Managing a Team of Project Managers: Best Practices and Strategies

Managing a team of project managers calls for a unique skillset that goes beyond traditional project management. You’re not just overseeing tasks and deadlines—you’re leading professionals who already know how to manage projects.

This creates challenges around coordination, standardisation, and ensuring consistent delivery across concurrent projects. Unlike managing individual contributors, you must balance providing direction with respecting your team’s expertise and decision-making abilities.

Your role involves everything from building high-performing project teams to resolving conflicts between competing priorities and resources. You’ll need to create systems that promote communication, develop your team’s skills, and drive continuous improvement.

Key Takeaways

• Balance providing strategic direction with giving experienced project managers the autonomy they need to succeed.
• Establish standardised processes and communication systems to ensure consistency across multiple projects.
• Focus on developing your team’s skills whilst resolving resource conflicts and driving organisational improvement.

Core Responsibilities of Managing Project Managers

Managing project managers starts with establishing clear role definitions and ensuring alignment across multiple initiatives. Implementing measurable performance standards creates the structure needed for effective leadership and consistent project delivery.

Defining Project Manager Roles and Responsibilities

Clear role definition prevents overlap and ensures accountability across your project management team. You must establish specific boundaries for each project manager’s authority and decision-making scope.

Start by documenting core responsibilities for each project manager position. Include budget approval limits, team size parameters, and escalation protocols.

This documentation becomes your reference point for performance discussions and conflict resolution.

Key areas to define:

• Budget management thresholds
• Team leadership scope
• Stakeholder communication protocols
• Risk management authority
• Resource allocation decisions

Different project types require different skill sets. Your software development project managers need technical background, while construction project managers require industry-specific knowledge.

Match capabilities to project requirements. Create detailed responsibility matrices that show who handles what tasks.

This prevents confusion when multiple projects run simultaneously. Update role definitions quarterly based on organisational changes and project outcomes.

Aligning Project Goals Across Projects

Project alignment helps prevent resource conflicts and ensures strategic consistency. You need systems that connect individual project objectives to broader organisational goals.

Establish monthly alignment reviews where project managers present their progress against company priorities. These sessions identify conflicts early and allow for strategic adjustments.

Alignment checklist:

• Strategic objective mapping
• Resource sharing protocols
• Timeline coordination
• Dependency management
• Success metric consistency

Use standardised goal-setting frameworks across all projects. This creates consistency in how your project managers approach planning and execution.

Implement cross-project communication channels so leaders can see how their decisions affect other initiatives. Weekly status updates should include dependency impacts and resource needs.

Document goal changes immediately and communicate them to all affected project managers.

Establishing Performance Metrics

Measurable performance standards provide objective feedback for your project managers. You need both quantitative and qualitative measures.

Track delivery metrics like on-time completion rates, budget adherence, and scope management. These numbers reveal execution capabilities and highlight improvement areas.

Essential metrics to monitor:

• Project completion rates
• Budget variance percentages
• Team satisfaction scores
• Stakeholder feedback ratings
• Risk mitigation effectiveness

Include leadership effectiveness measures such as team retention rates and stakeholder satisfaction scores. Strong project managers excel at both delivery and people management.

Create monthly performance dashboards that show trends over time. Set up peer review processes where project managers evaluate each other’s performance.

This builds collaboration and provides diverse feedback. Use performance data to identify training needs and career development opportunities.

Your most effective project managers can mentor those needing improvement.

Building and Leading an Effective Project Management Team

Success depends on selecting skilled project managers who complement each other’s strengths. Building trust and collaboration across diverse working styles is essential.

The right combination of technical expertise and interpersonal skills creates high-performing teams.

Selecting and Developing Team Members

Your first step is identifying project managers with both technical competence and leadership potential. Look for candidates who demonstrate strong problem-solving abilities and clear communication skills.

Determining how well a person works with a team is as important as evaluating their technical skills. Assess their ability to handle feedback and collaborate with others during interviews.

Key selection criteria include:

• Experience managing similar project types
• Stakeholder management capabilities
• Risk assessment and mitigation skills
• Adaptability to changing requirements

Once you’ve assembled your team, focus on continuous development. Create individual learning plans that address skill gaps and career aspirations.

Regular one-to-one meetings help you track progress and provide targeted coaching. Encourage cross-training between team members to build versatility.

Invest in formal training programmes and certifications. This keeps your team current with industry best practices.

Fostering Team Cohesion and Diversity

Building trust amongst your project management team requires intentional effort. Schedule regular team meetings where members share challenges and solutions from their projects.

Create opportunities for informal interaction. Virtual coffee sessions or team lunches help build personal connections.

