Project management has experienced a huge amount of growth over the past couple of years, and even more so during the pandemic. In fact, 89% of organizations now have some form of a project management office, and 50% have more than one.
As project management becomes increasingly more important, project management software is similarly becoming more sought after. The project management software market is projected to almost double in size over the next five years, jumping from a respectable $5 billion to a massive $10 billion.
The pandemic has made this all the more necessary. With 70% of employees working from home, the value of digital software for project management is undeniable for hybrid and remote teams.
But project management isn't an easy task. Individuals can't just dive into the role of project manager without cultivating certain skills and traits that make project management even more beneficial to your business.
Here are seven skills that any great project manager will need.
Essential Project Management Skills
Project management isn't one particular skill set. There are many different skills that can elevate someone's performance as a project manager. And while there are countless skills and traits that can lend themselves to project management, some are more valuable than others.
Here are seven of the most crucial project management skills:
- Time management – keeping track of how long a project takes is an obvious goal of project management
- Communication – it's not just for relationships; staying in touch with your team needs to be a priority
- Humor – professional doesn't mean humorless, which is why keeping it light can go a long way
- Patience – nobody is perfect, and your team will be more productive if they don't feel like they have to be
- Perseverance – every project hits road bumps, but encouraging your team to stick it out can help
- Leadership – you need your team to look to you for guidance and that starts with this skill
- Industry knowledge – you can't manage if you don't know what you're doing
“Time isn't the main thing, it's the only thing.”
– Miles Davis
Rarely has there ever been a project without at least a vague deadline. Everything worth finishing needs to be completed in a somewhat timely manner, and falling too far behind the deadline can kill a project's momentum.
46% of team leaders claim that hitting deadlines is their second biggest problem, and – possibly as a result of this – time tracking is the second most popular feature of project management software. Still, while time tracking is hugely useful, the ability to mentally map out deadlines and timelines for your projects cannot be undervalued.
Any reasonably sized project is going to be done in chunks, so the ability to sort these chunks, estimate their necessary time resource, and keep yourself and your team on track to hit set deadlines is a great skill.
“Every project has a deadline, and each task within the project also has a deadline. The project manager needs to have excellent time management in order to keep the project running smoothly and on time. It is often up to the project manager to create a timeline and make sure the whole team is working to meet deadlines throughout the entire process.
Breaks are as important for the team as the working hours are, and therefore it is important to understand how your team functions before you make any time management decisions.”
– Alex Mastin, Founder, CEO of Home Grounds
How to improve your time management
Working on this skill is easy, and can be done in your free time. Even the most everyday tasks like cooking or reading chapters of a book can be looked at through a lens of time management, and practicing keeping to certain time frames in these contexts will improve that skill for your project management needs.
In the context of managing a project, implementing a methodology like Kanban or Scrumban will help you become more efficient with your time.
“The single biggest problem in communication is the illusion that it has taken place.”
– George Bernard Shaw
Any project of a significant scale will be handled by a team, and any team needs smooth communication between members and leaders in order to function at peak performance. Poor communication has been reported to lead to project failure around 30% of the time, while well-connected teams see a productivity increase of around 25%.
Communication is a tough nut to crack for even the most sociable and personable folks. No matter how you word things, you can never be 100% sure if the person you're talking to truly understands what you're trying to convey.
“To keep a project running successfully, stakeholders and clients must maintain continuous and effective communication, and new changes must be conveyed to team members to avoid ‘surprise assaults.' As a project manager, the most important thing you can do is make sure that the lines of communication between you and your team members are constantly open, so that anyone may approach you without hesitation.
“Project failure is frequently caused by ineffective communication. As a result, you'll want to ensure that everyone gets the information they need to make decisions and move forward with the project. Project status reports are a good method to keep everyone informed about new advances in a project and keep everyone on the same page.”
– Andrei Kurtuy, Co-founder and CCO of Novorésumé
How to improve your communication
As difficult as mastering communication can be, there are still some easy ways to address communication failures at work, and they don't have to involve you yourself improving your language skills.
