5 Areas a Successful Project Manager Should Focus on in 2021

The world has changed already. Project Management has to change as well.

We, project managers and leaders, need to adapt to new realities of remote work, unique constraints, new technologies, etc.

There are thousands of project managers who need to learn new skills right on the spot. They need to invent new ways to work with old teams and stakeholders.

If you want to be a great project manager in 2021 in the new world, this article is for you.

That’s why I would like to share five areas that you need to focus on. I would even say that you can ignore other areas for now.

For sure, I can only scratch the surface here and explain the reasoning behind it. If you want to dive deeper into any of these five areas, I prepared a resource guide for you. You’ll find it at the end of the article.

#1: Revisit Your Project Integration Management

Project Integration Management is the science and art of putting all processes, tools, and people together into a cohesive whole. It happens on three levels:

1. Tools and processes level
2. Project goal level
3. Stakeholders level

Before the pandemic, you had an integrated project management approach to some extent. And in the last few months, you made lots of quick decisions to make it all work again.  

For example, processes may stay the same. But tools have changed. Now we all use Zoom, Google Docs, and online PM software extensively.

If it was new for your team - you need to revisit lots of processes from scratch.

I see a great opportunity here to improve the efficiency of project management dramatically. If only you could take the time to analyze old processes from the perspective of new capabilities.

At the very least you can do the following:

• Review information flows and communication. Check what data and information you require and what communication methods you use. I can bet you’ll find lots of cases where you can automate processes.
• Adjust templates for seamless data flows. If you use spreadsheets, ensure that format and units of measurement are consistent across the board.
• Make old tools digitally integrated.If you use project management software - put everything in it. Try to link different aspects of a project together. Think about the Requirements Traceability Matrix or Risk Register that links various tasks, documentation, and estimates.
• Capture decisions in one tool.Don’t keep requirements in Azure DevOps, Risk Register in Spreadsheets, Project Charter in Google Docs, and meeting notes in emails. As much as possible, move it all into one solution.
• Invite critical stakeholders into your PM Tool.Don’t keep them separated in emails and meetings. Make them an integral part of the team.

This leads us to the next point...

#2: Become the Leader of the Transformation

Who should initiate all these changes? Should you wait for your leadership to make the call?

I think you know the answer!

You need to take the lead in all these transformations inside your project.

And now you are thinking:

But I don’t have the authority to purchase software, change the policies, or even propose it to my boss.

But you have so many critical things you can address without anyone’s permission.

1. Create an on-boarding process for newcomers.With the remote work, onboarding isn’t as fun as it was in the office. People need clarity, clear instructions, and validation because they are alone in their homes.
2. Educate stakeholders to use new project management tools.Yes, they need to let go of the email. They need to collaborate with the team and in a project environment.
3. Start one-on-one meetings with team members.It was a good practice before. Now, it’s a must. You need to work with each person individually to adjust expectations. You need to explain how you see their work in a new environment. Don’t assume they’ll sort it all out.
4. Let people do the work.In a remote environment, people need to have clear tasks for at least several days. Gone are the days when we could tap an engineer on a shoulder and ask him a question. We need to provide him the ability to self-organize.

Again, it’s the tip of the iceberg. Once we get through project integration, you’ll find lots of other opportunities.

And here’s the secret:

Don’t assume that your boss has vast experience in transformational leadership. Most likely, you are on the same skill level here. So, I see it as a great career opportunity.

#3: Spend 70% of All Efforts on Scope Management

Now more than ever, project managers need to provide clear direction on what needs to be done. From one side, we are always online. On the other - PMs spend most of their time on Zoom meetings with stakeholders.

You get less and less time to communicate with your team members. And they need more and more input to work efficiently.

Here’s the truth:

We communicate project scope through written tasks and acceptance criteria more than ever. Yes, we may get on a call and discuss the details. But after that, each team member is on his or her own with task #124567 and its description.

Likewise, I notice a negative trend...

Stakeholders rely more and more on spreadsheets that list out tasks and User Stories. They crave for any sort of visualization of the scope of work.

The solution is simple…

For example, for a product, it’s better to follow the “design-first approach.” In this case, you work with Business Analysts and UI designers to create visuals before you finalize requirements.

Also, a good old Work Breakdown Structure can become a framework for communications.

So, no matter what PM methodology or software you use, I recommend considering the following tools to increase the transparency of the project scope:

• Requirements Traceability Matrixcan provide a visual connection between project objectives, requirements, and deliverables.
• Work Breakdown Structureis a powerful tool that you can use to visualize the scope and provide context for any discussions.
• Task-driven communicationwill provide close collaboration on requirements and scope of work. Moreover, you’ll keep the whole history of communication and decision-making.

At the very least, you need to familiarize yourself with these tools. In the resource guide below, I have in-depth articles that explain it all.

#4: Enhance Risk Management with New Technologies

Risk Management was a mandatory thing before pandemics. But just the same way as with the scope, you need to make it transparent to your team and clients.

From the basics, you know that each risk should have a dedicated risk response.

But here’s the secret:

This risk response should be a part of your project management plan (scope, schedule, and budget).

And now, I won't tell you to use some complicated calculations. You can still use the basic approaches, but you need to integrate all your tasks, estimates, and monitoring processes.

Let me elaborate on it...

Make your Risk Register a spreadsheet that everyone has access to. Then, link it all together. You want to make connections between the risk, the deliverable it impacts, and the risk response you developed.

I mean, you need to actually put hyperlinks between identified risks and tasks in JIRA or VSTS. Moreover, your risk responses should be tasks in your project management software.

#5: Learn the Basics of Personal Branding

I have only one success criteria to measure how successful I’m as a Project Manager:

The amount of time I need to get a job offer in another company for an equal or better compensation.

There are many factors in the process:

• Finding a job opening
• Passing an interview
• Negotiating salary, etc.

They are all critical, and you can’t ignore any step.

But here’s what I found…

Your CV is a crucial factor in the process. Without a perfectly structured CV, you waste lots of effort on the job search.

While recruiting managers and doing CV reviews at PM Basics, I can say for sure that 95% of resumes are terrible. You can get a serious advantage in getting a job merely by making simple adjustments to your CV.

Let me give you some tips:

1. Your CV should scream the role that you apply for at the recruiter. I often feel that I got a resume by accident, and the candidate actually applied to a different job. But it should be apparent that you are in the right place at first glance.
2. Your CV should be scannable. Here’s the secret. No one reads your CV! People scan it with a quick 6-second glance. If recruiters don’t see relevant keywords and titles, they’ll skip you.
3. Your CV should be easy to read. After the recruiter scanned your CV, she may read a paragraph or two. Make sure that you write your CV for a normal human being. In most cases, I see the corporate mesh.
4. You should boldly brag about your achievements in project management and leadership. All project managers have the same responsibilities on a high level. You want to impress the recruiter with achievements related to those responsibilities.

All-in-all, your resume should make you stand out from the crowd of similar candidates. You want to position yourself as a project manager who achieved measurable results for clients and your organization.

Five Vital Areas a Great Project Manager Needs to Master ASAP

If you are a project manager or want to become one, these five vital areas must get priority in 2021 for you. So if you want to learn more, you can click below to access my resource guide.

I'll not merely outline the areas - you’ll also get access to all the required knowledge and skills in the guide as well. (Get Access Here)