Establish clear team goals that align with organisational objectives. When everyone understands how their work contributes to larger success, team culture improves significantly.

Diversity strengthens decision-making through:

• Different perspectives on problem-solving
• Varied industry experience and backgrounds
• Complementary skill sets and expertise
• Enhanced creativity in approach

Address conflicts quickly before they impact team performance. Facilitate open discussions where team members can express concerns constructively.

Recognise individual contributions whilst emphasising collective achievements. This balance maintains motivation while building team identity.

Set up mentoring relationships between senior and junior team members. This accelerates skill development and creates stronger bonds within your team.

Promoting Effective Communication and Collaboration

Project managers must coordinate across multiple projects while maintaining team cohesion and information flow. Structured communication channels prevent knowledge silos and ensure teams benefit from collective expertise.

Facilitating Inter-Project Communication

Clear communication between project teams prevents duplicate work and resource conflicts. Establish regular touchpoints where project managers share updates on timelines, resource needs, and potential dependencies.

Schedule weekly cross-project meetings with standardised agendas. Each project manager should present:

• Current milestone status
• Upcoming resource requirements
• Potential delays or risks
• Opportunities for collaboration

Create shared communication channels through Slack or Microsoft Teams. This allows project managers to coordinate resources and flag potential conflicts quickly.

Communication styles vary significantly between team members, so establish clear protocols for information sharing. Some prefer detailed written updates, while others work better with brief verbal summaries.

Document all inter-project decisions and resource allocations in a central location. This creates accountability and ensures transparency.

Implementing Knowledge Sharing Systems

Effective knowledge sharing systems capture lessons learned and best practices across your project teams. Create repositories that store templates, risk registers, and solution databases accessible to all project managers.

Build a centralised project knowledge base using tools like Confluence or SharePoint. Structure it with clear categories:

Category	Content Type	Update Frequency
Templates	Project plans, risk matrices	Monthly
Lessons Learned	Post-project reviews	After each project
Best Practices	Successful techniques	Quarterly
Resource Library	Training materials, guides	As needed

Require project managers to contribute lessons learned within two weeks of project completion. This ensures knowledge capture while details are still fresh.

Foster collaboration through regular knowledge sharing sessions where project managers present innovative solutions or discuss challenging situations. These sessions build team cohesion and spread expertise.

Establishing Standardised Processes and Practices

Consistent project management processes create clear expectations across your team. Standardised tools and oversight systems help you monitor performance and ensure all project managers follow proven methods.

Creating Consistent Project Management Processes

Your team needs standardised project management processes to maintain quality and reduce errors. Start by defining a standard project lifecycle that covers initiation, planning, execution, monitoring, and closure.

Create templates for essential documents:

• Project charters
• Risk registers
• Status reports
• Project plans
• Budget tracking sheets

Each project manager should use the same templates for project planning activities. This makes it easier to compare projects and spot potential issues early.

Establish clear governance processes that define approval stages and review cycles. Set up regular checkpoints where project managers must report progress using standardised metrics.

Define specific roles within project team management. Each team member should know exactly what they’re responsible for and who they report to.

Document your processes in a central location that all project managers can access. Include step-by-step guides and examples to help new team members understand expectations quickly.

Implementing Tools and Systems for Oversight

Choose project management software that works for your entire team. Popular options include Microsoft Project, Smartsheet, and Monday.com for tracking progress across multiple projects.

Set up dashboards that show key metrics for all active projects:

Metric	Purpose
Budget variance	Track spending against plans
Schedule adherence	Monitor timeline performance
Resource utilisation	See team capacity
Risk status	Identify potential problems

Create automated reporting systems that gather data from each project manager. This saves time and ensures consistent information from every project.

Implement regular review meetings where project managers present updates using standardised formats. Use the same agenda and reporting structure for each meeting.

Set up alerts for critical milestones and budget thresholds. Your oversight system should flag issues automatically so you can address problems early.

Train all project managers on the tools and reporting requirements. Everyone needs to understand how to use the systems properly.

Conflict Resolution and Resource Management

Resource conflicts between project managers require swift intervention and clear mediation strategies. Effective resolution maintains project timelines and optimises resource allocation.

Addressing Resource Conflicts

Resource conflicts emerge when multiple project managers compete for limited team members, budget, or equipment. Establish clear prioritisation frameworks to resolve these disputes quickly.

Create a resource allocation matrix that ranks projects by business impact, deadlines, and strategic importance. This transparent system helps project managers understand why certain projects receive priority.

