Project managers work across a variety of fields. Many industries require project managers to oversee their work. This includes I.T., construction, business processes/operations and even entertainment. One thing remains constant – project managers will need to deal with some no-so-enjoyable situations. Luckily, we have each other! In this article, we examine 10 common issues project managers face, and ways we can solve them. Let’s dive in.
There’s a lot to cover in this article, so we’ll keep the introduction to a minimum. Below is our list of 10 common issues project managers face, what can be done to deal with them and how to avoid them in the future:
- Lose Money
- Unhappy Clients
- Lack Of Resources
- Take The Blame For A Teammate
- Meet An Unrealistic Deadline
- Request A Change Order For An Unclear Portion Of Scope
- Work For A Bad Boss
- Hire The Wrong Person Or Firm
- Get In A Confrontation
- Manage A Project That Fails
Keep reading for the details of each common issue and techniques to solve them!
Project Management Issue No. 1 – Lose Money
There are a lot of different types of projects out there, but nearly all have one thing in common: they have a budget, and therefore an expected amount of profit. How could we not kick off our list with this one?
However, a budget is just that. What actually happens is up to us as project managers.
Sometimes, a project is bid or priced wrong from the beginning. Other times, disputes arise and we end up spending more than we planned to settle it. Of course, we just straight up make mistakes, too.
No project manager enjoys losing money. Every P.M. dreads it, and nearly all experience it at some point. In this way, at least know you aren’t alone. This is why losing money earns the first spot on the list of common issues project managers face.
How Can We Avoid Losing Money In Project Management?
- Know the budget inside and out, and focus on getting the biggest dollar-value items secured as early on in the project as possible!
- Monitor the budget regularly. Whether this be a cost projection (aka cost-to-complete) or reviewing financial reports, reviewing the budget is crucial for hitting profit margins and managing cashflow.
- If you DO spot a cost overrun coming, don’t keep it a secret. Let your bosses know as soon as you can. Even if you’re the cause, don’t try and hide it. You’ll at least be commended for your honesty and for watch the budget closely.
Project Management Issue No. 2 – Unhappy Client
Clients are the customers. They get to have the expectations, not meet the expectations. They’re paying, and therefore are entitled to it.
But what happens if your company under-performs? What happens if your client is demanding things outside of your scope of work? What if the Owner’s Representative is just a difficult person to deal with?
As project managers, we get the pleasure of dealing with it! Or at least, we’re responsible for taking the necessary steps to mitigate the client’s concerns.
How Can A Project Manager Handle An Unhappy Client?
- First, is the client’s concern legitimate? If so, project managers must do whatever we can to properly address the concern. This could be additional resources, thinking of alternatives or help solve unexpected problems. Which leads me to…
- Is your company following the contract agreement? If not, let your managers and legal team know as soon as possible what the client is concerned with. Client concerns precede legal actions like lawsuits or terminating contracts. Your company may take the client’s concern a lot more seriously if they realize the contract is not being followed.
- If the contract IS being followed, and the client is still unhappy, you can only do so much. You can offer a little extra help, but eventually you’ll need to hold the line. This is the point where a calm, but direct statement from the P.M. is required – state the contract terms, why you cannot do what’s being asked and offer any solutions you may have.
Project Management Issue No. 3 – Lack Of Resources
Project management is far from perfect and project management perfectionism is a waste of time. Nothing will go exactly to plan.
This includes the resources you have access to. Nearly every project manager will need to cope with a lack of resources at some point.
Reasons for lack of resources in project management are plentiful: a coworker leaving, not having room in the budget or simply running into an unknown.
How Can A Project Manager Deal With A Lack Of Resources?
- Know the top 2-3 things that the missing resource is needed for, and cut out excess tasks from other areas to accommodate these missing needs. At least then, the biggest, most important tasks are still getting done. As for the rest of it…
- Let some balls drop. We like to think we can juggle an indefinite amount up in the air, but this is not true. Unneeded tasks must go, to save the big picture. Need help prioritizing? Try the Eisenhower Decision Matrix.
