The change in mindset you need as a project manager

You Are Not an Expert, You Are Here to Solve Problems

This idea completely transformed my understanding of my role on projects.

If you're struggling with impostor syndrome as a project manager, here's what you need to do. Instead of worrying about not having direct experience in your team members' roles, recognize that your value lies in helping them uncover the solutions they already possess. I've used this approach on countless projects, and it has been incredibly effective.

Remember, your team has the answers—they just don’t know it yet.

Your job is to facilitate their discovery of these answers.

Here's how to do it:

Acknowledge Your Role: Clearly State That You Are Not an Expert

As a project manager, it's essential to recognize and communicate your role clearly. Often, we fall into the trap of thinking we must be the expert in every aspect of our project to lead effectively. This belief can create unnecessary pressure and undermine your authenticity. Here's how to handle it differently:

Start by openly acknowledging that you are not an expert in your team members' specific fields. For example, if you're managing an IT project, you might say, "I don't have a deep technical background, but I am here to help us organize and achieve our goals efficiently." This admission does two things: it removes the unrealistic expectation that you should know everything, and it builds trust with your team by showing your honesty and humility.

Your role as a project manager is to coordinate efforts, facilitate communication, and ensure that the project stays on track. You are there to provide structure and support, not to have all the answers. By clearly stating your role, you set a realistic expectation for both yourself and your team. This clarity helps in focusing on what you do best—organizing, planning, and problem-solving.

Admitting you are not an expert also opens the door for team members to step up and share their expertise. It encourages a collaborative environment where everyone feels valued for their unique contributions. When team members know that their knowledge and skills are recognized and appreciated, they are more likely to engage fully and contribute their best work.

In practice, this means actively listening to your team's input and deferring to their expertise when necessary. It involves asking for their insights and opinions regularly and showing that you trust their judgment. This approach not only strengthens the team's cohesion but also leads to better decision-making and project outcomes.

Ask Questions: Use Your Skills to Uncover Solutions

One of the most powerful tools in a project manager's arsenal is the ability to ask the right questions. This skill is crucial for helping your team think deeply and uncover their own solutions. Here's how to effectively use questions to drive your project forward:

First, understand that asking questions is not a sign of weakness or ignorance. Instead, it demonstrates your commitment to understanding the project and supporting your team. When your team encounters a challenge, rather than immediately offering solutions, start by asking questions. This approach encourages team members to think critically and explore different perspectives.

For instance, if your team is facing a technical issue, you might ask, "What have we tried so far?" or "What do you think are the possible solutions?" These open-ended questions prompt team members to reflect on their actions and consider various alternatives. By doing this, you help them develop problem-solving skills and take ownership of the issue.

Additionally, asking questions can uncover hidden insights that might not be apparent at first glance. Questions like "What are the potential risks we haven't considered?" or "How will this solution impact other parts of the project?" encourage your team to think holistically and anticipate potential challenges.

Effective questioning also involves active listening. When you ask a question, give your team members the space to respond fully without interrupting. Show that you value their input by acknowledging their ideas and building on them. This practice not only fosters a collaborative environment but also boosts team morale as members feel heard and respected.

In meetings, consider using techniques like round-robin discussions or breakout groups to ensure everyone has a chance to speak. This method helps gather diverse viewpoints and stimulates creative problem-solving. For example, you could say, "Let's go around the room and share one idea each on how to tackle this issue." This way, quieter team members also get an opportunity to contribute.

Remember, the goal of asking questions is not just to gather information but to empower your team to find solutions. It shifts the focus from you providing all the answers to leveraging the collective knowledge and expertise of the group.

Facilitate Discussions: Guide Conversations for Maximum Impact

As a project manager, facilitating discussions is a key part of your role. Effective facilitation ensures that your team can explore their knowledge and ideas fully, leading to better decision-making and project outcomes. Here’s how to guide conversations to maximize their impact:

First, create an environment where everyone feels comfortable sharing their thoughts. This starts with setting a positive tone for meetings and making it clear that all ideas are welcome. Encourage an open dialogue by stating, "We're here to explore everyone's perspectives, so let's ensure we listen to each other and build on our ideas."

Breakout groups can be highly effective. Divide your team into smaller groups to tackle specific aspects of a problem, then reconvene to share insights. This approach allows for more focused discussions and often results in a richer pool of ideas. You could initiate this by saying, "Let's split into groups of three and brainstorm solutions for the next 15 minutes, then we'll come back together to discuss."

Actively facilitate by keeping the conversation on track and ensuring that all voices are heard. This might involve gently steering the discussion back to the main topic if it starts to drift or inviting specific team members to share their thoughts if they haven’t had a chance. For instance, you could interject with, "That’s an interesting point, but let’s get back to our main question," or "I’d love to hear your perspective on this, Alex."

Encourage a balance of speaking and listening. Remind your team that effective communication involves both sharing ideas and considering others' contributions. You might say, "Let's make sure we're giving each other space to speak and really listening to understand different viewpoints."

Throughout the discussion, summarize key points and decisions to ensure everyone is on the same page. This helps clarify what has been agreed upon and what actions will follow. For example, you could conclude a discussion with, "So, we've decided to move forward with option A, and Sarah will start drafting the implementation plan."

Most of all stay humble.

Approach each interaction with the understanding that you are there to learn and assist, not to provide all the answers. Highlight your expertise by emphasizing the areas where you do have knowledge and how it can be valuable in solving the team's problems.

By adopting this mindset, you relieve the pressure of needing to be an expert and increase your credibility and authenticity.

Remember, being a project manager is not about being an expert in every field. It's about being an effective problem-solver. Embrace this approach, and you'll find greater success and satisfaction in your role.