When to Hire a Project Manager: Spotting the Signs You Need Help

Every manager wants successful projects. Companies have cut back... a LOT in 2023 and 2024. So, How do you know when things have gone beyond simple growing pains and it's time to bring in a project manager back on board?

The answer often lies in what you hear yourself saying.

So, how can you tell if it's time to bring in some extra muscle? Here are some red flags that might have you saying, "Aha! We need a project manager!"

You Might Need a Project Manager if you are saying things like:

• "We're struggling to keep multiple projects on track and meet deadlines."
• "Our team members are feeling overwhelmed and unsure of their priorities."
• "We need someone to delegate tasks and ensure everyone is accountable."
• "Communication between departments on projects is breaking down."
• "We haven't had a clear roadmap for this project, and it's showing."
• "We're constantly having to adjust our budget and resources mid-project."
• "We lack a system for tracking progress and identifying potential roadblocks."
• "We need someone to create a realistic project timeline and manage risks."
• "We're taking on more projects than ever before, and we need someone to manage the workload."
• "We're looking to expand our team, and a project manager is crucial for onboarding new members."
• "Our current processes aren't scalable, and we need someone to improve our project management infrastructure, but we can't afford a PMO right now."
• "We want to become more efficient and deliver projects on time and within budget."

If you find yourself uttering these phrases regularly, it's a strong sign that you need to consider bringing in a project manager. Remember, a successful project isn't just about hitting deadlines and staying on budget. Stakeholder management and communication are equally important to keep everyone invested and rowing in the same direction. A skilled project manager will understand this and prioritize clear, consistent communication with all project stakeholders. By adding the right project management muscle, you can bring structure, improve communication, and ensure your projects are on the path to success, with everyone on board.

Project Management vs Program Management vs Portfolio Management:

Project management, program management, and portfolio management are similar in some aspects, however extremely different in terms of focus.

Let's clarify this upfront so we can ensure your expectations focus solely on the immediate problem of hiring a project manager and not on the overall organization. It is easy to get carried away with a long wish list in the job description when hiring a project manager. I can write about program and portfolio management in another article.

• Project management tackles the day-to-day execution of a specific project, ensuring it meets its goals within budget and time constraints.

• Program Management oversees a group of interconnected projects to achieve a strategic organizational goal.

Portfolio Management:

Portfolio management is a bit more complex and there are different types, so I am going to display them in this comparative table.

Here is where things get complicated now.

There are different types of project managers. For the purpose of this article, I am going to narrow it down to business and software development.

• Traditional Project Manager: Utilizes established methodologies like Waterfall for planning, execution, and control of projects. Focuses on adherence to timelines, budgets, and scope.
• Agile Project Manager: Employs iterative and adaptive approaches like Scrum to deliver projects in short cycles with continuous feedback and improvement. An Agile project manager IS NOT A SCRUM MASTER.

• IT Project Manager: Leads information technology projects, focusing on software development, infrastructure implementation, and system upgrades. Manages technical resources and ensures project deliverables meet IT requirements.

Enter the Agile Project Manager:

In today's fast-paced world, many organizations are adopting Agile methodologies, which break down projects into smaller, more manageable chunks. I see more job descriptions out there confusing the roles of Agile Project Managers and Scrum Masters. An Agile Project Manager and Scrum Master are technically distinct roles, but in some situations, the responsibilities can be combined.

• Separate Roles: In ideal circumstances, these are separate roles because they require different skillsets and focus areas (as shown in the previous table). An Agile Project Manager oversees the big picture, while a Scrum Master facilitates the Scrum team's internal dynamics.
• Combining Roles: In smaller teams or organizations with limited resources, it's common to see the responsibilities of both roles combined. One person might wear both hats, managing the overall project while also facilitating Scrum ceremonies and supporting the team.

Here's when combining roles might be okay:

• Small, Self-Organizing Teams: If the team is highly experienced and self-directed, a dedicated Scrum Master might not be necessary. An Agile Project Manager can provide guidance while trusting the team to manage itself within the Scrum framework.
• Limited Resources: Smaller companies or startups might not have the budget to hire separate roles. Combining them allows for the benefits of Agile methodology without extra costs.

However, combining roles also has downsides:

• Workload Overload: One person managing both project and team can become overloaded. This can lead to neglecting one or the other, impacting project success. The rule of thumb is 20 hours per scrum team. 10 hours for ceremonies and 10 hours for administrative functions. Again, this depends on the maturity of the specific team in terms of Agile/Scrum/SAFe adoption.
• Conflicting Priorities: Priorities can clash. The project manager might prioritize deadlines, while the Scrum Master focuses on team dynamics. This can create confusion for the team.
• Lack of Expertise: A single person might not have the in-depth knowledge required for both roles. Project management requires broader Agile understanding, while Scrum Mastery demands a deep understanding of Scrum intricacies. There are many skilled project management professionals and agilists like myself that know where and how to blur the lines for the best possible organizational/team outcomes.

The ideal scenario is having separate roles. But combining them can be a practical solution in some cases. The key is to consider the team size, experience level, and project complexity to determine if it's a viable option.

But wait, there's more! Not all project managers are created equal.

Here's a quick rundown of different project manager specializations and their high-end compensation ranges in the USA (according to https://www.salary.com/research/salary/benchmark/project-manager-i-salary).