Priority Framework:

• Business-critical projects with regulatory deadlines
• Revenue-generating initiatives
• Strategic long-term investments
• Operational improvements

When conflicts arise, gather both project managers to review actual resource needs versus requested amounts. Many resource conflicts in project management stem from overestimated requirements or poor planning.

Implement shared resource calendars that show real-time availability. This prevents double-booking and reduces last-minute scrambling for personnel.

Consider splitting resources based on project phases rather than allocating entire teams to single projects. A developer might work on Project A’s testing phase while Project B handles requirements gathering.

Mediating Disagreements Between Project Managers

Professional disagreements between project managers can disrupt entire teams if left unresolved. Your role involves facilitating productive discussions that focus on solutions rather than blame.

Schedule mediation meetings within 24 hours of identifying conflicts. Delayed intervention allows tensions to escalate and affects team morale across multiple projects.

Mediation Structure:

1. Listen to each manager’s perspective separately.
2. Identify the core issue beneath surface complaints.
3. Facilitate joint discussion with clear ground rules.
4. Document agreed solutions and follow-up actions.

Use conflict resolution techniques that emphasise collaboration over competition. Frame discussions around shared organisational goals rather than individual project success.

Establish communication protocols to prevent future misunderstandings. Weekly cross-project updates help managers coordinate dependencies and spot potential conflicts early.

When personality clashes persist, consider reassigning reporting structures or adjusting project responsibilities. Some managers work better with certain team compositions or project types.

Monitoring, Supporting, and Developing Project Managers

Effective team leadership requires consistent feedback and opportunities for professional advancement. Strong leaders focus on building both technical capabilities and leadership skills within their project management teams.

Providing Constructive Feedback and Support

Regular feedback sessions help project managers understand their strengths and improvement areas. Schedule monthly one-to-one meetings to discuss project performance, team dynamics, and personal challenges.

Use specific examples when providing feedback. Instead of saying “improve communication,” explain exactly which stakeholder meetings need better preparation or which team updates lack clarity.

Key feedback areas include:

• Project delivery timelines and quality
• Stakeholder relationship management
• Team member engagement levels
• Risk identification and mitigation
• Budget management accuracy

Create an open environment where your team feels comfortable discussing problems before they escalate. Offer practical support during challenging projects, such as additional resources, stakeholder intervention, or temporary workload adjustments.

Document feedback discussions and track progress over time. This helps identify patterns and measure development against specific goals.

Encouraging Professional Growth and Leadership

Create clear development pathways for each project manager based on their career aspirations. Some may want to lead larger projects, while others prefer specialising in specific industries or methodologies.

Support professional certifications and training programmes. Budget for courses, conferences, and certification fees as investments in your team’s capabilities.

Development opportunities include:

• Mentoring junior team members
• Leading cross-functional initiatives
• Presenting at industry events
• Participating in strategic planning sessions

Provide stretch assignments that develop planning, budgeting, team leading, and delegation skills. Encourage your project managers to build networks within and outside your organisation.

Internal connections improve collaboration, while external relationships bring fresh perspectives and industry insights. Recognise achievements publicly to reinforce positive behaviours and motivate individual growth.

Driving Continuous Improvement and Achieving Organisational Goals

Systematic evaluation of project outcomes creates opportunities for teams to refine their processes. This ensures their work directly supports broader company objectives.

Continuous improvement teams play a crucial role in helping organisations adapt to changing market conditions and achieve their long-term goals.

Reviewing Project Outcomes and Lessons Learned

Establish structured processes for evaluating each project’s performance against its original objectives. Create standardised templates that capture what worked well, what didn’t, and why certain decisions were made.

Schedule post-project reviews within two weeks of completion while details are still fresh. Include all project team members in these sessions to gather diverse perspectives.

Key Areas to Review:

• Budget variance and resource allocation
• Timeline adherence and milestone achievements
• Quality deliverables and client satisfaction
• Team collaboration and communication effectiveness

Document findings in a central repository that all project managers can access. This knowledge base is invaluable for future project planning and risk mitigation.

The PDCA cycle provides an effective framework for systematic evaluation and improvement. Use the Plan-Do-Check-Act approach to turn lessons learned into actionable improvements for your project execution processes.

Aligning Team Success with Organisational Objectives

Make sure every project your teams deliver contributes meaningfully to company-wide strategic goals. Start by clearly communicating how individual project goals connect to broader organisational priorities.

Create alignment matrices that map each active project to specific business objectives. Share these visual tools with your project teams so they understand their work’s strategic importance.

