A Project Manager’s First Day On The Job: Focus On These 3 Essentials

The first day on the job can be nerve-wracking for a Project Manager at any skill level. Working in a new environment comes with all sorts of challenges that we get hit with simultaneously. Between new coworkers, a different workplace culture and an impression to make, it’s easy to become overwhelmed when we start at a new job – let alone taking on our new project! That’s a whole other conversation, which we’ll have in this article. Today, we write about a Project Manager’s first day on the job, and the three essential things they should focus on first!

A Project Manager’s First Day On The Job: My Experiences

For context, I’ve worked in the field of construction for thirteen years – ten of which were in some form of project management. In that time, I’ve worked at two companies in two states, each performing a completely different type of work.

In terms of companies, I’ve had two “first days” on the job as a Project Manager.

I’ve been the Assistant Project Manager on at least 20 small to mid-sized construction projects, and the Project Manager on five multi-million dollar projects. Each of them had a new set of stakeholders to meet when the project begins.

In these terms, I’ve had many first days on a new project as a PM.

In this article, we’ll explore the topic from the perspective of a new company AND a new project.

The 3 Essential Focuses Of A Project Manager During Their First Day On The Job

There’s only so many hours in the day, but every day on a project plays a part in its’ overall success or failure! While we can’t dive straight in and start churning out work on the first day – that’s the worst thing we can do – we can still make it a highly productive day.

It’s vital for new P.M.s to be as strategic and effective as possible, and day 1 is a great time to start.

Here are the 3 essential focuses of a Project Manager during their first day on the job:

1. Gather: Information, Documents & Resources
2. Observe: Day-To-Day Operations, Coworkers & “The Rules”
3. Think Big: Budget, Schedule & Quality

Let’s talk a little about each of these three focuses!

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• Why Is Emotional Intelligence Important In Project Management?
• Common Weaknesses Of Project Managers: Overcoming My 6 Main Flaws
• Managing Projects As An Introvert: 13 Essential Tips

1. A Project Manager’s First Day Involves Gathering Information, Documents & Resources

Every project can be boiled down to basic parts, no matter how complex. A project that’s in its’ infancy is the easiest type of project to begin digesting. Even if it is in motion already, Project Managers can gain a lot of momentum right away when they spend time gathering information, documents and resources.

Vital information includes learning who the project’s stakeholders are – the Client, the Client’s representatives and other major players on the project.

It’s also essential to gather contact information for subcontractors, vendors and other parties that are associated with the job.

Important documents that a Project Manager must have are a copy of the signed contract, final subcontracts/agreements and any other related official documentation. These are the utmost priority!

Other project-specific documents is required also, such as schedules, technical info, drawings, plans and others that are pertinent to the work being performed.

In terms of resources, the new P.M. must know what – and WHO – they’ll be working with.

It’s important for a new Project Manager to understand who’ll be joining them on the project. While the first day is going to be hectic and all over the place, it’s necessary for P.M.s to at least know who their team will be. This allows for some high-level strategizing and planning to begin.

As for technology, office space and other resources, these can and should be ironed out as quickly as possible. Items like computers and phones are vital in modern times for working as a P.M. – the earlier these are straightened out, the better.

2. On Their First Day, Project Managers Must Observe

When we’re hired as Project Managers at a new company, we’re coming into their world. While we bring our own experience and contributions to the table, we’re still the new kid on the block.

This counts double when we must also start on a new project with stakeholders we’ve never worked with before!

During the first day on the job as a Project Manager, we must spent time observing.

As humans, we’re incredibly perceptive. We’ll need time to learn everything about a new project, but we can form fairly accurate decisions in our subconscious before our conscious brains even know it (via Nature).

While these environments are new for us, they’re the same-old-usual for everyone else. Workplaces and projects alike have a certain intangible culture that must be seen or felt to understand. We can easily observe what the day-to-day routine looks like for those already working at the company or on the project.

We’ll soon be able to recognize the strengths and drawbacks that are present – every company in existence has them.

We’re not robots or cyborgs come to take over, though. We’re regular people who are there to do our jobs. We can talk to our new coworkers about what they do at the company, how they feel about working there, etc.

The position of Project Manager is central and visible to many. Getting to know people is critical, starting on the first day.

Lastly, it’s a good idea to review the company’s ‘Best Practices‘ and training documents, as well.

3. The First Day Should Be Spent Thinking Big

Not only will we not have time to dive deep at our new jobs, but on the first day, it’s not even productive to do so. A Project Manager’s first day on the job should be spent thinking BIG!

In Project Management, thinking big usually involves these three things: budget, time and schedule.

In step 1, you’ll most likely get a copy of the project’s budget plus other related financial info. It’s a good idea to review the budget as soon as you can.

There are a few things to look for in the project’s documents that relate to the budget:

• Total Project Value
• Schedule Of Values Or Similar Itemized Breakdown
• Identify The Largest, Most Significant Costs In The Budget
• Change Orders (If Project Started Already)
• Fees, Rates & Unit Prices
• Penalties, Backcharges & Other Potential Losses

Another factor to consider is time.

Getting a copy of the project’s schedule is essential. This dictates when each step needs to be completed along the way, which ultimately determines the completion date.

In the contract, there may be Liquidated Damages included. These are essentially penalties that happen if the project is delayed.

Depending on the project, there could be time restrictions such as work hours, timezone differences and other limitations. These clauses ultimately form the “rules” of the project.

Lastly, we must begin to understand the project’s quality requirements.

In construction, this can include performance specifications, testing, dimensional tolerances, finish quality, etc. In development, an app or software must offer specific functionality and features for the end user.

If we apply the ‘five W’s’ to project management, the dimension of quality is makes up the “what” and the “why” – what results the project is supposed to yield and why the project is being done in the first place.

In Summary

A project manager’s first day on the job comes with many challenges. Not all of it is scary, though – with some strategizing and a specific approach, we can get a lot out of our first day, no matter how chaotic it might be. I hope this article has been helpful and thanks a lot for reading!