Firstly, make sure there are consistent meetings. While meetings can feel like they disrupt the pace of a day, they're good ways for teams to communicate issues or obstacles, and to get feedback on how they should go about addressing those problems.
One of the best ways to ensure that your project management process has optimal communication is to use the various tools that come packaged with project management software. These include:
- Tracked updates: Any change to the larger project or to a smaller task will be broadcast to all affected parties, ensuring that everyone is aware of any changes that might impact their personal work pipeline
- Project history: A broader summation of all the progress made so far, including who's done what, and when it was turned in
- Periodic reports: Reports that come in every day or week that include a breakdown of the project's progress, highlighting any tasks that are falling behind schedule
- Dashboards: Places to view real-time updates, like the overall trajectory of the project, or possible future communication errors
“If you're not having fun, you're doing something wrong.”
– Groucho Marx
Of the skills on this list, humor is possibly the hardest one to cultivate. In fact, our sense of humor has ties into our DNA, so working on it can be tricky. However, having a sense of humor isn't just the ability to tell knee-slapping one-liners. A sense of humor can also be your capacity to keep the mood light and the spirits high, especially when things aren't going as planned.
Humor is a massive stress reliever, so reassurance from a manager in the form of a joke or a laugh can really take a load off. For example, if a worker were to come to their manager with something out of their control that had gone wrong, it'd be a lot more reassuring for the manager to give a sarcastic “oh that's great, I was hoping something like that would happen,” rather than a sincere display of panic.
It's not always the right time for jokes, of course. If someone makes an error, gentle reassurance may be more appropriate than a sarcastic quip, however well-meaning the quip may be. Either way, keeping a light-hearted and friendly attitude will be hugely beneficial to your team's communication and to the project as a whole.
“Patience is not passive. On the contrary, it is concentrated strength.”
– Bruce Lee
It's an unfortunate truth that any project taking place over an extended period of time is going to have its highs and lows. It can be very easy to let emotions overcome you when it comes to things like deadlines, important clients, and recurring issues.
However, keeping a cool head and level emotions is critical in making sure that one problem doesn't send the entire project into a nosedive. In fact, it might just be the most crucial ability, as over 90% of top performers were found to be skilled at managing their emotions in times of crisis.
However, just as it's one of the most important skills, it's also one of the hardest to cultivate. It's so easy to let a small slip-up convince you that the whole project's going wrong, leaving you in a state of paralysis. But there are ways around this.
How to improve your patience
Like most other skills on this list, improved patience is helpful not just for project management, but also in life in general. Reminding yourself that an event is not the end of the world, taking 10 seconds to respond to something rather than going with your emotions, or even attending regular meditation or mindfulness sessions can all greatly help you improve your patience and control your reactive impulses.
“Impossible is just a word people use to make themselves feel better about giving up.”
– Vyse (Skies of Arcadia)
Something to know before starting any plan (not just in a project management sense, but a broader life sense) is that an infinite number of things can go wrong. Having the fortitude and mental strength to recover and react to problems is key. It's no secret that New Year's resolutions don't really work, with around 90% of people saying that they expect to drop their resolutions within 3 months of creation.
When a new project or goal is dropped into our lives, the following few days are very exciting. Unless it's something we already know we're going to dread, we typically put our all into doing everything we can. However, as the days go on, people can tend to lose a bit of the fire in their bellies. Maybe they get distracted, maybe they get disheartened by a mishap or mistake, or maybe they just get bored. In any case, it's easy for the passion to slip a bit as time passes.
The ability to look at the road ahead of any given project and persist despite any setbacks or problems is a crucial one. Encouraging this quality in your team by displaying it yourself could mean the difference between a half-hearted project turned in weeks after the deadline and a glowing paragon if what your organization is capable of.
“Before you are a leader, success is all about growing yourself. When you become a leader, success is about growing others.”
