What sets apart top project Managers? Discover the 5 key Habits!

I love this topic and strongly believe there are core strengths of project managers that make a difference between becoming good and great. I have been in project management since 1991 and have worked across multiple companies, and multiple countries (Canada and the US). I have also stood up 10 PMOs and can tell you stories of the project managers that worked for me over those 30+ years. One thing I did experience was that fact that I see some amazing project managers and I have seen some not so great project managers during that time. I have seen it all. Haha
In today’s fast-paced business climate, everything revolves around successful project delivery across every business. It is not just about overseeing tasks and directing. Successful project delivery across every business revolves around a delicate balance between art and science, which cannot be forgotten in today’s fast-paced business world.

Before delving deeper into the article, I’d like to share a video I’ve created on my YouTube Channel that I believe you’ll find enjoyable. You can watch it here.

Right now, there is so much hype of AI and talk on how it is going to change the Project management world, and I get that, I get the excitement for sure, but we can’t forget the key DNA of being a great project manager, and that is Art & Science. AI over time will be extremely beneficial with the science of project management, but it won’t be nailing the art for a while. We will get there and every day we are getting close and closer all the time.

Let me show you this amazing example from Power Framework of where we are going with the new Planner and CoPilot. I mean, I am excited as anyone with this whole AI thing. I really am, but even with what we are seeing here, we are just at the beginning of this amazing journey. Have a watch here, it really is amazing. You can fast forward to roughly the 16 minute mark where you will see CoPilot develop a project schedule for you. 
https://www.powerframework.com/enterprise-risk-management-in-the-microsoft-cloud-recording-0?submissionGuid=3e201cfb-74ba-415c-bd99-31a31b8d5a13

Wow, right? Ok, science nailed, and it is going to get better and better all the time.

But what about the “Art” of project management? You know leadership, communications, influence without authority….etc. When I think about the habits of great project managers, the “Art” skillset is critical and just as important as the Science. So, let’s do this. Let’s look at some of the key habits I think make successful project managers across both art and science. You will be surprised where I leaned into on this one… Let’s go. 

Successful Project Manager Habits
As noted, I have been in the project management industry since 1991 where I became a project manager, and if I do the math, that is over 30 years ago, but I am also in it today so I am still seeing actively what is working and not in the industry. 

So, why is it we see some project managers consistently just knocking it out of the park, and others struggle? That’s a great question, and let me cover some of the habits I have seen over the years running PMOs and working alongside of some great project managers. 
Here are the five key habits that separate TOP project managers, balancing them at heights:

Habit 1: Clear Communication (Art)

I have heard for years and say as well that “90% of a project manager’s job is communications”. I truly believe that. It is so important to the success of project managers and I listed it as number 1 because of where I think it belongs and where project managers should start honing their skills. 

Project managers who value communications have a knack for communicating project goals in such a way that all team members, clients or upper management) can internalize them. Project Managers prioritize regular project updates using a variety of methods, including: 
•    Status via meetings
•    Emails
•    Dashboards
•    Team huddles
The goal is for everyone to have an awareness of the project’s status and to know where they should focus their attention. 

Listen Up Please!

One skill that project managers value is listening and using active listening skills to ensure they get a better insight into concerns and feedback being raised by both the team and stakeholders. As an example, a very experienced project manager might open status meetings by reviewing the critical items brought up in past conversations and showing that they can make adjustments based on previous feedback. I have done that for years; I have always had minutes and actions from last meetings as the first thing we cover in status meetings. 

More experienced project managers also use communication tools to reach out to those parts of a team that are remote. Instant messaging platforms like Slack/Teams and project management tools like MS Project help keep everyone informed and provide clear visibility into project activities. For instance, using video conferencing with international teams keeps them feeling connected when they can see faces, expressions and be actively part of the conversation. This kind of foresight in using communication tools ensures there are fewer misunderstandings and increased collaborative teamwork.

In the end, adopting clear communication sets a solid foundation for every project, and project managers that value communications will dive right into this process. 
We started with communications, which is critical. Let’s keep going now and cover Habit #2 which is project planning. 

Habit 2: Project Managers Plan (Art & Science)

At the heart of every successful project is careful planning and organization. Skilled project management professionals go further to develop a comprehensive project schedule that divides major work items into smaller, more manageable steps to a level that it easily assignable and trackable. By creating a timeline using a Gantt Chart or an Agile sprint backlog, project managers can have real-time status of their project activities and keep team members on track with their assigned tasks. 

This is really a significant change from my perspective and the difference between good project managers and great project managers. Good project managers are ones that understand the value of the project schedule and the importance of planning their projects, and great project managers live by that. They are in and out of their schedule every day; they hold their team members accountable; they know when things are going late or about to go late and they proactively drive conversations based on the data they are seeing. Good project managers update their schedules, but don’t see their project schedules any more valuable than any other project management deliverable. 

When project managers create their schedules and fully plan their projects, they are setting themselves and the project team up for success. By creating a plan for the project, team members are aware of their timeframes and tasks assignments and your role as the project manager, can keep track of all the work more closely. 

