Daily tasks of a project manager

A typical day for a project manager involves several critical responsibilities, including:

(1) Resource Planning and Allocation

Regardless of the industry, most project managers start their day by analyzing and planning resource allocation. This task is crucial, especially when initiating a new project plan or gearing up for the next sprint. During this process, project managers must maintain a big-picture perspective while focusing on individual projects. They allocate financial resources, assign team members tasks, and ensure that projects are completed within the specified deadlines.

Time management is the most valuable resource project managers oversee. During a demanding sprint, team members might lose sight of overarching goals. It’s the project manager’s responsibility to help the team use their time wisely, prevent delays, and keep projects on track.

(2) Creating and Refining Project Plans

After resource planning, project managers focus on developing and refining project plans. They use various project management methodologies depending on the company’s needs and preferences.

For instance, software development teams often use the Agile methodology. The project is broken down into manageable tasks or “sprints.” Team members may be divided into smaller groups, each assigned a specific deliverable to complete during the sprint.

Each sprint follows a brief review period during which deliverables are assessed, monitored, and refined. The choice of methodology is crucial to the success of any project, so project managers must select the most appropriate one.

(3) Conducting Team Meetings

Daily meetings are a cornerstone of effective project management. These meetings can involve the entire department or just team leads and typically occupy 1-2 hours of the project manager’s day.

Many project managers use the “scrum” meeting format—short, focused meetings capped at 15 minutes to maximize efficiency. These scrums allow project managers to touch base with each team daily, ensuring everyone is aligned and on track.

(4) Reassessing the health of each project

By early afternoon, the project manager has reexamined resources, created or refined project plans, and conducted meetings. Next, they reassess the health of each ongoing project, identifying which are on schedule and which may be falling behind or over budget.

This assessment involves developing strategies to address potential delays, such as reassigning staff or requesting additional resources from supervisors.

(5) Updating clients and stakeholders

Most project managers conclude their day by updating clients and stakeholders on the progress of their projects. This could involve phone calls, in-person meetings, or visual progress reports. Transparency and client satisfaction are vital, making this one of the most important tasks in a project manager’s daily routine.

 

Biggest day-to-day challenges

While a day in the life of a project manager can be exciting, it’s also filled with challenges. Project managers must be quick thinkers, problem solvers, and adept at adapting to changing circumstances. Common challenges include:

(1) Poorly Defined Goals

Stakeholders and investors don’t always have a clear vision of what they want or what the final product should look like. This lack of clarity can make it difficult for project managers to steer the project toward a successful outcome.

Project managers must make on-the-fly decisions when goals are poorly defined and adjust course as necessary. Failure to do so can harm client relationships and result in significant financial losses.

(2) A Lack of Communication

Another common challenge is a lack of communication between project teams. While project managers can facilitate collaboration, team members must be willing to share information and communicate effectively.

Project managers must proactively address communication issues and friction between team members to overcome this barrier. By identifying problems early, they can resolve them before they negatively impact the project.

(3) Conflict Resolution

Great project managers know how to pair individuals with complementary skill sets and personalities to minimize friction and promote collaboration. However, disagreements are inevitable, especially as deadlines approach. A skilled project manager must be adept at conflict resolution, finding common ground, and ensuring that all parties are satisfied.

 

(2) Obtain a Certificate

A certificate in project management, such as the Asana Project Management Certificate offered by Pathstream, will equip you with invaluable skills and knowledge. This program covers the basic principles of project management and provides hands-on experience with the world’s most popular project management platform.

(3) Land an interview

Once you’ve acquired the necessary skills and a certificate, you can start applying for project management positions. While landing a job without experience can be challenging, you might begin as a team lead to gain management experience.

After securing your first interview, prepare by reviewing common project manager interview questions and practicing your responses.

 

Start your journey with Pathstream

If you’re ready to pursue a career as a project manager, Pathstream can help you get started through our employer partnerships. Our innovative programs, offered in collaboration with top universities and backed by industry leaders like Asana, are available to you through your company’s education benefits.

When you enroll in our comprehensive Project Management Certificate Program, you’ll gain access to experienced instructors, quality learning materials, and invaluable career guidance. Pathstream provides the tools you need to succeed in project management and advance your career.

See if your employer is partnered with Pathstream and covers the cost of our programs.