How Top Project Managers Consistently Exceed Expectations

Proficiency in surpassing expectations as a project manager is seldom addressed in traditional training sessions or literature on project management. Building on this observation, this article delves deeper into this overlooked aspect, offering insights and actionable strategies from top tier management consulting firms that bridge this gap in conventional project management education.

How to exceed expectations as a project manager?

In the realm of project management, taking the initiative means more than just starting tasks. It's about proactively identifying and addressing potential risks, such as delegating tasks when a key team member is unavailable. This proactive mindset, combined with an unwavering drive and energy, can set the stage for project success. A project manager's enthusiasm should be infectious, fostering a team spirit that's lightened with a sense of humor. This creates an environment where everyone feels valued and included. Moreover, adopting an alterocentric perspective, or the ability to view situations from others' standpoints, ensures that decisions are made with everyone's best interests in mind. Demonstrating commitment to the organization and showcasing leadership are also pivotal. Leaders should be continuous learners, always seeking avenues for self-improvement and growth.

Professionalism in project management encompasses a range of attributes. Delivering high-quality output is paramount, but so is the manner of delivery. Punctuality, meticulous attention to detail, and a dedication to excellence are non-negotiables. A project manager should exude confidence, not just in their work but also in their appearance and demeanor. They should be reliable, always basing their strategies and hypotheses on solid research and evidence.

Impact-resulting communication is the lifeblood of any project. Whether it's through formal presentations, written communications, or slide writing, the message should be clear, concise, and tailored to the audience. Management-oriented communication, in particular, should highlight points that resonate with leadership. Respect is a cornerstone here; every individual, regardless of their role, should be treated with dignity and consideration.

Project quality assurance goes beyond just checking boxes. It's about providing unwavering support to the team, actively seeking feedback, and keeping everyone informed. A project manager should be the team's biggest cheerleader, motivating them and fostering a strong team spirit. Setting clear goals, acting on constructive criticism, and always looking for innovative solutions are also part of this equation.

Lastly, the actual performance of the project hinges on a deep understanding of its objectives and constraints. A project manager should be adept at developing, validating, and adjusting their approach as needed. Coordinating schedules, efficiently using company resources, and performing complex analyses are all in a day's work. By leveraging tools and collaborating across departments, a project manager can ensure that the project not only meets but exceeds expectations.

In essence, to truly excel as a project manager, one must wear many hats, blending technical know-how with soft skills and a passion for excellence.

How to apply this knowledge?

Let's explore some common situations and how a project manager can elevate their approach.

Imagine a scenario where a key team member unexpectedly falls ill right before a major project milestone. While meeting expectations would involve simply reallocating their tasks to ensure the project stays on track, exceeding expectations would mean proactively setting up contingency plans for such scenarios, ensuring that there's minimal disruption. This could involve cross-training team members, pre-planning staffing replacements or having a pool of freelancers on standby.

Professionalism isn't just about delivering results; it's about the journey there. Consider a situation where a client changes their requirements midway through the project. Meeting the expectation would involve accommodating these changes within the existing timeline. However, to exceed expectations, a project manager could conduct regular check-ins with the client, anticipating such changes and building in buffer times, ensuring the team isn't overwhelmed and the project remains on schedule.

Communication is often the bridge between a project's success and failure. Picture a project manager presenting a progress report to stakeholders. Meeting expectations would mean providing all the necessary data and updates. Exceeding them, however, would involve tailoring the presentation to highlight what matters most to the stakeholders, using visuals and narratives, and even providing a forecast based on current progress, showcasing a proactive approach.

Quality assurance is another domain ripe for exceeding expectations. For instance, when rolling out a new software tool for a client, meeting expectations would mean ensuring it's bug-free. But to go above and beyond, a project manager could organize training sessions for the client's team, provide comprehensive user manuals, or even set up a helpline for any immediate queries.

Lastly, consider the execution phase of a project. If a project manager encounters a significant roadblock, meeting expectations would involve finding a workaround to ensure timely delivery. Exceeding expectations, on the other hand, would mean not just finding a solution but also analyzing the root cause, ensuring such issues are avoided in future projects. This could be achieved by conducting a post-mortem analysis after the project's completion, gathering insights, and implementing preventive measures.

Key take away

While meeting expectations ensures a project's success, exceeding them cements a project manager's reputation as exceptional and makes him/her a candidate for promotion and recognition. It's about foreseeing challenges, being proactive, and always aiming for that extra mile.

Esteemed Management Consulting firms incorporate the aforementioned expectations into a structured performance review process for both managers and consultants. This ensures that individuals can effectively hone their strengths and address areas of improvement.

Should your organization lack such formalized procedures, it's imperative to conduct periodic self-assessments, reflecting on past projects to determine areas where expectations were either met or surpassed. This introspection is particularly beneficial when evaluating one's suitability for a promotion or salary increment, providing a compelling narrative for such discussions.

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