Our Insights

So, you want to learn how to be a good project manager? The type that effortlessly manages internal and external communications, moving targets, deadlines, client priorities, meetings, presentations, deliverables, and more? Phew, we almost ran out of commas with that list! The responsibilities of a project manager run the gamut, and many PMs often find themselves managing multiple projects. New and seasoned project managers alike know it’s not always a straightforward path to success.

What makes a good project manager is the ability to see challenges as opportunities to problem solve and disagreements as a bridge towards compromise. We know not everyone has the mentorship we benefit from at Lewis Media, so we’re addressing common head-scratchers many PMs face. It may be spooky season, but challenges in the workplace don’t have to be scary — we’re here to help! Our project management team each tackled an all-too-common project manager predicament below.

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Dear New Project Manager,

Congratulations on your new opportunity, and I’d like to officially welcome you into the world of project management! It’s okay and normal to have some first day jitters (been there, done that), but to help calm your nerves, I have a few pieces of advice for you as you start your project management journey.

My first piece of advice would be to be a sponge the first few weeks; soak up all of the information and learn as much as you can. Listen, listen, listen, and ask questions. If you don’t know the how, when, why, who, or what to something – ask! You don’t know what you don’t know, but sometimes, in order to know, you have to take the initiative and ask.

Second, it’s critical that you pay close attention to the details. The responsibilities of a project manager lie in the details.  I cannot emphasize that enough. To effectively communicate and plan, you need to know the ins and outs of the details. This is critical in an agency environment, and even the smallest of details can have a huge impact.

My last piece of advice would be to always be open and willing to collaborate, whether that be with your internal team, clients, or external partners. You’re a part of a team; embrace it. Everything you do as a project manager should be rooted in being a team player.  To be a true partner, you have to work together. Problem solve with your team, not in a silo. It’ll help build trust. There truly is no “I in Team,” so be open to new ideas, be transparent, and hold yourself and your team accountable. Your team wants you to succeed, and they’re there to support you just as much as you’re there to support them.

If you follow these simple recommendations, I can guarantee you’ll learn how to handle project management efficiently and knock it out of the ballpark.

I’m excited for you, and I hope you love project management as much as I do.

Your Veteran PM,

Anne Aurelia

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Dear Overwhelmed,

Make yourself comfortable in that space between the rock and the hard place! In project management, you’re often right there in the middle, but with the right tools, it can actually be a good place to be. Like yourself, we continually seek to find that balance between keeping the teams informed and giving them time to focus on their work. One way we tackle that here is by using agency project managing software — in our case, Teamwork. For us, Teamwork has proven to be the best project management software for small teams like us. Many project management tools offer similar functions, and they’re an excellent way to streamline communication and task management while managing multiple projects.

By shifting some of our updates and task tracking to Teamwork, we’ve significantly reduced the need for status update emails and meetings. Team members can update project statuses in real time, so everyone stays informed without clogging up inboxes. The platform centralizes tasks, which makes it easy for anyone involved to check in on progress without needing to send emails like, “Where are we in the process?” or “Is this done?”

What’s more, we empower all team members to create tasks for each other directly within the platform. Instead of sending an email to kick off a request, the team member can simply create and assign a task to that person in a central location. This way, requests are easy to track, and anyone who needs visibility can see what’s happening. The person responsible for completing the task also has a clear view of what’s assigned to them, making it easier to manage and prioritize work.

With a project management tool, communication becomes more streamlined and transparent, allowing the team to spend less time managing communication and more time doing what they do best. It’s a simple shift that can make a huge difference!‍

Yours in Productive Project Management,

Nikki

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Dear Active Listener,

As project managers, we’re often required to wear many hats, especially during meetings. We have to remain an active participant while simultaneously ensuring every important detail is recorded and accounted for. This can be challenging, but it’s just a day in the life of a project manager. What makes a good project manager is the ability to view work through two lenses – one being a microscope to investigate all the fine details and deadlines, and the second being a bird’s eye view to ensure the overall goals and timelines are being met. The struggle to balance the two perspectives can be lessened by remaining calm and garnering balance. I have tips for how to handle project management at each phase of meetings.

