[The Project Manager's Path] Your First PM Role - Beyond the Spectacular Debut

How do you feel when you are assigned as a project manager (PM) for the first time?

Some may tremble with excitement, thinking, "The day has finally come!" while others might feel crushed by anxiety, wondering, "Can I really handle this?"
It is like a rookie director standing on a big stage for the first time.

Imagine a movie set.
Without a director, the actors and staff would move in disarray, and the work would never be completed.
The director envisions the overall picture, manages the shooting schedule, keeps the cast and staff motivated, and resolves any troubles that arise.

The work of a PM is very similar to this.
A PM is a "director" who leads the team from every angle to ensure the success of the "work" known as a project.

1. What is the role of a project manager?

If someone asked you, "What does a project manager actually do?"
would you be able to answer immediately?

Some might say, "They are the ones who manage progress," while others might say, "They are the ones who negotiate with clients."
None of these are wrong, but the work of a PM is much more diverse.

The role of a PM can be broadly summarized into the following three areas.

(1) "The Helmsman"
Clarify the project goals, create a plan, and lead the entire team toward those goals.

(2) "The Coordinator"
Stand between stakeholders such as the development team, sales, clients, and management to resolve differences of opinion and facilitate smooth progress.

(3) "The Problem Solver"
When unexpected troubles occur (such as a member's poor health, technical issues, or budget overruns), deal with them calmly and get the project back on track.

To fulfill these roles, you need not only technical knowledge but also communication skills, leadership, and above all, a strong will to "make this project an absolute success."

2. Your first PM role: where should you start?

When you are assigned as a PM for the first time, you might feel lost, wondering, "Where should I even begin?"

There are many things you need to do as a PM, but:
- First, know your "enemies" and your "allies."
- Prioritize your tasks and execute them.
- Do not try to shoulder everything by yourself.

"The success of a project is not determined by technical skills alone."

A common cause of project failure is "misalignment in specifications leading to rework."

"Battles are won before they are fought."
This is a quote from the ancient Chinese military treatise, 'The Art of War' by Sun Tzu.

The same applies to projects. Success is determined by how thoroughly you prepare.

Specifically, it is recommended to follow these three steps.

(1) Draw a 'map' of the project
Clarify the project's purpose, goals, schedule, budget, and structure, and summarize them in a document. This is called a project plan and serves as your compass.

※There is no need to aim for perfection from the start.
After covering the bare essentials, it is best to start with what you know and can do, and review as you go.

(2) Build 'trust' within the team
Understand the strengths and specialties of each member and assign appropriate roles. Create an environment where they feel safe to express their opinions.

※ Build trust through your own words and actions. While giving instructions to members, it is also important to lead by example when necessary.

(3) Identify 'risks'
Predict what might hinder the project in advance and take countermeasures. This is like a ship sailing on a stormy sea, predicting the arrival of a storm and preparing for it.

※ Always keep your antenna up. The project situation changes daily. Strive to sense signs early and take action.

3. Mindset of a Project Manager

A project is a living thing.
Unexpected situations will always occur.
It might even be rare for things to go exactly as planned.

In such times, what kind of mindset does a PM need?

(1) Let go of perfectionism
The fixed idea that 'things must go according to plan' will cause a PM suffering.
Instead, it is important to have a flexible mindset of 'how can I overcome this situation?'
What is important is not 'proceeding according to plan,' but 'achieving the project's purpose.'

(2) Do not carry the burden alone
While a PM is in a position to lead the team, they are by no means a superman.
When in trouble, ask team members or your supervisor for help.
Excellent PMs know the importance of asking for help.

Conclusion: The Journey Continues

Your first time as a PM may involve many hardships and setbacks.
However, that experience will surely help you grow significantly.

When you successfully complete a project, you will surely meet a version of yourself filled with a sense of accomplishment and confidence. And that successful experience will become the driving force that propels you toward your next challenge.
Also, even if it ends in failure, that experience is never wasted. That failure will surely make you stronger.