• Project Manager: $159,070 (hourly rates can vary between $65-87/hr W2 depending on role/area)
• Scrum Master (Agile): $138,000-145,231 (This is assuming a Sr. professional and varies on COL area)
• Program Manager: $162,378 (oversees multiple related projects)
• Project Management Director: $187,190 + depending on COL (cost of living) area (leads the PMO)

If you are paying $50/hr or below, you are going to have to reevaluate your wants as you are paying below market or looking for entry level folks. Expect entry level skills or to have more flexibility in terms of location. Remember, you get what you pay for. I have worked in the staff augmentation and solutions industries. If your project is already struggling, a few more dollars an hour are going to help you save big in terms of risk mitigation. It is like cybersecurity....it is always great to cut corners on cost until a breach happens..then it is going to cost you 10x more financially and in brand repuation/customer reputation. Never cut corners with project managers, it will cost you dearly in the long run.

Location...Location...Location

There's no one-size-fits-all answer to whether you need an on-site, hybrid, or remote project manager.

Here's a breakdown of the pros and cons to help you decide:

On-Site Project Manager:

• Benefits:Easier face-to-face communication and collaboration with the team. Fosters team culture and camaraderie.More direct oversight and control over project execution. This can also be achieved remotely.
• Drawbacks: Limits your talent pool to geographically close candidates. Won't necessesarily get the best person for the role. Can be more expensive due to office space and relocation costs. Less flexibility for the project manager and team members (work-life balance). Work is limited to office hours only.

Hybrid Project Manager:

Benefits:

• Combines the advantages of on-site and remote work.
• Offers greater flexibility for both the project manager and team.
• You might be able to attract a broader local talent pool than on-site hiring only if you are , but still allows some in-person interaction.
• Define your idea of hybrid. If you are quarterly hybrid, you might have the same cost/talent benefits of remote.

Drawbacks:

• Requires clear communication strategies and collaboration tools to bridge physical gaps.
• If you are weekly hybrid or have a mixed weekly hybrid (2-3 days in office) you might be limiting yourself to a local talent pool with subpar standards and you might also be looking at more expensive PM costs.
• Less availability due to communiting
• May need to establish consistent meeting schedules to ensure everyone is on the same page when in the office. You'll need a stronger PM to help with asyncronys communications and team leadership.

Remote Project Manager:

Benefits:

• Access to the widest talent pool globally, finding the best fit for the project.
• Lower costs for the company (no office space required).
• Talent whilst they should be paid the same as in office, is willng to work for less to have remote flexibility.
• Increased flexibility for the project manager and potentially team members = better work quality and higher production.
• Increased engagement, lowering potential for the person to leave for another remote role.

Drawbacks:

• Building team culture and camaraderie can be more challenging.
• Requires strong communication and collaboration skills from the project manager.
• Time zone differences can create scheduling challenges for meetings. Asynconous communication and AI with strong cadence and working agreements can help bridge these gaps.

Here are some additional factors to consider:

• Project Type: Complex projects with tight deadlines might benefit from the closer collaboration of an on-site or hybrid model.
• Company Culture: Does your company already have a remote-friendly work environment?
• Team Location: Is your team geographically dispersed, making a remote project manager a natural fit?
• Your Budget: On-site positions usually come with higher costs.

**Ultimately, the best approach depends on your specific needs and priorities. The more complicated the project, the more skills required for the project, the more flexible you are going to have to be to retain the right talent. Consider the factors above and weigh the pros and cons of each model before making a decision.

Let's talk tooling and skills

Project Managers need to be magicians with tooling to optimize their outcomes.

I can't tell you how many recruiters have called me for clients wanting to do complex, Agile, Project Management and the only tool they are using is Microsoft Project. Usually I get on a call with the client and they are open to exploring other tools, they just don't have the in house knowledge. This is why hiring a good Sr. PM can be awesome as we are usually admins of great tools like Azure Dev Ops and Jira/Confluence when allowed access. Let us also be advisors to help your organization and project thrive! We excel at fixing dysfunctions!

While Microsoft Project is a powerful tool for traditional project management, it's not ideal for Agile methodologies or complex projects involving multiple teams/initatives. Agile thrives on flexibility and rapid adaptation, while MS Project excels at rigid structures and upfront planning. Its complex scheduling features can become cumbersome for short sprints with frequent changes. If you are looking for automation and real-time dashboards, you want Jira or Azure DevOps, not MS Project. Additionally, limited collaboration features hinder communication within Agile teams who rely on real-time updates and feedback loops. For an Agile approach, consider tools designed for iterative work flows and visual task management that can adapt alongside your project. Seriously, Trello and Smartsheets hands down are better than MS Project in my professional opinion. For me at the end of the day, I am all about scaling and portability. For that, my top tools are Jira/Confluence or ADO. Jira/Confluence will always be my faves, however I will always make the right call for my clients.

Atlassian TEAM 24'

Calling all teamwork enthusiasts! Atlassian Team '24 is the place to be for anyone passionate about agile, tooling, collaboration and innovation. It's a three-day (April 30th-May 2nd) event in Las Vegas Nevada and online where you can explore the latest advancements in Atlassian products, network with industry leaders, and learn best practices to supercharge your team's work. From inspiring keynotes to interactive workshops, Team '24 offers something for everyone. Early bird rates have ended, but please try to use my code T24SUPERCREATOR117 to see if that gets you a discount. At least they will know Theresa sent you :) https://events.atlassian.com/team/home