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Project Manager Roles and Responsibilities


A modern project manager is usually juggling over an ever-increasing number of digital tools. And how can there be balance with all the work they do? The job a manager includes things like running errands in projects and assigning tasks to the team and much more. A manager is majorly responsible for creating a team. The manager has to take care of things from laying the foundation of hiring people to get them on track. They have to develop new skills and find a work-life balance. But what can they do to have the balance with all they do? They simply need to focus on the right things and exploring is the mantra.

Throughout the history of project management, the basic principles have always remained the same, that includes managing resources, schedule, activities, and tasks. There is probably no scheduled optimization between ancient marvels of project management and modern day projects. The project manager has to be sure to control risk and minimize uncertainty. Project managers use project management software, such as ProofHub, to organize their tasks and workforce. This cloud-based system allows project managers to deliver projects on time compared with the time it may take to do it by hand. If you are taking the wheel of a project for the first time or even if you have an experience of handling several projects, be particular with the roles and responsibilities of a project manager for the success of your project.

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Key roles and job responsibilities of a project manager

Project management is a blend of art and science and in today’s business environment project managers should be well versed in a project management system. Today’s project management has grown to include several industries and has been around for several years. A good project manager should have an entrepreneurial mindset so that they can think about the project beyond the basics of project management. They are the one responsible for the overall effort and success and failure of the object. They should have first-hand knowledge and skills to deliver up to the mark results associated with their jobs and responsibilities. To keep your business at its highest level, a project should be led by qualified managers as it makes a huge difference. Let’s have a look into it.

1. Planning the activities

A project manager needs to set an impact strategy that includes a full list of activities that are important for the project. The key responsibility of a project manager includes planning. The project manager needs to define the scope of the project and develop a project schedule accordingly. In general, when a project manager is planning the activities it is important to target the activities effectively to do less but well. The procedures should be efficient enough to deliver the projects within specified time and budget. Also, a backup plan should be created if the situation demands.

2. Organizing a project team to perform work

Another major role of project managers has focused their team’s efforts on elaborate spreadsheets, long checklists, and whiteboards. They need to develop a plan that will support the team to reach their goal easily without hindering the performance. It is their duty to organize their team to show their full potential. A project manager will have have to sometimes put on the duties of human resources like negotiating current employees’ job responsibilities, managing their times and achieving their commitment to the project, bids may be required and contracts will need to be reviewed and keeping everyone in check to make sure that the team’s moves along in accordance with the plan.

3. Delegating the teams

In many situations like a big project, or various tasks involved in a project, it becomes critical to delegate responsibilities to teams wisely. It is a leadership style that every project manager has to abide with and be good at it and eventually it becomes the responsibility of a project manager that needs to be learned over time. A manager should not misuse this responsibility in putting blames or degrading the team members. The tasks need to prioritize the tasks so prioritized to the team members so that they become more effective in their abilities. The managers should also understand the strength and weakness of their teams and accordingly delegate the tasks to them. So, be a good leader who creates an environment that fosters trust through meaningful delegation.

4. Controlling time management

To make a good impression on stakeholders and clients, the project managers need to look for whether the project has succeeded or failed. A project manager needs to be able to negotiate achievable deadlines and discuss the same with the team.  They need to develop a project that has the following features:

  • Objective
  • Process
  • Estimating duration
  • Schedule development
  • Schedule control

5. Managing deliverables

The Project Manager is also responsible for ensuring that the deliverables are delivered on time and within budget as per the business requirements. Their job is concerned with asking questions like:

  • What are the changes being made in the organization?
  • What is the team doing?
  • Why are we doing it?
  • Is there a business opportunity or risk?
  • How are we going to do it?
  • What are the popular project management techniques?
  • Who is doing what?
  • Where are the records and project documents?
  • What are the specifications, schedule, meetings etc?
  • When are the things being done?

6. Monitor progress

Most of the project manager’s time revolves around monitoring the status of projects. After the project has been started, a project manager has to see how much is done and if it is being done as expected. The progress of the project is made during the middle stages of the project through multiple systems like status reports, meetings and informal updates. This responsibility will become easier if a proper management system is selected by the project managers.

7. Establish Regular Meetings

Scheduling regular meetings are difficult for all project managers and it doesn’t work well for every project. But a good for successful projects you probably need one team meeting per week. Or some project managers prefer to have daily standup meetings for a unique project methodology. The objective of the meeting should be met by communicating the rules of the project clearly to the entire team. The project managers should be ready from the beginning to prepare for meeting the objectives. They can set meeting calendar and try to stick to it until there is an emergency to cancel the plan out.

8. Communicate a vision with the team

A project manager should have a vision of where to go and the skills to understand the big picture related to any project. The vision should be conveyed to the entire team so that they understand the importance of their role to achieve the end results. The team should understand the load of work and do the possible efforts to convert goal into a mission. The appropriate tone should be set by the manager for smoother sailing down the road.

9. Managing reports and necessary documentation

Finally, when the project is completed on time and on a budget, the project manager has to then provide an appropriate documentation to present the final reports to clients and identify the areas where there is a need for future development. This is also a major responsibility of a project manager for project development. It has two main functions:

To maintain a record of what has been done in the project and who have been involved in it.

To ensure that the project satisfies all the project requirements

Do you need a project manager?

Eventually, the goal of a project manager is to stay in business by offering solutions that teams need. Despite the size of a project, we all need someone who will be in charge of efficiency and productivity on them. Does your project need a project manager? 89% of high performing organizations have a project manager as project management is becoming the necessity of every business and we should focus on finding a leader who has the vision, the right skills, and knowledge to ensure on-time completion of the project. Project manager and project management are like two facets of a coin and for a project to be successful bringing both into the picture is important. At the end of the day, everything matters and is a complete effort.

 Sandeep Kashyap
Sandeep Kashyap

Sandeep Kashyap is the Founder and CEO of ProofHub — a leading project management and collaboration software. He’s one person always on a lookout for innovative ideas about filling the communication gap between groups, teams, and organizations. You’ll find him saying, "Let’s go!" instead of "Go!" many times a day. That’s what makes him write about leadership in a way people are inspired to dream more, learn more, do more, and become more.

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