In the end, this kind of detailed planning not only helps in keeping a project on track but also creates an orderly atmosphere where everyone has a specific role and knows exactly the expectations placed upon them. This decreases surprises and allows your team members to improve continuously within a system that holds them accountable. By organizing meticulously in this way, the best project managers can orchestrate impressive projects with exactness and vision.

Habit 3: Flexible problem-solving (Art)

Habit number 3 is one of the most important of them all for project managers because problem solving has to span not only resources but also the technical side of the project. Project management is an ever-evolving workplace filled with challenges and potential pitfalls that need to be avoided wherever possible to improve your chances of a successful delivery. The best project managers — the ones who truly rise above the average— are those that can maneuver this problem solving obstacles throughout the life of their projects! Adaptable problem solving is a mental challenge for project managers before they become delayed points on a project. Managing solutions quickly is critical so projects tasks stay on track and do not delay project  timelines is critical for project managers. For example, with a sudden budget cut, an experienced project manager might re-prioritize and redistribute resources without long-term impact on key deliverables.

Good project managers show high flexibility in terms of problem-solving. A problem-solving project manager can quickly gather the team and ensure everyone is focused on the problem at hand when they face project surprises and unexpected deviations from the plan. That could mean shifting timelines or changing project goals; for some projects, this requires a complete shift to the strategy of the project. Yep, that happens. I have seen that before when we go into a project thinking of one technology will work, and in the end it just does not work well at all and we can’t continue with it.

Once again, a slick salesperson sold a bill of goods to us on what their software can do and it could not in the end. 
Successful project managers ensure they overcome even the most significant challenges as growth opportunities and positive things by utilizing their adaptability in problem-solving. Therefore I consider it as the 3rd habit, because it is crucial for a project manager’s success. 

Habit 4: Leadership & The Empowerment of Teams (Art)

One of the significant areas where project managers can show their value on their projects is in their leadership skills. Leadership is a key component of every project manager and one that is learned over time and experience in the role. The more scenarios you run in your projects, the more experience you gain dealing with these kinds of scenarios and, therefore, over time, you will get better handling. 

Great project managers are not just focused on the tasks of the project, but more so on the team dynamics and inspiration. Great project managers can inspire their teams and can kindle the fire within everyone, making them excited about the project’s goals and business outcomes it is trying to achieve. That time inspiration is critical to get teams through the good times and the bad on projects. 

Team collaboration and leadership I would say is so important and at the heart of an effective strategy with exceeding project goals, and topnotch leaders understand the important of it. From effective delegation to leveraging each team member based on his/her strength and expertise, skilled project managers do a superior job in managing their project resources. 

Even more important is the building of trust with your project team and leadership. The best project managers guide their team members and encourage their creative independence. The project often requires team members to decide and handle things in real time as they arise. Great PMs encourage feedback. They do not blame for mistakes – and understand that people make mistakes all the time and part of projects. A team of empowered individuals are those that feel respected for their hard-work and knowledge, which creates more profound ties, loyalty and, most importantly, higher satisfaction with projects. 

Great project managers are leaders — and getting people to complete tasks in a timely manner isn’t leadership; they need the ability not just to make you do your job, but also to have trust and respect too! Leaders who focus on empowering individuals, communicate openly and often (sharing decision-making), are inclusive of all team members, and recognize them for their contributions publicly foster dynamic environments where everyone thrives. That is definitely the difference between good leaders! 

Habit 5: Learn and Grow (Art & Science)

This last habit, I debated on putting as number one because I believe so strongly in it and practice it every day. It could be something on PMOs, or Project Management, or AI, or a new PMO tool, but I am constantly learning and growing and feeding the mind. Bill Gates, which I follow regularly, is always promoting his list of books. He had the Inner Game of Tennis on there one year, but I digress, and he is constantly promoting reading. I could not agree more. I am constantly promoting learning and growing as well and don’t think you should ever stop. 

Great project managers are learning and growing all the time, and this is really the hallmark of what makes them great. Successful project managers are students and constantly learning and in the learning mode. Project management is a field which develops quickly with new practices, technologies, and methodologies. Look how fast AI is coming and if project managers don’t see, the need to jump on this AI train is missing an enormous opportunity here because it is coming and it is coming fast. 

Great project managers have a mentality of introspection and learning from previous projects. I say that about collecting Lessons Learned information; I say collect it during the life of the project, not at the end when people are long gone. I have an eBook on Lessons learned here that you can grab. 

I am not lost or don’t disagree on investing time in analyzing our past efforts, what worked and not, but most projects are not cookie-cutters and not the same. For example, a senior manager might conduct an all-team retrospective after a significant project completes, and you as the PM are just a member of that conversation giving your perspective. Not only does looking at past projects help improve future projects, but it sets the stage for developing a culture of transparency and continuous improvement with the whole organization.

Successful project managers of our time are those who keep up with the latest trends, tools and methods by which they can improve their processes or deliverables. That could introduce agile frameworks to become more adaptive or bringing in new software for improved resource distribution, and there will always be a buzz. They stay ahead in their field by actively seeking opportunities for professional growth, such as attending advanced courses or getting certifications, to stay informed about new trends and techniques.

