What is a Project Manager? A Guide to Everything You Need to Know
Projects drive change, innovation, and progress within organizations across all industries. Whether it’s building a new product, launching a service, or implementing a process improvement, every project is a unique journey that transforms vision into reality. The hero behind every project is the project manager. This critical role brings order to chaos, drives projects forward from start to completion, and makes a lasting impact by changing the world for the better. Effective project management is essential for achieving these outcomes. Let’s dive into everything you need to know about the role of a project manager.
What is a project?
When the need is identified for a new product, service, program, process or any other beneficial change or outcome, a project is created to support the required work.
Every project is unique in nature as it’s meant to plan and implement something new where the future state will be different from the current state. Each project contains its own set of sequenced tasks and activities to be successfully implemented.
There is always a defined start and end to each project. In some cases, work will need continue after the project is fully implemented. This is the phase where the project becomes operationalized, meaning that there is a transition to ongoing operations and the work is no longer considered a project.
Projects come in all sizes and level of effort. While some small projects can be done by individuals, most will require collaboration with others. Projects pull together a number of key stakeholders to define the project’s scope and objectives, along with the required tasks and activities needed to successfully plan and implement the project.
A project requires the appropriate management of scope, time, cost, quality, resources, communications, stakeholders, procurement, and risks. These activities are typically managed by a specialized, professional role called a project manager.
What is a project manager?
A project manager is a professional that organizes, facilitates, and coordinates all aspects of a project through initiation, planning, execution, monitoring and control, and close out. This invaluable, goal-oriented individual brings their vast knowledge, experience, and skillsets to support the day-to-day management of a project and brings it to successful completion.
Why are project managers important?
Project managers change the world for the better. They have the unique ability to turn vision into reality, and bring order to chaos. They do this by breaking down big ideas into tangible, and manageable tasks and activities, and facilitating their completion in an organized, sequenced approach.
A successful project manager possesses the skills, resource management, and organizational abilities that are crucial for the success of various projects.
Complex ideas like building bridges or skyscrapers, sending rockets into space, building renewable energy facilities, launching large-scale events like conferences and festivals, building complex medical centers, and developing complex software applications are all to the credit of incredible project managers who keep these large-scale projects organized and moving forward.
What does a project manager do?
A project manager plays a crucial, lead role in planning, organizing, and facilitating all aspects of a project. They are responsible for defining the project scope, establishing clear objectives, and gaining agreement with key project stakeholders on the expected outcomes and deliverables. Once the project is underway, they oversee all the tasks and activities required to successfully plan and implement the project.
A project manager’s responsibilities include acting as a liaison between key stakeholders, including clients, team members, and senior management, and ensuring everyone is aligned and informed about the project’s progress. As the “face” of the project, they regularly communicate updates, manage expectations, and address any concerns.
They are responsible for setting up the appropriate project governance structure to facilitate decision-making, escalate issues, and manage risks. This structure helps to ensure that the project team and subject matter experts are effectively utilized throughout the project to support both project planning and project execution.
Project managers also play a critical role in problem-solving, identifying potential challenges early, and engaging the right stakeholders to make informed decisions. They need to be able to navigate complex situations and adapt to changes as a project evolves.
Throughout the full project lifecycle, project managers monitor progress, ensure timelines and budgets are adhered to, and maintain the quality of deliverables. They also manage the transition to ongoing operations once the project is complete to ensure a smooth handover.
What are the day-to-day tasks, duties, and responsibilities of a project manager?
Project managers are constantly busy managing all aspects of a project. Their day-to-day tasks often include the following:
Communication
Communication includes sending status updates to keep stakeholders informed, scheduling and preparing for meetings, holding meetings, and managing all project communications. This involves sending or replying to emails, messaging, collaborating with the project team, and acting as a liaison between key stakeholders to ensure everyone is aligned and informed.
Task Management
Project managers check the workplan and schedule often and delegate tasks accordingly. They develop and review to-do lists; identify and follow up on action items, define project progress based on what has been accomplished, and determine what needs to be done next. This involves touching base with team members on their progress, managing calendars to plan around tight deadlines, holidays, and team member vacations, and adjusting plans as needed to stay on track.
Documentation
This includes developing and maintaining project documentation to keep everyone informed of the project workplan and progress. Project managers are responsible for keeping a historical record of the project and all its activities, tracking and documenting completed tasks, creating status reports on the project’s progress, and managing a central location for all project documents to ensure easy access and organization. Utilizing project management software and file shares can significantly enhance these documentation processes by centralizing information and improving accessibility.