– Jack Welch
Leadership is a rather nebulous quality. In a way, it's all of the prior skills mixed together, with an extra something on top. A leader is like the orchestrator of a choir. While each musician has his or her skillset, the orchestrator assigns the instruments and voices according to the composer's intentions.
If you're managing a team, good leadership can be the line between a happy and healthy work pipeline and a crumbling, disjointed project destined for failure. In fact, 8 out of 10 employees quit if they don't receive the appreciative leadership they think they deserve.
But appreciating hard work is just one part of leadership – one part of many that all work toward the same goal: motivation. In the words of French author Antoine de St. Exupery, “if you want to build a ship, don't drum up the men to gather wood, divide the work and give orders. Instead, teach them to yearn for the vast and endless sea.”
“When it comes to project management, I’ve learned that it’s as critical to understanding your team members’ individual “why’s” as it is the overarching purpose of the project.
Because not every team member will believe in the project, finding a way to motivate them based on their individual values can help bring them into the fold for a stronger collaborative effort. *Even if someone isn’t personally invested, there are usually ways you can discover their values tied into some aspects of the project.”
– John Li, Co-Founder and CTO at Fig Loans
How to improve your leadership
All the skills on this list will have dozens of seminars and lessons you can enroll in in order to improve yourself, but leadership may be one of the easiest skills to improve. All you have to do is be open with your team, and be receptive to their feedback and feelings. No matter how sure you are that you're an effective leader, you're realistically the last person who should be weighing in on your own leadership skills. Likewise, if your team is sincerely happy with your leadership skills, then you shouldn't worry (too much) about needing to improve.
“Experience is one thing you can't get for nothing.”
– Oscar Wilde
It's basic, it's obvious, but it's indispensable. An intimate knowledge of your business, industry, and team is crucial in effectively managing a project. If your project is designing a business's brand but you don't know the first thing about graphic design, color theory, or feedback gathering processes, then your whole process is going to be stunted.
“You should take the time first to understand the current work culture and then start to make any new changes. Many project managers have a tendency to want to introduce something new and different based on their experiences, but you must remember to do it with finesse.
After all, you can't just jump in and start making changes to a team without completely understanding its strengths, constraints, limitations, team dynamic, and work culture. You have to be able to make changes in a way that can be absorbed in the right attitude.”
– Eden Cheng, Co-Founder of PeopleFinderFree
How to improve your industry knowledge
The good (or bad) thing about this skill is that there's no cheat or hack to get it quickly. You can't be born with it either. It just comes naturally as you spend time in an industry. A report published by Training Industry Quarterly estimates that new employees take between one and two years to become fully productive after being hired.
If you couple that with Malcolm Gladwell's famous estimate that it takes around 10,000 hours to master any given task, it's clear to see that accumulating and retaining industry knowledge is no quick feat. It's just something that needs to be worked on over time.
Why Are Project Management Skills Important?
The best way to answer this question is really to flip it around. These are important life skills that can be applied to project management. Patience, time management, communication – these are all necessary skills no matter what field you're going into , and can make you a more efficient and charismatic individual.
As for why this helps in a project management setting, there are two main umbrellas that these skills fall under: organization and motivation.
Organization is necessary for any big team. It's very easy for details to get lost and for communication to fall through the cracks if the structure of the project is not organized correctly. One unseen message about a small change can spell disaster, especially if it is unnoticed for a few weeks, and the mistake is built upon over time, potentially wasting weeks of work.
Motivation is a less tangible but no less important facet of project management. Depending on the end goal, projects can take anywhere between a couple of weeks to multiple months. If you or your team struggle to maintain momentum as the days tick by, deadlines may be missed, work may be subpar, and the entire project might fall through.
Motivation and organization both comprise the following skills, meaning that any effective project leader will shine in at least some of these categories. No one is perfect, but putting in the effort will lead to a happier team, a happier client, and an overall better product and experience for everyone.
