Project Leader vs. Project Manager

Written by: Rojen Manandhar, Project Manager

Have you ever thought about whether you should go by "Project Manager" or "Project Leader"? Although these titles are sometimes used interchangeably, they have different meanings and are better suited for different situations.

In this article, we’ll explore the distinctions between the two and help you figure out which works best for you.

Why does this matter?

Understanding these roles is crucial because each one brings something different to the table.

To understand this better, let’s take an example from one of my favorite anime and manga, One Piece. A Project Leader is like Luffy, the captain of a small boat with a handful of crew members. On the other hand, a Project Manager is like an admiral of a large ship, much like Shanks. One mostly motivates and supports their people to move forward and reach a goal, while the other makes sure every step is thought out carefully, is risk-averse, and delivers the desired results.?

So, the next time you're thinking about a project, ask yourself: Is this a small boat or a big ship? That'll help you decide if you need a Project Leader or a Project Manager.

Let’s break it down further to stay on course:

In a small team where everyone is acquainted, a Project Leader may suffice, as everyone can collaborate effectively without much formal structure. Think of organizing a mo:mo night at your home.

A Project Leader can keep track of the materials needed to make the mo:mo, and allocate people into different tasks of kneading the dough, mixing the sauce, preparing the pot, and making the fillings to ultimately ensure everything gets done on time.

Conversely, for larger teams comprising individuals from diverse departments or even different geographical locations, a Project Manager is essential to coordinate efforts and ensure alignment.

Imagine you’re now leveling up to host a huge party for about 1,000 people. There are so many moving parts, a lot more people involved, and so many potential problems that a Project Manager is necessary to keep everything on track.

The tech divide

In the case of developing a new software, a Project Manager would oversee the whole project, while Project Leaders might manage specific parts. For example, one Project Leader might be in charge of the development team, while another might be in charge of testing.?

The Project Manager would be crucial for handling deadlines, road-mapping, resource allocation, and ensuring progress. As the project progresses, if the team feels burnt out or if innovation is needed, the Project Leader can then step in to motivate the team and pivot to new strategies.

Think about Elon Musk at SpaceX. In the early days, Musk was very much a Project Leader, inspiring his team with the vision of making space travel affordable and accessible. But as the company grew, there were moments when he had to be a Project Manager, especially when dealing with tight launch schedules or technical malfunctions. It’s all about balancing these roles based on what’s happening in the project at any given time.

When to switch hats

I have been wearing both hats to this day, but it was not always like this. I used to be torn between being a manager and a leader. My understanding was that being a great leader through courage and empathy would go a long way.

But different people have different opinions and perspectives. They won’t always resonate with how you see things. Solely being a leader meant they could always have reasons to not follow suit or take suggestions seriously. Thus came instances when I had to instruct people directly on what needed to be done.

In my recent project, I managed two teams across two countries, but I always kept one thing in mind—the people on the other side of the screen are individuals with hopes and dreams. For instance, I initiated Funtime Fridays to foster team spirit, and I often switch between leader and manager roles in my projects, like Bruce Wayne and Batman—only, I don’t have a cool batmobile.

So, when should you switch from being a Project Manager to a Project Leader?

In some projects, you might start as a manager and evolve into a leader, or vice versa. The key is to recognize when a shift is needed. If your team is struggling with motivation, consider stepping into the leader role.

If the project is falling behind schedule or experiencing scope creep (where the project's requirements increase beyond what was initially planned), it might be time to put on your Project Manager hat and tighten up the processes.

Moreover, in the case of high-stakes projects or those critical to the company's success, a Project Manager’s technical, business, and leadership expertise can effectively manage risks and ensure the project's success.

I once worked on a project that was initially quite straightforward, until one team member decided to go off-script. That’s when I stepped in and had a quick chat with everyone to ensure that we were all on the same page. Someone was a bit hesitant at first, but after I explained why it was important to stick to the plan and offered help, they came around. Thanks to my quick thinking, we not only avoided making the client unhappy but actually impressed them with how well we handled the situation.

In both project management and leadership, the success of a leader or project manager depends on the performance of their followers or project team.

In a nutshell

Organizations need effective leadership to achieve strategic goals through projects and programs. Project management and leadership are distinct but share common ground, as both are measured by the team's performance.

As a Project Manager, your job is to ensure that everything runs smoothly and that the project is completed on time and within budget.

As a Project Leader, your focus shifts to the people—keeping them motivated, resolving conflicts, and ensuring everyone is aligned with the project’s goals.?

So, which one are you?

Successful Project Managers possess both strong management and effective leadership skills. While management skills come with experience and practice, leadership skills can be learned and developed. Effective leaders continuously improve their abilities to complement their managerial success.

At the end of the day, the best project professionals are those who can adapt and switch between being a Project Manager and a Project Leader as needed. It’s about reading the room (or the project) and knowing when to focus on the details, and when to inspire and motivate.

So, the next time you’re in a project meeting, ask yourself: Am I being the manager or the leader my team needs right now?

Understanding the difference can make all the difference in steering your project to success.

What are your thoughts on this piece? Let us know in the comments, or reach out to Rojen Manandhar via LinkedIn.