In addition to these day-to-day tasks, many project managers often feel like they are dealing with a constantly shifting landscape. They must handle unexpected challenges or “fires” that come up that require immediate attention. Keeping all project team members involved, motivated, and on track is another critical responsibility which can sometimes feel like “herding cats”. Being adaptable, proactive, and managing multiple priorities are key skills for success in this role.
What industries hire project managers?
Project managers are essential across virtually every industry and can be found in most companies around the world. Here is a list to help illustrate the many industries that hire project managers:
- Aerospace
- Automotive
- Communications
- Construction
- Defense
- Education
- Energy
- Engineering
- Finance
- Gaming
- Government
- Healthcare
- Information Technology
- Infrastructure
- Legal
- Manufacturing
- Marketing and Advertising
- Media
- Non-Profit
- Research
- Retail
- Supply Chain
- Travel
- And more…
Any industry that involves complex projects requiring coordination among multiple key stakeholders can benefit from the skills and expertise that a project manager brings to the table. Project managers can navigate the challenges that arise in diverse sectors, from highly regulated environments like healthcare and finance to rapidly changing industries such as technology and media. One thing is for sure, no matter the industry, the need for project managers continues to grow making them a critical asset to organizations worldwide.
Can project managers work remotely?
In many cases, yes. The ability for a project manager to work remotely often depends on the industry they are in and whether their project teams are centralized or spread out geographically. Project management work is often done using online resources such as digital file sharing, virtual meetings, and electronic documentation. However, in industries where the project output involves physical products, there are advantages to being on-site at least some of the time to monitor progress and ensure quality.
How do I become a project manager?
There are many different paths to becoming a project manager, including:
- Some people find themselves unexpectedly managing projects as part of their current job, realizing later that they are performing the role of a project manager.
- Others hear about project management and intentionally seek out opportunities to learn more about the role and its responsibilities.
- Some individuals have a natural talent for organizing and planning, often gravitating towards a project manager role without even realizing it.
- Being involved in a project as a participant can spark an interest in being a project manager, leading some to pursue it as a career.
- Taking a project management course in school or through an educational program can inspire some to explore this career path further.
- For many, the appeal of being a project manager lies in the job opportunities and salary potential, prompting them to pursue it as a profession.
If you’re interested in becoming a project manager, you can start by gaining experience with small projects or engaging in educational opportunities as a stepping stone. Here are some suggestions on how you can explore this further:
Gaining Experience
On-the-job experience is incredibly valuable, but if you are new to project management, you might be wondering how to start gaining relevant experience. Here are some ideas:
- Explore a project assistant or entry-level project role in an industry that interests you.
- Ask your current leader if there are any side projects you can take on in addition to your regular duties to start building project management skills. This can also help you determine if you enjoy this type of work.
- Look for internal opportunities to move into a project manager role within your organization through a transfer or promotion.
- Volunteer with a local non-profit or charity to gain experience by managing a project for them or helping to plan and organize an event.
- Gain experience with small project jobs on gig economy websites like Fiverr, Upwork, and Freelancer.
- Network within your online community to find project management mentoring opportunities where you can shadow someone more experienced who is willing to share their knowledge.
- Ask to participate in a project as a team or committee member at your current job to learn about the behind-the-scenes planning and implementation involved.
- Help a friend or family member plan a big event like a wedding or retirement party, using project management methodologies to organize the celebration.
Even if you start small, gaining some level of project management experience that you can add to your resume is important. Remember, experience doesn’t have to be “paid” at first. You just need to start demonstrating the right skills and show your ability to plan and implement a project successfully.
Gaining Education
It’s important to build a solid foundation in project management by learning the basics and methodologies. There are many online courses and programs to help you develop your knowledge and prepare you for a career in project management. Here are some options:
- Explore online courses on platforms like Udemy that offer a good baseline in project management.
- Check out Coursera, which offers a Project Management Certificate program and other relevant courses.
- Google also offers a Project Management Certificate program, which can be a great starting point.
- Attend a local project management conference. Check out local chapters of the Project Management Institute (PMI) to find conferences, symposiums, or other education sessions in your area.
- If you’re interested in higher-level learning, consider schools that offer a project management bachelor’s and master’s degree. While not at all necessary to become a project manager, these advanced degree programs can be beneficial for those who love higher learning and seek this type of personal challenge.
What essential skills and qualities do I need to be a project manager?
Project managers are proficient in a variety of technical and interpersonal skills and demonstrate a number of distinct qualities that allow them to excel in what they do.