In the end, the practice of always trying to become better allows those great project managers with capabilities that enable them to overcome complex problems efficiently. This absoluteness is not just driving them towards career transitions, but also helping their projects to succeed on a broader spectrum. Through adopting this habit, up-and-coming project managers can develop the hardness and flexibility that is essential in today’s fast-changing world of work.

Summary

By following these five habits every day, you will be a much better project manager and your projects will probably enjoy higher degrees of success. How to become a great project manager is following these five critical habits: 
1.    Strong Communication skills
2.    Strong Planning skills
3.    Strong problem-solving skills 
4.    Strong leadership skills
5.    Constant learning and growing mindset

However, remember that though these habits provide the framework for successful project management, it will not happen overnight. Commit yourself to these five habits and you will go a long way in growing in this field. If you need help, I am here for you! 

What do you think?

Thanks!
Bill Dow, PMP

Frequently Asked Questions

1. QUESTION:  What are the five key habits that set apart top project managers?
ANSWER:  The five key habits are: 1) Clear Communication, 2) Strong Planning, 3) Flexible Problem-Solving, 4) Leadership & Team Empowerment, and 5) Continuous Learning and Growth.

2. QUESTION:  Why is communication considered the most important habit for project managers?
ANSWER:  Communication is considered the most important habit because it’s estimated that 90% of a project manager’s job involves communication. It ensures that all team members, clients, and upper management are aware of project goals, status, and any issues that arise.

3. QUESTION:  How do top project managers approach planning?
ANSWER:  Top project managers develop comprehensive project schedules that break down major work items into smaller, manageable steps. They use tools like Gantt charts or Agile sprint backlogs to track progress and keep team members accountable.

4. QUESTION:  What role does problem-solving play in successful project management?
ANSWER:  Flexible problem-solving is crucial for navigating the challenges and potential pitfalls in project management. Top project managers can quickly adapt to unexpected issues, re-prioritize resources, and find solutions to keep projects on track.

5. QUESTION:  How do great project managers show leadership?
ANSWER:  Great project managers inspire their teams, focus on team dynamics, delegate effectively, build trust, encourage creative independence, and foster an environment where team members feel respected and empowered.

6. QUESTION:  Why is continuous learning important for project managers?
ANSWER:  Continuous learning is important because project management is a rapidly growing field. Staying updated on new practices, technologies, and methodologies helps project managers improve their processes and adapt to changing work environments.

7. QUESTION:  What’s the significance of conducting project retrospectives?
ANSWER:  Project retrospectives allow teams to analyze past efforts, identify what worked and what didn’t, and set the stage for developing a culture of transparency and continuous improvement.

8. QUESTION:  How does AI factor into the future of project management?
ANSWER:  While AI is expected to handle much of the “science” of project management, such as scheduling and resource allocation, the “art” of project management (like leadership and problem-solving) will remain crucial skills for human project managers.

9. QUESTION:  What’s the difference between good and great project managers when it comes to using project schedules?
ANSWER:  Great project managers live by their project schedules, checking them daily, holding team members accountable, and proactively addressing potential delays. Good project managers update schedules, but may not leverage them as effectively for project success.

10. QUESTION:  How can project managers improve their communication skills?
ANSWER:  Project managers can improve their communication skills by using various methods, such as status meetings, emails, dashboards, and team huddles. They should also practice active listening and use appropriate communication tools for remote team members.

11. QUESTION:  How can project managers effectively balance the “art” and “science” of project management?
ANSWER:  Project managers can balance the art and science of project management by leveraging tools and methodologies for the scientific aspects (like scheduling and tracking) while developing soft skills like leadership, communication, and problem-solving for the artistic aspects. Regular self-assessment and seeking feedback can help maintain this balance.

12. QUESTION:  What strategies can project managers use to maintain executive interest in their PMOs?
ANSWER:  Project managers can maintain executive interest by regularly showing the PMO’s value through metrics that matter to executives (e.g., ROI, cost savings), aligning PMO goals with company objectives, providing clear and concise status updates, and involving executives in key project decisions.

13. QUESTION:  How can project managers adapt their leadership style to different team dynamics?
ANSWER:  Project managers can adapt their leadership style by assessing team members’ individual strengths and preferences, adjusting communication methods to suit different personalities, tailoring motivation techniques to each team member, and being flexible in their approach to delegation and decision-making based on the team’s maturity and experience level.

14. QUESTION:  What role does emotional intelligence play in successful project management?
ANSWER:  Emotional intelligence is crucial in project management as it helps project managers better understand and manage their own emotions and those of their team members. This leads to improved communication, conflict resolution, team motivation, and overall project success.

15. QUESTION:  How can project managers effectively manage stakeholder expectations throughout a project’s lifecycle?
ANSWER:  Project managers can manage stakeholder expectations by identifying all stakeholders early in the project, clearly communicating project goals and limitations, providing regular and transparent updates, actively seeking and addressing stakeholder feedback, and proactively managing changes to the project scope or timeline.