Alignment Strategies:

Method	Purpose	Frequency
OKR Reviews	Link project outcomes to company objectives	Quarterly
Strategic Planning Sessions	Prioritise projects based on business impact	Annually
Performance Dashboards	Track progress against organisational KPIs	Monthly

Effective team goal setting requires different types of objectives including performance, collaborative, and project-specific targets. Balance short-term project deliverables with long-term capability building.

Monitor how your project teams’ collective performance impacts departmental and company metrics. Adjust project priorities when organisational needs shift to maintain strategic alignment throughout the project lifecycle.

Frequently Asked Questions

Effective leadership transforms project teams through psychological safety and clear decision-making processes. Team development follows predictable stages that require specific management strategies to maximise performance and address challenges.

How can effective leadership enhance team performance in project management?

Strong leadership creates psychological safety where team members feel comfortable sharing ideas and concerns. Research shows that establishing psychological safety can reduce project errors by 25%.

Establish clear expectations around communication and behaviour that emphasise respect and openness. Build feedback loops by meeting regularly with team members and acting on their input.

Decisive leadership provides direction while remaining flexible to adapt when circumstances change. Prioritise work for team members and give clear instructions, but listen when they offer suggestions based on their hands-on experience.

Recognition and rewards motivate team members to contribute beyond expectations. Celebrate both individual achievements and team milestones to maintain engagement throughout the project lifecycle.

What are the key stages in the team development process for project teams?

Project teams typically progress through four key stages: forming, storming, norming, and performing. Each stage requires different management approaches.

During the forming stage, team members are polite but uncertain about their roles. Focus on introductions, clarifying expectations, and establishing basic ground rules for collaboration.

The storming phase brings conflicts as personalities clash and team members test boundaries. Address disagreements directly and help establish working relationships between different personality types.

In the norming stage, the team develops shared ways of working and mutual respect. Support the creation of team standards and processes to guide future interactions.

The performing stage sees the team working efficiently towards shared goals. Your role shifts to removing obstacles and ensuring resources are available when needed.

What strategies can facilitate the development of a project team?

Create a RACI chart that outlines who is responsible, accountable, consulted, and informed for each project task. Team members can refer to this chart to get feedback from appropriate stakeholders.

Assign one person as responsible for each task rather than multiple people. This prevents confusion about who is actually completing the work.

Avoid making yourself accountable for everything as the project manager. This keeps you from becoming a bottleneck in team processes.

Use project management software to store all team information in one place. Track who is working on what, their progress, and each team member’s current workload capacity.

Establish clear project metrics so team members understand what success looks like. Include sprint velocity, earned value management, and resource utilisation rates as key performance indicators.

How can a manager address and mitigate destructive roles within a project team?

Identify different personality types on your team and adapt your management approach accordingly. Control freaks need clear boundaries about where they should and shouldn’t be involved.

Mark controlling team members as responsible for specific deliverables they can excel at. Make it clear where they should only be consulted or informed rather than taking charge.

Give daydreamers specific expectations about focusing on essential information. Train them to identify what details they need while still encouraging their creative contributions.

Provide devil’s advocates with enough autonomy to challenge processes, but use conflict resolution techniques to prevent them from derailing progress. Set boundaries around when and how they can raise concerns.

Address micromanagement tendencies by giving team members decision-making autonomy. Research shows 71% of people report micromanagement interferes with job performance.

In what ways can team building activities contribute to project success?

Team building activities improve collaboration and teamwork quality, leading to more successful project outcomes. Schedule these between projects or include icebreakers in internal meetings.

Try simple icebreakers during meetings, like sharing fun facts or favourite travel experiences. These create personal connections without requiring significant time investment.

Plan virtual or in-person events like scavenger hunts or escape rooms that test collaboration skills. These activities mirror the teamwork required for complex project challenges.

Organise team social events like happy hours, being considerate of team members who don’t drink. These informal settings help people connect beyond work relationships.

Let personality-focused team members take starring roles in activities. They naturally rally others and kickstart effective teamwork dynamics.

What approaches support the continuous improvement of project management teams?

Implement regular feedback loops through scheduled one-on-one meetings. Hold team retrospectives to gather insights and suggestions.

Act on the feedback you receive to show that team input leads to real changes. This builds trust and keeps everyone engaged.

Monitor team workloads and stress levels using project management dashboards. Display task assignments, deadlines, and progress in an organized manner to help prevent burnout.

Establish communication consistency with timing, formatting, and channels. Send status updates through the same platform each time to avoid confusion.

Use action-oriented language with clear verbs in your instructions. Focus on specific next steps for team members.

Celebrate wins both big and small to maintain motivation. Find out each team member’s preference for recognition, whether they prefer public acknowledgement or private messages.