PMs initiate the planning process, clearly defining the project's scope, goals, and objectives. They develop detailed plans outlining tasks, resources, timelines, and deliverables, creating a solid foundation for project execution.
• Team coordination: Project managers assemble and direct project teams, assigning tasks based on members' skills and experience. PMs focus and unify team efforts by promoting collaboration, resolving conflicts, and leading effective team meetings. 
• Risk management: PMs identify potential risks early, analyze their possible impact, and develop mitigation strategies. This proactive approach minimizes disruptions to the project’s schedule, quality, and budget.
• Budget oversight: PMs estimate costs, establish budgets, track spending, and adjust as necessary to keep the project within financial boundaries while achieving fiscal efficiency.
• Client communication: They maintain open and transparent communication with clients and stakeholders. PMs provide updates, respond to inquiries, and use feedback to adapt project scope to meet or exceed client expectations.
• Maintaining quality standards: PMs implement quality control processes to ensure deliverables meet agreed-upon standards and satisfy client requirements. This helps maintain project integrity.

Project manager skills

The success of any project depends heavily on the unique blend of soft and hard skills possessed by the PM. Here are some of the critical soft skills that PMs need to excel in their role:

• Communication: PMs must master verbal and written communication to convey project objectives, updates, and feedback to all stakeholders. This fosters alignment and collaboration throughout the project life cycle.
• Adaptability: PMs need to respond to project shifts and unforeseen challenges with flexibility. They must be able to adjust strategies and plans to keep projects moving forward.
• Problem-solving: PMs must approach issues decisively. They use critical thinking to analyze problems, devise solutions, and apply them effectively. This minimizes the impact on project progress and outcomes.
• Leadership: PMs provide team leadership to inspire and motivate. They guide team members, support their development, and cultivate a collaborative environment.
• Organizational skills: Exceptional organizational abilities allow PMs to balance multiple tasks and priorities. They skillfully map out schedules, allocate resources, and monitor project timelines to guide their team toward success.

Best practices for project managers

Great PMs commit to applying best practices consistently across projects. They understand that good project management comes from a blend of skill, strategy, and continuous refinement. Here are some key best practices:

Prioritize clear communication

Clear communication keeps everyone moving in the same direction and places transparency and efficiency at the heart of the team's workflow. Encouraging open exchanges of ideas, progress updates, and concerns helps the team tackle obstacles head-on and propels the project forward. 

Create effective project plans

Well-structured project plans contain the following key elements:

• Scope: Define the project scope clearly. This helps prevent scope creep and ensures everyone understands the project boundaries.
• Goals and objectives: Establish what the project aims to achieve. Objectives should be specific, measurable, achievable, relevant, and time-bound.
• Milestones and timeline: Identify crucial milestones and create a timeline that outlines when each project phase should be completed.
• Resources: Detail necessary resources (people, budget, technology) and allocate them effectively. This includes identifying roles and responsibilities.
• Risk management: Anticipate potential risks and strategize how to address them. This fosters a proactive approach to uncertainty management.
• Communication plan: Outline how you will handle communication within the project team and with stakeholders. This includes frequency, methods, and key points.

Use project management tools

Using specialized project management software empowers PMs to excel in their roles. 

Project manager software is a centralized hub for everything project-related, including plans, tasks, and resources. This simplifies outlining projects, distributing tasks, and tracking deadlines. Everyone stays in the loop, reducing mix-ups and enhancing teamwork.

Project management software also improves how teams communicate. Tools facilitate smoother updates, collaborative problem-solving, and efficient coordination. This includes commenting, file sharing, and simultaneous editing.

Confluence is the premier project management solution for PMs seeking to overcome the common PgM challenge of fragmented communication and scattered data and documents. The platform serves as a central repository for all project-related documents and knowledge. Information is readily accessible to anyone who needs it, allowing PMs more time to focus on strategic tasks.

Empower your team

An inspired and empowered team not only boosts productivity but also becomes a driving force behind project success. Effective PMs cultivate a positive work environment through various team management strategies, such as:

• Ensure each team member knows their role, expectations, and how their work contributes to the project's success.
• Give team members the freedom to make decisions about their work. This builds trust and encourages innovation.
• Provide opportunities for team members to develop their skills and grow professionally. This can include training, workshops, or taking on new challenges within the project.
• Regularly acknowledge and celebrate achievements, both individually and as a team. 
• Create an environment where team members feel comfortable sharing their ideas, concerns, and feedback.

Effective project management with Confluence

Confluence transforms project management through centralized collaboration and efficiency. It serves as a dynamic platform where teams unite. They can share and update project plans in real-time, keeping everyone aligned and informed. Confluence offers many features for effective project management, including:

• Simultaneous editing: Say goodbye to endless email chains. Edit documents together.
• Ready-made templates: Jumpstart your projects with templates for everything from meeting notes to project plans.
• Task management: Assign and track tasks right in your documents, keeping everyone accountable.
• Effortless organization: With powerful search and sorting capabilities, finding what you need is a breeze.
• Seamless integration: Jira works with other third-party apps, putting all your tools in one place.

Confluence is more than a tool—it's a game-changer for teams dedicated to improving how they manage projects and collaborate. It also supports versatile content types – think pages for detailed documentation, whiteboards for brainstorming, Loom videos for walkthroughs, and databases for structured information. AI capabilities further expand Confluence’s feature set by summarizing text, highlighting action items, and even adjusting the tone of specific communication.

Try Confluence today and experience a unified workspace that propels projects forward.

Project manager: Frequently asked questions

What does a project manager do on a daily basis?

PMs juggle various tasks daily, including monitoring project progress, talking things through with stakeholders, tackling issues that arise, and tweaking plans to keep everything on track with the project's goals.

What are project management methodologies?

Project management methodologies act as blueprints for navigating a project's life cycle. Agile and Scrum are great for fast-paced, iterative projects. Waterfall and Lean work better for projects with a defined sequence or a focus on minimizing waste.

Why is a project manager important?

A project manager is vital because they act as the bridge between a project's plan and its execution. A PM's core role is to ensure that projects meet deadlines, stay within budget, and adhere to quality standards. Their expertise in managing timelines and resources prevents miscommunication and scope creep. 

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

A program manager oversees a group of related projects, focusing on long-term objectives and the overall impact on the company's goals. A project manager is responsible for the daily operations of a single project. They concentrate on meeting specific deadlines, budgets, and scope.