- Cover yourself. If a resource is not being given to you that is required by contract, record this via email. I’ve been in this situation, where my company was not providing sufficient management staff and violating the contract by doing so. At least someone will point the finger your way – be prepared.
Project Management Issue No. 4 – Take The Blame For A Teammate
Project managers are big-picture people. We are in charge of making sure the future is planned, schedule is kept and the budget adhered to. We’re also responsible for managing the people working on the project!
At some point, one of them will make a mistake. Making mistakes in project management is normal, but still needs to be addressed ASAP.
As project manager, we must do two things:
- Address the mistake to project stakeholders and our bosses.
- Address the mistake to the person who made it.
A good project manager will have accountability, and will not just pass the blame to the person who made the mistake. It did happen under the P.M.s watch, after all, and is therefore their issue to handle, at a minimum.
What Should A Project Manager Do If A Teammate Makes A Mistake?
- Find out the root cause of the mistake. Is the person who made it qualified to be working on whatever it is they’re doing? Are they overloaded with work? Is there a flaw in the plan or process?
- Have proposed solutions ready when you address the mistake. No boss or client wants to hear you pass the buck. They want to know how the problem will be fixed.
- Implement a new process. There are always lessons to be learned from mistakes, and we don’t want to learn twice. Issue a summary of the new process in a meeting and/or via email to the project team.
Project Management Issue No. 5 – Meet An Unrealistic Deadline
Everyone cares about one thing when considering a project schedule: when will it be done?
This can apply to the entire project, as well as a specific milestone. At some point, project managers will be tasked with scrambling to meet a deadline.
We’ve addressed this in detail in another article (see ‘make miracles appear‘), but we’ll recap a couple of the key points.
How To Manage A Project With Unrealistic Deadlines:
- Was the deadline established by someone incorrectly? This could be the client’s misunderstanding or a boss’s promise. Whatever the cause, if the deadline is TRULY not realistic, rip off that band-aid and say so ASAP.
- Work efficiently and get things into other people’s hands as quickly as possible. All hands on deck!
- It seems obvious, but communicate the urgency to all. Do NOT sugar coat it – feathers may ruffle, but communicating bad news is a necessary skill for project managers to have.
Project Management Issue No. 6 – Request A Change Order Due To Unclear Scope Of Work
It’s time to do the dance. “What dance?” you ask. The dance of change order negotiation.
When there’s change in project scope, change orders are straightforward – everyone expects it and can see it coming.
What happens if the scope is unclear, and your company has decided to pursue a change order for additional time, money or both?
A common issue project managers face is disputes over scope of work. Essentially, these disputes boil down to who owes what, and how much it should cost (if anything).
How To Request A Change Order?
- It all comes back to the contract and contract documents. The first step is very simple: is this a legitimate claim? If so, on what grounds? First make sure that the change order is legitimate.
- Assuming it is, the next step to requesting a change order is compiling backup information. In most cases, this will be two categories: written backup, and resource backup…
- Gathering written backup consists of compiling whatever you have in writing to support the claim. In construction, for example, this includes marked up drawings, highlighted technical data, letters and even emails.
- Gathering resource backup relies on input from other people. This will include labor resources working on the project – in construction, how much additional time was or will be required? Resource backup also includes pricing for any equipment, materials or supplies, as well as pricing and information from subcontractors or consultants who will be involved.
- At this point, the change order your firm submits will have plenty of information and backup to begin having a discussion with the client.
Project Management Issue No. 7 – Work For A Bad Boss
We’ve actually written an extensive article on working for a bad boss [see: “Is My Boss Manipulating Me? 12 Signs Of A Manipulative Boss“]. This article goes in depth using real examples that I’ve experienced working for a particularly bad boss, but the issue of working for a crappy boss is so universal, we couldn’t leave this off the list.
If you don’t have time to read our other article, just know this:
- Bad bosses should not be trusted.
- Document, document, document.
- Take care of your mental health.
- Set boundaries.
Project Management Issue No. 8 – Hire The Wrong Person Or Firm
At some point, every project manager will need to oversee a lackluster employee, hire a bad vendor or struggle with a difficult subcontractor. It’s inevitable and one of the more common issues project managers face
However, it’s what you do about it that matters. We’ll break this one into two parts below.
