What is a Project Manager and what do they do?

In today’s fast-paced business world, organizations depend on projects to implement strategy, deliver innovation, and remain competitive. At the center of these efforts stands the Project Manager (PM)—a professional responsible for leading a team through a defined initiative, ensuring it delivers value, aligns with organizational goals, and is completed on time and within budget.

But what exactly does a project manager do? And why are they considered such a vital role in industries ranging from IT and construction to healthcare and finance?

This post will break down the key responsibilities of a project manager, essential skills, and actionable insights—providing clarity for aspiring project managers, seasoned professionals, and anyone who has ever wondered, “What does a project manager actually do all day?”

The Role of a Project Manager

At its core, the project manager’s job is to plan, execute, and close projects. That might sound straightforward, but it involves a wide variety of tasks that touch every corner of the organization: strategy, people, process, and technology.

A PM is directly accountable for a project’s success or failure. They must balance competing priorities, resolve conflicts, and act as the central hub of communication between executives, stakeholders, and team members.

Let’s break down what this looks like in practice.

1. Defining Roles and Responsibilities

Every successful project starts with clarity. One of the first jobs of a project manager is to define roles and responsibilities for the team.

Why does this matter? Because in a matrix organization—where employees may report to multiple managers—it’s not always obvious what each person’s role is within a project. A Senior Director, for instance, may not be leading the project but could be a key stakeholder. Meanwhile, a junior business analyst may be essential for requirements gathering.

Tools and Best Practices

• RACI Matrix (Responsible, Accountable, Consulted, Informed): A classic project management tool that clarifies who owns what.

• Kickoff Meeting Alignment: Ensures all team members understand their roles from day one.

By establishing clear ownership, the PM prevents overlap, confusion, and gaps in responsibility.

2. Managing Communication

A project manager is often called the “chief communicator” of a project. From emails and instant messages to stakeholder updates and executive presentations, the PM must ensure everyone has the information they need—without being overwhelmed by noise.

Poor communication is one of the leading causes of project failure. The PM must be able to sense when there’s confusion or ambiguity and address it immediately, whether that means:

• Pulling everyone into a quick sync meeting

• Creating a shared project dashboard in MS Project, JIRA, or Smartsheet

• Documenting decisions and next steps after key discussions

For distributed or global teams, communication takes on an added layer of complexity. A PM may need to bridge time zones, cultural differences, and communication styles.

Pro Tip:

Schedule overlapping “core hours” where team members in different time zones can connect, while respecting personal work-life balance.

3. Managing Risk

Every project carries risks—budget overruns, missed deadlines, shifting requirements, or resource constraints. The PM’s responsibility is not to eliminate risk (that’s impossible) but to anticipate and mitigate it.

This involves:

• Holding risk identification workshops with the team

• Maintaining a risk register with probability, impact, and mitigation strategies

• Regularly updating stakeholders on evolving risks

Strong project managers don’t wait for risks to become issues. They act early, create contingency plans, and set realistic expectations with leadership.

4. Planning and Managing the Project Schedule

A project without a schedule is like a ship without a compass. One of the PM’s most critical tasks is creating and maintaining a project schedule that guides execution.

This includes:

• Building a Work Breakdown Structure (WBS)

• Sequencing activities and identifying dependencies

• Estimating time and effort with help from subject matter experts

• Tracking progress against milestones

During execution, the PM ensures accountability. If a task is delayed, they investigate why, assess the impact, and make adjustments. This requires both technical skills (using tools like MS Project, JIRA, or Smartsheet) and soft skills (influencing without authority).

5. Empowering the Team

A great PM knows they can’t—and shouldn’t—do everything themselves. Leadership is about empowerment, not micromanagement.

By trusting team members to own certain aspects of the project, the PM enables autonomy and builds confidence. For example:

• Allowing a QA lead in India to run testing sessions during their local hours

• Empowering a business analyst to facilitate requirements workshops

The PM remains accountable for the overall outcome but gives space for team members to thrive. This not only increases efficiency but also builds stronger, more motivated teams.

Beyond the Basics: Additional Responsibilities

While the above are core responsibilities, project managers often wear many hats, including:

• Budget Management: Tracking project costs, managing purchase orders, and reporting variances.

• Stakeholder Management: Building trust with executives and business partners by providing transparency and aligning expectations.

• Change Management: Guiding teams through scope changes or organizational shifts.

• Quality Assurance: Ensuring deliverables meet agreed-upon standards before sign-off.

• Reporting and Governance: Creating dashboards, metrics, and updates for steering committees.

Skills Every Project Manager Needs

To succeed, project managers must blend technical expertise with leadership skills. Key competencies include:

• Communication: Clear, concise, and adaptive across audiences.

• Leadership: Inspiring teams and resolving conflicts.

• Organization: Juggling multiple priorities without dropping details.

• Problem-Solving: Navigating ambiguity and finding solutions.

• Negotiation: Balancing resource allocation and stakeholder demands.

• Technical Proficiency: Familiarity with project management tools (MS Project, JIRA, Asana, Smartsheet).

Why Project Managers Are Critical to Organizational Success

Without skilled project managers, organizations risk wasting time, money, and talent. Projects may drift without direction, stakeholders may disengage, and teams may become frustrated.

A strong PM provides structure, accountability, and clarity—allowing organizations to turn ideas into results. In IT projects especially, where complexity is high and technology evolves quickly, project managers serve as the bridge between business goals and technical execution.

Final Thoughts

A Project Manager is much more than a taskmaster. They are strategists, communicators, risk managers, and leaders who bring people together to deliver meaningful outcomes. Whether you’re just starting your journey or refining your leadership approach, understanding the PM role is essential to professional growth.

Call to Action: Are you considering a career in project management—or already working as a PM? Share your biggest challenge or question in the comments. Let’s learn from each other’s experiences.