Tips to Improve Your Project Management Skills
As dismissive as it may sound, the best way to improve any skill is just to do it as much as you can. However, it's possible that project management-related business opportunities aren't springing up constantly, and when they do, you'll probably want to take them seriously, not as scenarios to foster skills.
However, if you're serious about improving your project management skills, then a great way to keep them fresh is to implement them into your everyday life. If you're doing any kind of multi-step task, try to keep a project management mindset, and integrate these skills into that process.
For example, every employee requires some aspect of time management to maintain daily routines, so mastering juggling your job, social life, exercise, cleaning, and various other tasks is a great way to train a skill that can be easily applied to project management.
It's also key to communicate with people as much as possible. Many of the skills listed involve understanding people – being able to convey ideas and motivate them. The more you interact with people in real life, the more you'll be able to understand how to inspire them, make them laugh, and push them toward a goal.
Some other project management tips and tricks include:
Do your best to avoid distraction throughout the day. Distraction can kill the momentum behind any project, so channelling all your attention into your project is the best way to stay on or ahead of schedule.
“Many projects become overly difficult as a result of having too many tools and functionalities available. So-called software bloat is a severe issue that may easily stymie progress.
That's why it's critical to pick your tools carefully and avoid all the distractions that come with having a wider software portfolio than you require. You'll want to make sure everyone is using the same software and that you're making use of integrations and syncs whenever possible to guarantee everything runs smoothly.”
– Lauren Cook-McKay, Director of Marketing & Content at Divorce Answers
Time block at the beginning of the day
While a simple list of things to do is a good start, 41% of to-do list items are never completed. Putting time aside for each task is a better way of making sure that each item gets the attention is deserves
“Blocking time on your calendar, especially for deep work/thinking tasks, is a must to produce your best end product. Batching tasks with similar modes of thinking will help save time and mental energy too.
Know what your time is worth and if it cost more for you to do the task than to delegate or outsource it, get it off your plate and let another resource take on the work. All of these things combined create a streamlined and efficient workday for you and your team.”
– Laura France, Director of Marketing at Think Consulting
Make notes of everything
No matter how small something is, if it's even slightly important to the project at hand, make sure to make a note of it. There are few things more fatal to a project's progression than being halted due to poor communication or record-keeping.
“I’ve found that it’s crucial to note everything that’s being discussed
and planned. After each meeting, I draft up a summary and email it to everyone involved, so that we can always find the needed information and see what we agreed on even weeks later. I put Snooze on all the emails I want to return to. I also use Slack reminders to make sure I don’t forget anything.”
– Toms Blodnieks, COO of DeskTime
We've scattered some testimonials throughout the article from professional project managers. Here are a few more that might hold some nuggets of wisdom for an aspiring project manager.
“We all enter into projects with the hope that they go off without a hitch, but a great project manager understands the risks and pays special attention to them. During the planning stages, you should not only identify potential risks but create a risk mitigation plan that minimizes the potential impact of risk events. Plan for the worst-case so you can still turn it into a successful outcome.”
– David Aylor, Founder and CEO of David Aylor Law Offices
“As a project manager, you should create a plan that avoids multitasking to increase your overall efficiency. With 100 tasks pulling at your attention, it can be tempting to work on several things simultaneously, but multitasking can cause up to a 40% loss in overall productivity.
Improve project efficiency by discouraging multitasking and modeling the behavior yourself, assigning tasks to be completed in order, not concurrently.. Staying sharply focused on one task at a time and reducing your attention disturbances will help you complete your projects faster.”
– James Diel, Founder and CEO of Textel
“Test anything delivered to you. Many people in your company have a wide variety of excellent ideas, but not all of them work on a large scale. To make sure everything is in working order, test everything that falls on your desk.
Make sure your efforts are meeting or beating your expectations. For example, a project to increase the marketing efforts of a cleaning service tests each market. Test the effectiveness of posting cleaning tips on Twitter, business details on Facebook, and images of before and after cleaning.”
– Jim Pendergast, SVP of altLINE