6 Tips For Being An Effective Virtual Project Manager
Project management has a certain kind of reputation: that it’s dull or mundane. That it's only for analytical and structured thinkers. When a project is looked at only as processes, checks and balances and not the bigger picture, the team behind you can feel frustrated.
Project management can actually be really interesting and maybe a little bit fun as a creative thinker. You often have ideas that are outside the box and see things in a different context, and for added fun, most of today's software lets you make things colorful! How can you ensure you are liked and effective in today's virtual world, especially as a creative person?
The desire to collaborate and lead. You need to coordinate and manage your team, client, expectations, budgets, and goals. And communicate with everyone without the option of being able just to pop your head over their cubicle. Long gone are the 3-hour meetings that could have been an email! Thank god!
Most assume the tips would be about tools you need to be an effective project manager, but at the end of the day, tools are just tools. They aren't what makes someone effective. You are what makes you effective.
You must build rapport, develop and earn your team's trust, keep people engaged, and keep morale up. And if you also know how to have fun and a sense of humour while doing it, that helps too.
Get to know your team. Before you start a project, ask people about themselves. Get to know them a little bit, ask them about their strengths and weaknesses, and build a relationship. And most importantly, find out about any diversity or cultural differences that must be accounted for.
Be reliable. Know your stuff - know the platforms you are using, and pay attention to the budgets, the conversations, and the files. Always be aware and ready, either with answers to questions or just to chat. Your team needs to know you will be there. They should always feel like they can come to you—the virtual version of an open-door policy.
Be your team's bodyguard. Consider yourself the gatekeeper between your team and the client. In the role of project manager, there will be situations you have to handle. Be assertive, calm, and firm; remember your team is working hard to make this project come to life. Without them, there would be no project. Be their voice and help find the balance to suit the needs of the client's goals.
Be mindful of time zones & "noise." The great thing about working virtually is working with team members from all over, which means different time zones. As the PM, be mindful when sending messages and asking for a turnaround. Refrain from inundating the group with 30 emails or DMs when 2 would do. Handle discussions in the background before reaching out to avoid adding unnecessary stress to anyone's day.
Schedule monthly or quarterly meetings. Not just for 'shop' talk but to catch up. We've been quick to forget it was nice to socialize around the coffee machine or over lunch, so remember to have a meeting just to say hey. Crack a joke. See pictures of new babies or pets. Celebrate a birthday. Have that time to build that rapport to remember what it was like to laugh while working.
Appreciate your team. Projects can run hot and heavy at times. When you get caught up in answering emails, and messages, dealing with changes, budgets, etc., it can be easy to forget that everyone is jumping through hoops and managing timelines and expectations. Be thankful and grateful, whether with words of gratitude and appreciation, a gift card to a coffee shop, remembering a birthday, or just randomly popping in their messages to say a howdy, hello, and good day, or to send a joke or a gif. Remember to show appreciation for them.
Ultimately it comes down to this: you can only be an effective project manager if you have created a collaborative environment. An environment where people feel valued and value your project management skills is what makes you effective in your role.
Written by: Amber Hart