3 # Realistic Expectations for Project Managers Beyond Illusion!

Imagine this: When the team asked the project manager for more resources and a major stakeholder said, 'No additional cost,' the PM replied, 'I'll see if I can pull a rabbit out of my hat!' Visualize that situation: a tight budget, high expectations and no extra resources. But remember, project managers don’t perform magic tricks. They manage the entire process to ensure everything gets done on time and within budget by prioritizing tasks, allocating resources effectively and mitigating risks. For this, they require clear communication, strategic planning and strong leadership.

When it comes to managing projects, many people expect project managers to be like magicians, capable of performing miracles and delivering perfect results every time. However, this is an unrealistic expectation that overlooks the challenges and limitations project managers face.

While project managers and magicians may share some skills, such as communication, leadership and creativity, their goals, approaches and outcomes are fundamentally different.

Goals and Objectives:

The primary goal of a project manager is to plan, execute and deliver a project on time, within budget and according to specifications. They use project management methodologies and tools to manage resources, schedules and budgets. Their success is judged based on tangible outcomes, such as customer satisfaction, revenue generated or productivity improvements.

In contrast, the primary goal of a magician is to entertain and amaze their audience with illusions and tricks. While they may have specific objectives in mind, their goals are primarily focused on entertainment. Their success is judged based on subjective factors, such as creativity, skill and entertainment value.

Approach:

Project managers follow a structured and methodical approach to managing projects. They prioritize critical tasks and allocate resources accordingly. They rely on experience, knowledge and communication skills to lead and motivate their team members.

Magicians, on the other hand rely on creativity, imagination and showmanship to perform their tricks and illusions. They use props, costumes, music and lighting to create a memorable and captivating performance.

Results:

The results of a project manager's work are tangible and measurable. They produce deliverables that meet specific requirements and are evaluated based on metrics such as quality, schedule and budget. In contrast, magicians' results are intangible and subjective. They aim to create a memorable and enjoyable experience for their audience, which is evaluated based on creativity, skill and entertainment value.

Despite their best efforts, project managers encounter several limitations that can affect project success. These include a lack of resources, external dependencies, unpredictable people and unrealistic stakeholder expectations.

It's crucial to remember that project managers are not magicians and cannot do everything themselves. Here are a few reasons why:

• Limited Resources:

Project managers often face significant limitations due to a lack of resources. Every project has a set budget, timeline and scope that must be adhered to. Prioritizing the most critical tasks and allocating resources accordingly is essential. Without proper resources, meeting all project requirements and delivering a successful project is impossible.

• Dependencies on External Factors:

Project success can be affected by external dependencies. For instance, a project might rely on a vendor for a specific product or service essential to the project's success. If the vendor fails to deliver on time or produces a subpar product, it can derail the project. While project managers can mitigate risks by having backup plans, controlling all external factors is impossible.

Example:

"The Denver International Airport's baggage handling system is a classic example of a project that suffered from unrealistic expectations. Overly ambitious goals and a lack of proper planning led to significant delays and cost overruns."

• Human Factors:

Projects involve people and people are inherently unpredictable. Even the most experienced project manager cannot control everything that happens on a project. Employees may call in sick, or team members may experience personal issues affecting their ability to work effectively. It's crucial to have contingency plans and to adapt quickly to changing circumstances.

• Unrealistic Expectations:

Many stakeholders have unrealistic expectations of what a project manager can achieve. Some may believe that a project manager can produce perfect results in record time, with no errors or setbacks. This is simply not possible. Projects are complex and involve many moving parts. There will always be unexpected problems to solve and compromises to make.

Quote: 

As PMI founder James R. Snyder once said, 'Good project management is not about doing things perfectly, but about making progress despite imperfections.'        

Actionable Tips:

To manage stakeholder expectations effectively, always communicate clearly about project limitations and regularly update on progress. Use visual project management tools to illustrate timelines and resource constraints.

A successful project is a team effort, and everyone involved must work together to achieve the desired outcome. By understanding the differences between project managers and magicians and setting realistic expectations, stakeholders can help project managers deliver successful projects that meet their needs.

Project managers and magicians may share some similarities, but they are fundamentally different professions. "Project managers are not magicians and cannot perform miracles."

What unrealistic expectations have you faced in your projects? Share your stories in the comments below!