First, do as much as you can to prepare prior to your meetings. Devote at least 5-10 minutes to reviewing your status sheets and/or project management software to make a quick list of outstanding items in advance of each meeting. This allows you to walk into meetings with a clear understanding of the agenda and priorities to reduce the likelihood that anything slips through the cracks. Knowing in advance what decisions or topics are most important allows me to engage fully without having to capture every single detail.‍

During the meeting, focus on capturing the key points when taking notes. It isn’t necessary to record everything being said, as this can negatively impact your ability to actively listen. Also, if you have questions, don’t be afraid to ask! It never hurts to clarify and ensure all meeting members are aligned through active summarization.

As you are wrapping up a meeting, pause to summarize key takeaways so you can mentally check off what’s been covered and what requires further attention. If a meeting is particularly convoluted and you feel your head swirling, I find it extremely helpful to send a quick email to your internal team – including a recap of key action items and decisions that were discussed to allow the entire team to stay aligned. This not only reinforces understanding but also provides an opportunity for others to fill in any missing details. It can also open up the door for collaboration as one team member may have heard and understood a topic differently than others, which is a great discussion to then have as a team. Trust me, the team will appreciate this, and you’ll be working on your memory and retention in the process which are essential responsibilities of a project manager.

At the end of the day, it’s all about balance. By leveraging team support, remaining calm in stressful situations, and prioritizing action items, you’ll soon be an expert at staying on top of the tasks at hand. Practice makes perfect, and every meeting is an opportunity to refine your project management proficiencies and get better at managing successful projects.‍

Your Project Management Cheerleader,

Emily

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Dear Disorganized,

Managing multiple projects and striving to deliver high-quality results can definitely feel like you’re trying to keep several balls in the air at once! I have a few strategies to share that will help you, your team, and your clients stay organized and aligned.

We have found that an effective way of staying organized across multiple projects is by keeping an updated status sheet that all stakeholders (internal team and client team members) have access to. This should be accessible to all relevant team members, so everyone knows the current state of tasks, deadlines, and progress. A centralized status sheet reduces miscommunication, ensures accountability, and provides transparency to both your team and clients. By keeping it up to date, you’ll be able to reflect ongoing changes and keep everyone in the loop.‍

Schedule regular client status calls. Whether it’s weekly, bi-weekly, or monthly, setting up recurring client calls is essential to keep communication flowing and expectations clear. These meetings provide a dedicated time for all teams to come together to discuss progress, address any concerns, and adjust timelines if necessary. While the frequency can and should be tailored to your client's specific needs, consistency is key! Even if it does not seem like there is much to discuss, it’s better to have the time allotted and spend 10 minutes talking as a collective team than not meeting at all. You’d also be surprised at how many times it’s these 10-minute status meetings that end up providing the most helpful information. These regular check-ins foster trust, strengthen relationships, and prevent spin on both sides.

If you’re working on an account that has more than one project going on at a time, there will be a ton of moving parts. My best advice here is to set a recurring internal status meeting. Holding a weekly internal meeting carves out specific time for you and your team to focus on the account at hand and stay synchronized. Use this time as an internal team to discuss what needs to be completed, highlight any potential obstacles, and share updates on ongoing tasks. Often, quick meetings are more efficient than a string of several emails back and forth. We’ve also found that it’s an opportunity for team members to surface any issues that may require further team support or adjustments. These meetings will unite you and your team to ensure you’re on the same page and on track.

By implementing the above strategies, you’ll start to build a structured and transparent workflow, making it easier to manage tasks, foster teamwork, and maintain strong client relationships.

Don’t be afraid to intervene when you see confusion rearing its ugly head — that’s what you’re here for, and ultimately, the team will thank you for removing obstacles as they occur.‍

Your Obstacle Obliterator,

Zoe