The job of a PM is like an endless journey.
With every new project, you will meet new colleagues and see new scenery.

Please enjoy this journey.

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😌Practice: Project Management [Overview] - The Management Toolbox

😌PMBOK Actually Used in Practice: Points to Note for Introduction - The Management Toolbox

・Introduction to Quality Management in Software Development - The Management Toolbox
・Software Development Structure - The Management Toolbox
・How to Engage with Stakeholders - The Management Toolbox
・Risk Management in Projects - The Management Toolbox
・Scope Management in Projects - The Management Toolbox
・Resource Management in Projects - The Management Toolbox
・Cost Management in Projects - The Management Toolbox
・Schedule Management in Projects - The Management Toolbox
・Procurement Management in Projects - The Management Toolbox
・Communication Management in Projects - The Management Toolbox
・Quality Management in Projects - The Management Toolbox
・Integration Management in Projects - The Management Toolbox

[Book Introductions]

・The Book to Thoroughly Learn the Basics of Project Management in One Volume (Kindle Edition)
By Kazuya Maeda
Gijutsu-Hyohron Co., Ltd. (2022/06)
This book is an introductory guide that allows you to learn project management from the basics. After explaining the fundamental knowledge of project management, it divides projects into five stages: "Initiating," "Planning," "Executing," "Monitoring and Controlling," and "Closing," and carefully explains what should be done and points to be aware of at each stage.
(* Book descriptions are generally based on the descriptions on the linked site (Amazon). Please refer to the link for detailed content.)

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・Practical Course on "Project Management" You Want to Know When You Are Assigned (Kindle Edition)
By Daisuke Ito
Nihon Jitsugyo Publishing (2017/2/1)
This book explains specific knowledge and tools for project management, focusing on three perspectives: "Goal Setting," "Planning," and "Execution." It uses abundant diagrams to explain along the progress of a project. It is no exaggeration to say that many jobs and activities are projects. This is a must-read book for business people and everyone who wants to make their projects successful!
(* Book descriptions are generally based on the descriptions on the linked site (Amazon). Please refer to the link for detailed content.)

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・A Guide to the Project Management Body of Knowledge
(PMBOK Guide) 7th Edition (Kindle Edition)
+ The Standard for Project Management: Supervised translation by PMI Japan Chapter
By Project Management Institute (PMI)
PMI Japan Chapter (2023/1/6)
(* Book descriptions are generally based on the descriptions on the linked site (Amazon). Please refer to the link for detailed content.)

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・Illustrated Immediate Asset: A Textbook to Thoroughly Understand the Knowledge and Methods of PMBOK 7th Edition in One Volume (Kindle Edition)
By Kazuya Maeda
Gijutsu-Hyohron Co., Ltd. (2024/9/20)
This is an explanatory book for the PMBOK Guide 7th Edition, known as the global standard for project management. In addition to fundamental knowledge such as "Project Basics," "Value Delivery System," and "12 Principles," it explains in detail the key points of the "8 Performance Domains," which can be said to be the main theme of the PMBOK 7th Edition. It is recommended not only for studying project management but also as a first step for PMP exam preparation.
(* Book descriptions are generally based on the descriptions on the linked site (Amazon). Please refer to the link for detailed content.)

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・Illustrated Introduction: Easy-to-Understand Basics of the Latest PMBOK 6th Edition (Kindle Edition)
By Yasushi Suzuki
Shuwa System (2018/3/23)
The PMBOK Guide is translated and published in 11 languages worldwide, including Japanese, by the Project Management Institute in the United States. Even when translated, it is difficult to understand due to many technical terms and katakana terms. The author, who is also the leader of the translation and supervision team for the "PMBOK Guide 6th Edition," explains the original meanings as simply as possible. It uses plenty of illustrations to make it easy to visualize, making it easy to understand for everyone from beginners to veterans.
(* Book descriptions are generally based on the descriptions on the linked site (Amazon). Please refer to the link for detailed content.)

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