The Synergy of Project Manager and Tech Lead: Keys to Successful Project Leadership.

In the dynamic business environment, effective management is the key to success. Challenges such as communication management, resource allocation, risk management, and stakeholder engagement require a holistic approach.

With today's post, we're launching a series of articles dedicated to project management in the IT world, where change is the only constant. We'll present strategies and best practices that can prove helpful in tackling daily challenges in this dynamic field.? Theory doesn't always align with practice, so as we describe the different roles and their duties, we will draw on our personal experiences to contrast two perspectives that may initially appear to be quite different.? As Project Manager (Oktawia) and Tech Lead (Cezary), we have been working together for two years, primarily on the Higson project. Higson is a cutting-edge technology that has revolutionized business processes by providing a flexible and dynamic decision-making framework. At the core of Higson's capabilities is its powerful decision engine which allows our clients to model complex decision logic in a highly adaptable manner. Working alongside clients who use Higson has shaped our approach to project management. During this time, we've developed a collaborative model that effectively streamlines our project management process. We have numerous observations and practical tips that we'd like to share.

We'll begin our journey by exploring how the collaboration between a Tech Lead (TL) and a Project Manager (PM) should look like. We'll demonstrate a dynamic approach to management and its positive impact on team performance.

Roles of the Project Manager and Tech Lead

Oktawia: I see the role of a Project Manager as a bridge between the business and technical worlds. My primary task involves translating between these two realms to ensure mutual understanding and to make certain that the final technical solution meets the business requirements. An important aspect of my job is also optimizing the team's performance to collectively achieve our set goals.

From my point of view, the Tech Lead is a technical solutions authority.

I trust that the Tech Lead, when making technical decisions, is guided by the project's safety and best interests, ensuring that we are moving in the right direction.

Cezary: First off, it's important to understand that a Tech Lead isn't a know-it-all. Rather, they're someone with sufficient knowledge to engage meaningfully with experts and the right level of expertise to guide juniors in their everyday tasks. What tops it off is their ability to fluently navigate both technical and business languages. The role of a Tech Lead, in a way, resembles that of a conductor orchestrating a symphony orchestra.? ? For me, the Project Manager is the one who works closely with the business on the front lines, sifting through the less critical issues to ensure that both I and the team have the best possible work environment. They are also key allies for the Tech Lead, standing by us in crucial project moments, ready to offer support and, when necessary, to help us avoid rash decisions in times of high emotion.

When There's No Scrum Master: PM-TL Collaboration Tactics ??

Currently, the most popular method for managing projects is SCRUM, but what do you do when there's no Scrum Master on the team? Who should take on their duties?

Our experience suggests that the best solution is to distribute this role between the Project Manager and the Tech Lead. We often alternate responsibilities for leading scrum meetings and jointly prepare for them. This practice not only helps relieve the other person but also creates opportunities to get to know the team better and improve communication with them. It's also a remedy for monotony, as each of us has a different style of conducting these meetings.

Considering the amount of time the Project Manager and Tech Lead spend together, and the numerous decisions they have to make, we will present some tips that have worked well for us and positively impact the quality of our daily work.

1. Set Common Ground

At the beginning of your collaboration, it’s beneficial to have an honest conversation and mutually share how you see your roles and what your expectations are. This is not a simple process and can often be quite turbulent. It's important to do this early in your collaboration. Such a start provides an excellent foundation for working on a common approach to project management and team leadership.

Over time, these rules will likely change. Allow it! It's a natural process that shows the quality of your cooperation is improving.

2. Get to Know Each Other and Provide Support ??

As trivial as it may sound, try to find common topics, ask about everyday matters, and share positive energy, but also support each other on tougher days. When your heads are steaming from analysis, the multitude of customer issues to manage, and endless team queries, it's good to momentarily divert your thoughts elsewhere. Taking a moment to breathe helps maintain balance at work. At the same time, supporting each other in areas that are less comfortable for us is crucial.

3. Trust: Key to Teamwork

Effective collaboration hinges on mutual trust. Having faith in each other's best intentions becomes invaluable when daily responsibilities pile up. Knowing that there's someone beside you who will provide support and make informed decisions in their field of expertise is a tremendous asset, bringing calm and control to challenging situations.

For instance, if the Tech Lead is uncomfortable with giving feedback, start by having a one-on-one meeting. Discuss the situation in detail, prepare notes together, and divide the talking points between yourselves. Then, attend the feedback session as a team. This approach not only offers mutual support and ensures proper team management, but it also fosters learning from each other's experiences

4. Prioritize Clear and Frequent Communication

Ensuring clear information exchange and taking care to avoid misunderstandings is one of the pillars of effective collaboration. The way you communicate and maintain project knowledge must be tailored to your specific needs.

Here are a few elements that work well for us:

?Real-Time Online Messaging (e.g., Slack): When sharing information, we always start with a clear description of the topic. Instead of sending vague messages like "Hi, there's an issue," and waiting for a response, we dive straight into the details.

?Online Meetings with Cameras On We prefer to hold discussions with our cameras enabled. Seeing each other's faces conveys more emotions than emoticons ever could

?Documenting Important Decisions (e.g., Jira and Confluence): Some subjects are so comprehensive that it's crucial to continuously document them, including any new remarks. These notes can then be shared with others as needed.

?Shared Workspace, e.g., SharePoint: Document sharing tools like this help us keep track of the latest project statuses. Besides, they facilitate planning, maintaining perspective, and recording ideas for implementation.

?Raid Log and Event Register: We update these documents weekly to ensure that we're constantly monitoring the project. This method has often helped us avoid potential risks and their consequences.

?Daily 1:1 Status Updates: Usually, after the daily meeting, we stay behind to review current matters and confirm priorities together.

?Weekly Catch-Up: Once a week, at a consistent time, we meet to summarize the past week's events, discuss the current status of the project (both business and technical aspects), and prepare for upcoming developments.

?Pre-Refinement: This meeting occurs a day before the scheduled refinement session, during which we decide which tasks should be discussed with the team. It allows for the preliminary selection and organization of tasks, facilitating more efficient and focused discussions during the actual refinement meeting.

?This meeting takes place a day before the planning session, where we confirm priorities and broadly determine which tasks should be included in the scope of the next sprint. This ensures that our understanding of priorities and near-term plans is aligned, enhancing the effectiveness of our planning.

?Quarterly Meetings: Regular, quarterly meetings provide an opportunity to review long-term goals and confirm the priorities of the roadmap.

Let's respect our time and choose the right tool for each situation.

Summary ??

Communication between the Project Manager and the Tech Lead is essential for the efficiency and quality of the entire team's work. However, it is just one of many crucial communication aspects within a project.

In our next article, we will take a closer look at communication in the daily life of the team and relationships with stakeholders.