How to Manage a Project Team: 6 Ways You Didn’t Know Helped

Manage project teamImagine you have a diverse set of people in your team, each coming from different backgrounds.

They have a different way to work, and their work ethics might differ from what you have set for yourself. 

Now, as a project manager, how would you feel about this?

There are two ways to deal with such a situation:

  • The Bossy Way Out
    You can set your priorities straight and give your team a hard time if they don’t follow your terms to the Z.  
  • The Boss Next Door
    The other way is to interact with your project team members on a daily basis and be their right-man whenever they need you.

Which method do you think is better?

The second one, right?

That’s a great start!

Among many things project managers are responsible for; ensuring the right project and team management is one of the most important responsibilities. 

But, whether you are new to management or have your fair share of experience, it may be difficult to visualize all the challenges that can come your way. 

So, it is essential to have a structured approach that helps you keep your project team on course, and this blog post will help you find that out.

How to Manage a Project Team During the Project Lifecycle

When implementing a project, there is a lifecycle that needs to be followed. Now, you need to manage project team members through each phase of this lifecycle.

Six ways to manage a project team

Let’s check out the six ways in which you can manage a project team in every project phase.


Quick Navigation - Manage Project Team

#1: Create a Detailed Project Outline

Create a Detailed Project Outline

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The first step is to create a detailed project outline. 

The project outline is a core document that assists managers to sell a potential project to sponsors and stakeholders.

While working on a project’s outline, it is important for you to define clearly:

  • The projects your team will be working on. 
  • What is the finished project going to look like
  • Who is it going to be the target audience
  • Why the project is desirable for your business
  • What makes it possible, and 
  • Why it is worthy of your stakeholder’s investment.

Pro Tip:

Every great project should begin with a story. The narrative you build will be invaluable for your organization, as well as for your prospective customers. Be clear on what your project is, what it is going to entail, and what makes it unique. This way, your teams will be on the same page regarding what the project is and what needs to be done to get the desired end result. 

#2: Establish Your Goal & Objectives

Establish Your Goal & ObjectivesNext, you need to establish your project goals and objectives. 

Ask yourself:

  • What is the goal of your project?
  • What objectives do you need to accomplish to reach the outcome?
  • What do you want the project to achieve for your business or your clients? 
  • How do you intend to go about achieving that?

You need to be as precise as possible, not only with the broader project aims but also with any smaller objectives contained within the project.

Pro-Tip:

Set SMART goals. They help you set realistic objectives to reach your project goal efficiently. Not only that, but it will also give a higher level of flexibility and creative freedom to your team members and stay task-oriented.


Must Read: The Importance of Goal Setting


#3. Build the Right Project Team

Build the Right Project Team

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After defining the project and its aim, you need to build the right project team.

John Rampton, in an article written for Due.com states, "

Typically, your team should include the Project sponsor, experts to define the scope of the project, the Project manager, and the team responsible working on the project.

Pro-Tip:

Crucially, you need to create a team that possesses the right technical knowledge to complete the project. However, you also need people with relevant soft skills and experience.

#4: Become More Specific & Define Tasks

Become More Specific & Define Tasks

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Once your team is in place, you need to become more specific about various aspects of the project. These include:

  • Outlining some of the key tasks
  • Allocating team members to manage them
  • Specifying the delivery of these tasks

These aspects are crucial to determine how the project can be completed within the set deadline. Alternatively, in a more flexible or Agile project, they might mean setting up a basic timeline for initial roll-out.

Pro-Tip:

Get specific about the way collaboration will work, the project's primary chain of communication, and the kind of project team culture you want to establish. Agree upon a standard budget and project scope and explain to your team to avoid any problem associated with scope creep.

#5: Measure Progress Regularly

Measure Progress Regularly

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Regardless of the way you and your team approach the project, you must manage the progress by communicating with your team regularly. Regular evaluation of completed tasks is also crucial. .

You can use also adopt tools and techniques for managing project teams. For example, you can use a project management software tool like ProProfs Project to streamline all your communications in one place. Using this software can help you break the project down into more manageable parts.

Pro-Tip:

Create milestones to check the progress and ensure the project is on course. If you have adopted an Agile approach, however, progress will be checked more regularly, as its philosophy relies on continuous feedback and adaptation to changing hypotheses.

Try ProProfs Project for Free >> 

#6: Reflect, Adapt & Proceed

Reflect, Adapt & ProceedFinally, the ability to reflect with your teams and adapt to the changes required in the team is taught during training sessions. These sessions usually focus on team building in project management. This is why concepts like Agile are increasingly popular. 

While overseeing your project, you need to:

  • Regularly reflect on project progress
  • Adapt during project execution, when necessary 
  • Proceed, without the project coming off the rails

Some of the changes to your project may happen organically. So, it is essential to take notes and know what wasn’t a part of project execution from the start.

Pro-TIp:

Respond appropriately to situations where your stakeholders modify their requirements, or your competitors come up with the idea that threatens your project.

Project Team Management: Do it Right With ProProfs Project

There are various factors that are crucial for determining the success or failure of a project. However, the most significant one is your ability to manage your team. In addition to businesses investing in and managing project training, it is important that you take steps to maximize your chances of success by defining aims, building the right team, communicating effectively, measuring progress, and responding to changes seamlessly.

Now that you have a basic idea of how to manage a project team, let’s cover FAQs on team project management and other related topics.

Q1. What skills are needed to manage a team?

  • A few skills needed to manage a team are confidence, vision, adaptability, loyalty, sense of trust, and most importantly - effective communication.

Q2. What makes a good management team?

  • A good management team appreciates its employees, provide the necessary resources, listen to its employees, and make rational decisions.

Q3. How do you motivate your team?

  • You can motivate your team is by setting certain project goals, keeping an open communication, and encouraging innovation. 

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About the author

Nadine Rochester

Nadine is a technical marketing director at Strategy Execution, online project management training providers with over 20 years’ experience in the global B2B sector, hands on, creative marketer, Nadine demonstrates a passion for cutting-edge technology and a proven ability to effectively translate client priorities.

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