How Would You Handle A Difficult Project Team Member?
- Know this team member’s specific responsibilities, whether this be a job description, project flow chart or similar.
- If they are being asked to do something outside of their job description and they’re not being cooperative, advise your superiors and Human Resources in writing as to what’s going on. They will need to play a role.
- If they are not doing their job, request a meeting with them. Ideally, have a third person present (H.R., boss, etc.) with you when you do so. Let them know you will send a recap of what is discussed in email. Let them know too that they are just getting a warning for now. If the issue is discussed, documented and still persisting, forward the whole story to Human Resources.
- Of course, if this team member violates any company policies, let them know right away that they’re getting reported to H.R., and do so.
- Of course, if this team member breaks the law, report it to the authorities and H.R. immediately!
How Do You Deal With Difficult Vendors?
- The starting point with managing a vendor is understanding their scope of work, and upholding what the written agreement states – subcontract, vendor, etc.
- Always consult your legal counsel and keep them in the loop prior to doing anything!
- Any breach of contract should be documented in email and hard copy letter right away. This assumes you’ve already spoken with them and the difficulty stemmed from that conversation.
- If they refuse to remedy the situation, enforce the termination terms of the agreement.
- In general, put any pending payments due to them on hold. If they’re owed the money for unrelated, approved work they’ve performed, this can be tricky, though so thoroughly understand the agreement. Again, consult your legal team first.
Project Management Issue No. 9 – Get In A Confrontation
One of the most common issues project managers face is handling confrontation. Projects have all the necessary ingredients for confrontation to take place: deadlines, pressure, budgets and type-A personalities.
As project manager, we’re the people most likely to experience this. If you’re naturally more introverted, you might be averse to conflict.
There are simple ways to handle this.
How To Handle Confrontation As A Manager
- Do not overreact – don’t swear, scream or threaten.
- Do not under-react, either. Stand tall, maintain eye contact and hold your ground.
- Do your best to de-escalate the situation.
- Keep your emotions out of the discussion.
- Report the incident to Human Resources, if necessary.
- Orient the discussion towards mutually beneficial solutions.
- Listen to what the person has to say, and acknowledge where you agree. Let them know you’re willing to listen.
- Indicate where this person is wrong based on project requirements or established protocol, and calmly state that.
- Document the solution you’ve reached via email, if required.
Project Management Issue No. 10 – Manage A Project That Fails
It happens to the best of us. We try our best, but a project fails anyways. It may have been set up wrong, or unknowns took over. On other occasions, we make a misstep that’s fatal to the project.
In either case, there are only a few things project managers can do about it.
How Do You Deal With A Failed Project?
- Drop lower priority tasks and focus as many resources as possible on the most critical areas of failure.
- Take stock of realistic losses. This is a good time to plan for the worst case scenario.
- Communicate the recovery plan with project stakeholders.
- Identify areas in which the project is failing outside of your control or scope of work. Account for additional time and costs it will take to get back on track and notify the client.
- Consider any agreements, purchase orders and subcontracts that are in place. Determine their role in the project failure, or project future. Should they be significantly altered or terminated?
- Determine the financial situation – are funds still getting released from the client? Are payments able to be released to anyone who is expecting them?
- Minimize or completely halt variable costs like hourly labor until a complete recovery plan is in place and approved.
- Work through a project post-mortem to determine causes of failure, and what not to do going forwards.
When A Project Manager Fails
- Be objective about why the failure happened. Is it a methodology issue? A communication issue? Being open to areas of improvement will be helpful for growth in the future.
- Realize it’s more common that it seems. This source states that 70% of projects fail. It’s important to remember the definition of failure, too…
- Remember that project failure just means the original deliverables aren’t accomplished. These things can be learned from and improved.
- This is all temporary. If you learn from failure and stay persistent, you could end up like one of these extremely famous and successful people, who all experienced failure along the way!
In Conclusion
I hope you’ve enjoying this list of 10 common issues project managers face. Project management is not an easy path, but it’s also a highly rewarding, interesting and engaging path. When dealing with some of the B.S. that comes with being a P.M., just know – you aren’t alone!