Effective project management is crucial for ensuring project success by leveraging these skills and qualities.
Technical Skills
Technical skills are often referred to as hard skills and are related to project planning and execution. These include skills such as defining project scope and developing project charters, data analysis, performance reporting, develop project and communication plans, project lifecycle management, risk management, building schedules and Gantt charts, leveraging project management software, and more. These skills continue to develop over time as experience is gained and are a requirement for all project managers.
Interpersonal Skills
Interpersonal skills are often referred to as soft skills and they are all about how to work with and relate to other people. These skills are in high demand and are essential to build and develop as a project manager. These include skills such as:
- Leadership
- Effective communication
- Decision-making
- Time management
- Active listening
- Team management
- Emotional intelligence
- Public speaking
- Negotiation
- Organizational skills
- And more
Improving these skills is vital as these are what will often set you apart from competition when seeking a new project management role.
Qualities
Project managers should be able to:
- Be adaptable and flexible to change.
- Communicate clearly and effectively with different audiences.
- Stay calm in high-stress situations and keep their cool under pressure.
- Motivate and inspire others.
- See the big picture and anticipate the needs of the project.
- Focus on finding solutions.
- Break down complex tasks into smaller, manageable steps.
- Build relationships and trust with key stakeholders.
- Manage with integrity.
- Build and foster relationships with a variety of stakeholders.
Is it stressful to be a project manager?
Being a project manager is an incredibly rewarding and satisfying career choice for those that love to plan, organize, and see the results of their hard work come to life.
However, it wouldn’t be realistic if we didn’t share that like any career, it certainly has its share of stressful days. Project managers often drive the entire planning and implementation of projects with various levels of complexity within fast-paced environments. This all happens while working with short deadlines, tight budgets, and a variety of stakeholders with different needs and communication styles that need to be brought along the entire project journey. On top of this, some industries experience higher levels of change and complexity than others.
Project managers are often great at navigating the different personalities and conflicting interests of various key stakeholders.
Despite project managers sometimes working in demanding and stressful conditions, at the end of the day, as project managers, we love what we do.
Those that work in this role tend to be naturally cool and calm under pressure and manage stress effectively by creating detailed project plans, setting realistic goals and expectations, escalating issues when they arise, and delegating tasks to the right team members who have subject matter expertise.
Are project managers in high demand?
Yes! The world is continuing to see the immense value that project managers bring to all industries across the globe. Even though this is a highly competitive field, the need is high and is only expected to grow rapidly over time. According to the Project Management Institute (PMI), 25 million new project management professional job openings are expected around the world by 2030, highlighting their importance across various industries such as software development, healthcare, IT, and finance.
How much does a project manager make and what are the salary expectations?
There are a number of factors that impact how much a project manager can make including what industry you select, the years of experience you bring to the table, what country you live in (and the location), your level of education, and whether you have any certifications in project management. Your salary will naturally increase over the course of your career as you gain more experience, and achieve valuable certifications such as the Project Management Professional (PMP) designation. Income levels will also increase as you progress from an entry-level role to a more senior position.
According to The Digital Project Manager, recent salary surveys from 2024 show an average of $104,919 USD in the United States, $106,451 CAD in Canada, and £56,182 in the United Kingdom. The actual amounts vary widely based on position and industry. Finance, Banking, and Insurance along with Healthcare and Medical are often on the higher end of salaries, while Media, Marketing and Advertising tend to be on the lower end of the salary spectrum.
Project Management Institute’s most recent salary survey offers insights in U.S. Dollars only, and indicates a median salary in the United States of $120,000, $103,789 in Australia, $99,512 in Germany, $87,993 in United Kingdom, $79,464 in Singapore, and $73,761 in Canada. For additional salary data, the PMI 13th Edition Survey Summary can be found here.
What career opportunities and progression can I expect as a project manager?
There are numerous opportunities to grow and advance as a project manager, with roles ranging from entry-level positions to executive leadership, depending on the industry and size of the organization.
Entry-Level Roles
For those with no (or limited) prior experience, entry-level positions often include titles such as Project Assistant, Project Coordinator, Junior Project Manager, or Entry-Level Project Manager. These roles often work alongside a more experienced project manager, handling tasks that are less complex and narrower in scope. This position provides a great opportunity to gain foundational skills and knowledge in project management.
