How to Manage a Team of Project Managers: The Ultimate Guide

Ever felt like managing a team of project managers is akin to herding cats? You're not alone. Imagine a room full of skilled professionals, each with their own style, priorities, and processes—now add a dozen projects to the mix, all requiring different skill sets and stakeholder alignments. Sounds chaotic? It doesn’t have to be.

Focus on Results, Not Processes

The secret to effectively managing a team of project managers is to shift focus from process-centric management to results-driven leadership. Too often, project managers get tangled up in the 'how' instead of the 'what.' As the leader of this team, your role is to ensure they are laser-focused on achieving key deliverables and outcomes, rather than micromanaging every step they take.

For instance, instead of enforcing a rigid project management methodology like Agile or Waterfall, empower your team to select the best approach based on the specific project needs. This autonomy fosters creativity and accountability—key ingredients for success. Encourage your managers to experiment, fail fast, and learn quickly.

Build a Culture of Trust and Transparency

Trust is the currency of any high-performing team, and a group of project managers is no different. The complexity of managing multiple projects with overlapping timelines and resources can lead to misunderstandings and conflict if not handled correctly. Transparency in communication is crucial.

Start by establishing a culture where open communication is the norm. Hold regular team meetings, not just to review project statuses, but to discuss challenges, share lessons learned, and brainstorm solutions collaboratively. Foster an environment where project managers feel safe to voice concerns or admit mistakes without fear of judgment.

Leverage Their Expertise and Provide Continuous Learning Opportunities

Your team of project managers is likely composed of individuals with varied experiences and strengths. Leverage this diversity by encouraging peer learning. Create opportunities for them to share their expertise through workshops, webinars, or even informal discussions. Encourage cross-pollination of ideas across different projects.

Invest in continuous learning. Encourage your project managers to pursue certifications or attend industry conferences. Make it clear that you value their professional growth, and in turn, they will invest more in their roles.

Set Clear Expectations and Measure Performance Effectively

While project managers are accustomed to setting KPIs for their teams, they also need to be evaluated based on clear, objective criteria. Define performance metrics that go beyond just meeting deadlines and staying within budget. Consider metrics like stakeholder satisfaction, team morale, and risk management effectiveness.

Implement a balanced scorecard approach to measure their performance. Include a mix of quantitative and qualitative metrics. For example, a scorecard could measure not just project delivery success, but also how effectively they communicated with stakeholders, managed risks, and innovated solutions.

Foster Collaboration Over Competition

Avoid a competitive culture that pits project managers against each other. Instead, cultivate a collaborative environment where they see themselves as part of a cohesive unit with a common goal. Create shared objectives that require teamwork across different projects. Use tools and platforms that encourage knowledge sharing and collective problem-solving.

Celebrate Successes and Learn from Failures

Recognize achievements, big and small. Acknowledge not just the successful completion of a project but also the small wins along the way. Celebrate creative solutions, smart risk management, and effective stakeholder management.

Similarly, normalize failure. Encourage your team to view mistakes as opportunities for growth. Conduct post-mortem analyses to understand what went wrong and how it can be avoided in the future. This creates a safe space for innovation and learning.

Understand Individual Motivations and Personalities

Every project manager has a different reason for why they do what they do. Some might be driven by the challenge of complex projects, while others are motivated by the satisfaction of a job well done. Take the time to understand these individual motivations and personalities. Tailor your management approach to align with these drivers. Provide opportunities that play to their strengths and passions.

Use personality assessment tools like MBTI or DiSC to better understand their working styles. Knowing whether a manager is more analytical or more creative can help you assign projects where they are likely to excel.

Provide Clear Career Paths

Project management is not a dead-end role; it's a stepping stone to many different opportunities. Help your team see the bigger picture by providing a clear career path. Discuss long-term goals during one-on-one meetings, and provide opportunities that align with those aspirations. This might mean encouraging a project manager to take on a more strategic role, such as a program manager or portfolio manager.

Use Technology to Your Advantage

The right tools can make a world of difference in managing multiple projects and teams. Invest in project management software that provides visibility into all ongoing projects. Choose tools that facilitate communication, collaboration, and reporting. Ensure that your team is trained to use these tools effectively.

Manage Up and Down the Chain of Command

Remember, managing a team of project managers means you’re not just managing down, but also up. You must ensure that your leadership is aligned with the organization's vision and strategic goals. Regularly communicate these goals to your team so they understand how their work contributes to the bigger picture.

At the same time, you should be adept at managing stakeholder expectations. Advocate for your team, provide updates on project progress, and highlight successes while honestly communicating any challenges or delays.

Conclusion: Lead with Empathy and Purpose

Managing a team of project managers is both an art and a science. It requires balancing authority with empathy, results with relationships, and strategy with flexibility. Your role is to guide, support, and challenge your team to achieve their best while keeping the organization’s objectives at the forefront. By focusing on trust, transparency, collaboration, and continuous improvement, you can build a high-performing team that consistently delivers exceptional results.

Now, the question is: Are you ready to take the plunge and lead your team of project managers to new heights?