Handling the challenges of a small company project manager

If you’re a project manager for a small company, you have a unique set of job-related issues. You’re probably the only person managing projects and may have responsibilities for several different types of projects – marketing, internal processes, or customer product development.  Here are a few tips to make your job a bit easier.

Get systems in place

One of the biggest challenges small companies have is that they’ve never developed any systems to handle the tasks that need doing. You don’t want to reinvent the wheel every time you’re assigned a new project.

Create systems around requesting projects, getting requirements or specifications submitted and approved, and the project execution and completion. The system can be as easy as a meeting with the manager, a list of deliverables on a white board and an agreed upon budget. Don’t make it difficult, but make it consistent.

Learn the Agile methodology 

For small companies, Scrum and Agile are probably the best choices of project management processes. These methodologies use small, self-directed teams to manage and deliver products or services. Traditional project management techniques can work, but often take more time and effort than is needed for smaller or shorter projects.

Get software help

Once you have your workflow determined, look at automation. There are many tools on the market that can help small businesses manage projects, products, and customers.  Asana, Wrike, Trello, Workboard, Basecamp and Teamwork are just a few choices and some tools have free trials. Sign up for the ones you think might work and try them.

Software supports work

The software you use should support your systems, not dictate how your do work. If you have to completely change how you operate in order to use the software, that’s probably not the application for you. Don’t force a square block into a round hole.

Find the tool you like and pitch it to your management. Management often doesn’t care what the tool is, as long as it’s reasonably priced and does the job. Bring them an option or two, make a decision, and move on.

Communication

Project management is all about communication. Talk with your managers and customers and agree on what types of communication there will be and how often. Don’t guess about this. You will guess wrong.

Overcommunication is fine

Email, instant message, phone calls, daily stand-ups – ask what type of communication your target prefers.  Suggest weekly status reports by email for managers and customers. If a decision is needed quickly, suggest a phone call or instant message. Make sure everyone is clear on how they get their information and when.

Understand scope of authority

It’s important that the project manager understands clearly what decisions they can make, and what decisions must go to the manager or customer. The point of having a project manager is to take the pressure off the managers or owners and get something done. If the PM has to take every decision to a manager or customer, the project is going to stall.

Owners, managers, and customers are busy people dealing with many issues. At the start of the project, outline the scope of authority so it’s clear to everyone how decisions are made and which decisions go to the manager. The manager also needs to commit to a turnaround time frame to avoid holding up the project.

Take control

Many small business owners have a difficult time giving up control of aspects of their business. Though this is understandable, a business cannot grow if the owner cannot hire good people and let them do their job. As a PM, work with your manager to reassure him that you can make good decisions.

The project manager in a small company is often a one-person team. With good definition up-front, the work can progress better and projects can deliver.