Project managers (PMs) often find themselves misunderstood. Many people assume their role is simply about scheduling meetings or enforcing deadlines. However, in reality, project management is a strategic and dynamic function that ensures projects are delivered successfully. Let’s take a closer look at what people mistakenly think project managers do versus what they actually do.
What people mistakenly think project managers do
1. Just schedule meetings
Many believe PMs exist just to set up and run meetings. While communication is a big part of the job, effective PMs go beyond scheduling—they ensure meetings drive progress and decisions. They are expert facilitators that bring diverse groups together to resolve problems and find innovative solutions.
2. Micromanage every detail
Some assume PMs control every aspect of the work. In reality, good PMs delegate tasks and empower their team rather than dictating every step.
3. Make all the decisions
While PMs play a crucial role in decision-making, they don’t make all the calls themselves. Instead, they facilitate discussions, gather insights, and guide teams toward informed decisions.
4. Know everything about the project
People often expect PMs to be experts in every subject related to the project. However, their real strength lies in managing the process and coordinating experts, not in knowing every technical detail.
5. Work alone
Many think PMs operate independently, but their success depends on collaboration and teamwork. They act as a bridge between teams, stakeholders, and leadership.
6. Follow a rigid plan no matter what
A common myth is that PMs stick blindly to a plan even when things change. In reality, great PMs are adaptable and adjust strategies as new challenges arise. Change should be embraced and should be treated as an opportunity to deliver a better product.
7. Only manage timelines
Some believe PMs just track deadlines, but their role is much broader. They also manage risks, issues, opportunities, quality, benefits, scope, cost, communication, team dynamics, and stakeholder expectations to name just a few.
8. Enforce rules and processes
PMs aren’t just rule enforcers. They lead through influence, collaboration, and problem-solving, not authority. Giving teams space to work in the way that is best for them is key, rather than dictating unnecessary tools, techniques or processes.
9. Do all the work themselves
Some think PMs personally handle every task. In truth, they delegate, coordinate, and support the team so work gets done efficiently. They enable experimentation and innovation in search of a better solution.
10. Just deal with administration
Project management isn’t just paperwork. PMs drive strategy, remove roadblocks, and ensure alignment across teams.
What good project managers actually do
1. Set clear goals and expectations
A strong PM defines what success looks like, ensuring that everyone understands the project’s objectives. This gives the team a sense of ownership and common understanding.
2. Communicate effectively
Good PMs keep everyone informed, aligned, and engaged, ensuring that teams, stakeholders, and leadership are always on the same page.
3. Manage risks proactively
They don’t wait for problems to arise—they anticipate risks and create mitigation plans before escalation is required. They also seek out opportunities and capitalise on those upsides where possible.
4. Facilitate collaboration
Project managers don’t work in isolation. They create an environment where teams collaborate effectively to achieve shared goals.
5. Adapt to change
Plans evolve, and good PMs are flexible. They adjust timelines, priorities, and strategies to keep the project moving forward. This involves careful juggling of the seven aspects of project performance (time, cost, scope, risk, quality, sustainability and benefits).
6. Solve problems efficiently
When roadblocks appear, PMs analyze the situation, remove obstacles, and keep progress on track. This will involve working closely with teams and subject matter experts.
7. Keep stakeholders engaged
They manage relationships with clients, executives, and internal teams, ensuring everyone is aligned and invested in the project’s success. Stakeholder analysis is key to ensuring that timing and communication method is properly tailored to suit specific stakeholder needs.
8. Prioritise tasks wisely
PMs help teams focus on what truly matters, ensuring that the most critical work is tackled first.
9. Foster accountability
They ensure that team members take ownership of their work while offering support and guidance when needed.
10. Motivate and support their team
Good PMs create a positive work environment where people feel valued, empowered, and motivated to do their best work. They take time to give feedback, to facilitate interactions and celebrate key successes.
Final thoughts
Project management is far more than just meetings and timelines. A great project manager aligns teams, manages risks, solves problems, and ensures the project delivers value. By understanding what PMs actually do, we can better appreciate their role in driving success.
What’s the biggest misconception you’ve encountered about project management? Share your thoughts in the comments!
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