Mid-Level Roles
After gaining a few years of experience under your belt, you can move into standard project manager roles. These positions may vary by industry and project type with titles such as Project Manager, Creative Project Manager, Technical Project Manager, or Project Specialist. At this level, the project manager is responsible for handling multiple projects which may vary in complexity and size, requiring them to apply their growing knowledge and skills to achieve project objectives. Understanding both Agile methodologies and traditional project management approaches, such as the waterfall model, becomes crucial to effectively manage different types of projects.
Senior-Level Roles
As your experience grows, you will have the opportunity to advance to senior positions. Senior Project Managers typically oversee complex projects or programs with multiple sub-projects. This role requires strategic and critical thinking, and the ability to manage higher levels of complexity often involving significant cross-functional collaboration between teams, departments, or companies.
Executive and Leadership Roles
For those with extensive experience, opportunities may present themselves to transition into leadership positions, such as leading a project management team, department, or Project Management Office (PMO). These roles involve overseeing multiple project managers, coaching and mentoring team members, developing project management strategies, and managing the intake process for new projects. Leadership roles focus on aligning project goals with organizational objectives and ensuring the overall success of the project management function.
Is being a project manager a good career choice?
Yes, choosing a career in project management can be a great and lucrative option, especially as you gain more knowledge and experience. There is high demand for project managers worldwide, and this continues to grow significantly each year. Project management offers attractive salaries, career growth opportunities, skills development, and significant job satisfaction.
Project management is also highly flexible, with roles available in nearly every industry and many diverse environments from start-ups to multinational corporations. Here at Project Management Life (PML), we believe project management is an amazing career choice. Project managers have the unique ability to bring projects to life, make a difference every day, and see the tangible results of our efforts.
If you enjoy leading teams, solving problems, and seeing projects through from start to finish, this is a highly rewarding and in-demand career to consider.
How do I know if being a project manager is the right career choice for me?
Only you can decide if this is the right career path for you, but this might be an excellent fit if you are naturally skilled in the following:
- You have strong leadership and communication skills.
- You are well-organized and can break down large tasks into smaller, manageable steps.
- You enjoy seeing tasks and activities through from start to finish.
- You have the ability to stay calm in high-pressure situations.
- You enjoy working with people and building relationships.
Remember, being a project manager can be a rewarding and lucrative career option where you have the ability to bring order to chaos and turn visions into reality. If you’re someone who thrives on challenges, loves organizing details, and finds satisfaction in seeing a project through to completion, then a career as a project manager could be your calling. By combining education, experience, and a strong personal brand, you can excel in this dynamic and rewarding field, make a lasting impact on your projects, and help change the world.
How can I learn more about being a Project Manager?
We invite you to learn more about project management by joining the PML Tribe here at Project Management Life (PML), familiarizing yourself with the Project Management Body of Knowledge (PMBOK) Guide that the Project Management Professional (PMP) certification is based on, or checking out one of the many available great courses on project management.
Also, check out our blog post called What is Project Management? A Comprehensive Guide for Beginners to learn more about projects, the project life cycle, methodologies and approaches, knowledge areas, and more.
Who is Project Management Life (PML)?
Project Management Life (PML) is a team of passionate project managers who believe in the power of this incredible profession and provide our knowledge, guidance, and support to our colleagues.
We know that project managers are often the unsung heroes that drive innovation and progress, and bring calm to what might otherwise be chaos. We are the leaders behind the scenes that work tirelessly, and deserve to be celebrated for our incredible efforts in making the world a better place.
We founded PML on the idea that we can inspire each other with stories of success and valuable lessons learned, empower each other with career advice and resources to thrive both personally and professionally, and support each other to achieve a fulfilling work-life balance by focusing on our health and well-being.
By living our best project management life, we bring our best selves to our projects, our teams, and the world.
We truly believe that project managers change the world.
Join the PML Tribe
The PML Tribe is a growing online community of project managers supporting our fellow project managers. Whether you’re a new or experienced project manager, this is a place where we can connect, learn, celebrate, and support one another.
Membership is free, and you get access to a weekly, members-only newsletter that is jam-packed with exclusive and curated content about project management, career growth and personal branding, health and well-being, personal self-improvement, professional development, work-life balance, and more. We are also launching an invite-only community forum, an exclusive clothing brand just for us, PML podcast, and so much more.
Join us today, and don’t miss out!
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Disclosure: This article may provide links to products or services that PML feels would be beneficial to our fellow project management colleagues and friends. In some cases, PML may be compensated for purchases made, at no cost to you. This is used to support the growth of the PML Tribe community and website, and we promise to continue to provide valuable content as we grow.
