Can Project Manager Replace Manager As Reference

Can Project Manager Replace Manager as Reference?

When you’re on the hunt for a new job, having strong references is super important. Usually, people ask their former bosses or direct supervisors to vouch for them. But what if your direct boss wasn’t the person who saw your best work? What if it was your project manager? It’s a common question and one that deserves a closer look. Can your project manager step in and give a reference that will help you land your dream job? Let’s explore this.

The Traditional Reference: Your Direct Manager

The traditional approach is to ask your direct manager for a reference. They are usually the ones who oversee your day-to-day work, conduct performance reviews, and have a good understanding of your overall contributions to the team. When a potential employer contacts them, they’re expecting to hear about your performance, your work ethic, your strengths, and your areas for improvement. They’re looking for information about how well you fit into a team and how well you achieve your assigned tasks. This is the standard that has been followed for a long time. It’s what most hiring managers are familiar with. When you ask your direct manager for a reference they are often ready with a great summary of your time with the company.

Introducing the Project Manager: A Different Perspective

Project managers, on the other hand, often have a more specific view of your capabilities. They see you in action within the context of projects. They understand your ability to manage tasks, meet deadlines, and work collaboratively within a project team. They witness first-hand your communication skills, problem-solving skills, and how you contribute to the project’s success. This gives them a unique perspective that a traditional manager might not have, especially if the manager’s responsibility was spread across multiple teams and projects. In short, they see the ‘doing’ and the ‘results’ firsthand.

When a Project Manager’s Perspective is Invaluable

There are certain situations where a project manager’s insights become especially powerful. Consider these scenarios:

• You Worked Closely on a Key Project: If you spent a lot of time working directly with a project manager on a critical project, they’re going to have a great understanding of your skills. They will have very specific examples of your work and how you achieved results, far more detailed than your direct manager might have.
• Your Direct Manager Had Limited Visibility of Your Work: Sometimes managers oversee many teams and projects, and may not get a clear picture of the work that you do. A project manager who worked directly with you on an ongoing basis might have a far better and more detailed understanding of your abilities.
• You Have Strong Project Management Skills: If you’re applying for roles that involve project management skills, a project manager’s reference will be incredibly relevant. They can speak directly to your capacity to manage tasks, teams, and timelines. They’ll be able to demonstrate how you contributed to the goals and success of various projects and provide tangible examples.

Differences in Focus: Manager vs. Project Manager

Let’s break down the key differences in what a typical manager and a project manager will focus on when giving a reference.

Navigating the Nuances of Using a Project Manager as Reference

While a project manager can provide a valuable reference, it’s important to navigate the situation carefully. Here’s how to approach it:

Communication is Key

Before listing a project manager as a reference, it’s always good to have an open conversation with them. Let them know about the job you are applying for and why you feel their reference would be helpful. This allows them to prepare. Also, make sure that they understand what kind of work you did for them and if you achieved any significant milestones.

Consider Your Relationship

Think about the relationship you had with the project manager. Was it a positive one? Did you work well together, or was it strained? A reference from someone who had a negative experience with you might not be helpful at all and could, in fact, do more damage. A strong, positive relationship is crucial for them to be a great reference for you.

The Importance of Transparency

When you provide references to a potential employer, be transparent about why you’ve chosen a project manager over your direct manager. Explain how the project manager had specific insights into your skills and contributions. You want to make it clear that you aren’t hiding anything and that you had a good reason for this choice. Being open and honest about your choices in references can help put the employer at ease. They want to see that you are thinking about your best interests and presenting yourself in the most positive light.

Confirm the Project Manager’s Comfort Level

Before listing anyone as a reference, check if they are comfortable providing one. They may not have time, or they may not feel they know you well enough to provide an insightful reference. Always get confirmation before adding them to your list of references. A pre-approved reference is the best approach.

What Hiring Managers Think

Hiring managers are used to seeing references from direct managers. However, they are also becoming more open to the idea of project managers providing references, particularly if it’s explained well. They are looking for the best understanding of your skills and work ethic, and if a project manager can provide a stronger picture, they are usually receptive to it. But, there are some common concerns from hiring managers that you should be aware of:

Is it Standard?

Some hiring managers still prefer a reference from a direct manager, as it’s the standard practice. This isn’t a huge problem, but it means you need to be prepared to explain your reasons for using a project manager instead. Always be sure that you are prepared for questions about it. If your explanation is strong and clear, it shouldn’t be an issue.

Does it Show a Problem with the Direct Manager?

Sometimes hiring managers worry that using a project manager as a reference means that the candidate had issues with their direct manager. This is why transparency is so important. If you are clear about why you chose a project manager, it’s far less likely that a hiring manager will jump to a negative conclusion. You should tell them how great you worked with both, but the project manager might be a better reference for specific reasons. If you have a good reason and clear explanation, you have nothing to worry about.

Is the Reference Relevant?

If you’re applying for a general role that doesn’t involve project management, a reference solely from a project manager might not be as helpful as one from a traditional manager. Consider the nature of the job you’re applying for. If the position you are looking for requires project management skills, the project manager is probably a great choice.

Best Practices for Using a Project Manager as a Reference

Let’s go through the best ways to use a project manager as a reference.

Be Strategic

Carefully consider the role you’re applying for and who would be the best person to vouch for your skills. Don’t just pick a project manager because you liked them; think about the value they can offer the potential employer and if they align with the job you are looking for.

Provide Context

When you provide the project manager’s details, include a brief explanation for why they are a good reference and what projects you worked on together. This helps the hiring manager understand your reasoning for picking them.

Prepare Your References

Have a conversation with your project manager before listing them. Ensure they’re ready, willing, and understand what kind of things the employer will want to know. Offer them a copy of your resume or job application so they can tailor the reference accordingly. It also helps to give your references some highlights of the work you did and key achievements to refresh their memory.

Follow Up

After the hiring manager has spoken with your references, be sure to follow up and send a thank-you note or an email. This also gives you an opportunity to touch base and confirm that the conversation went well. It is also polite and gives you good professional standing.

Real-World Examples

Let’s look at a couple of examples to help understand better when a project manager is a good reference, and when maybe a traditional manager is better.

Scenario 1: Sarah the Marketing Specialist

Sarah worked for a large marketing agency. Her direct manager oversaw a large team and wasn’t heavily involved in day-to-day projects. Sarah worked closely with a project manager on a significant branding campaign. The project manager was able to offer detailed, specific examples of Sarah’s work ethic, communication skills and the way she approached difficult situations.

When Sarah applied for a marketing position in a similar agency, she chose the project manager as one of her references. This was because the project manager had witnessed her abilities first-hand, more closely and in greater detail than her direct manager.

This allowed the hiring manager to understand not only the quality of her work but also how she operated in a project team. It also helped to confirm her strong ability to deliver results.

Scenario 2: Tom the Software Developer

Tom was a software developer at a large tech company. His direct manager was very hands-on with all his projects. Tom also worked closely with various project managers. His direct manager was able to provide an overview of all his projects, and he knew his coding skills in detail.

When Tom applied for a new role, he initially thought he should use a project manager as a reference. However, after some careful consideration, he realised that his direct manager could offer a broader and more helpful reference for the prospective employer.

In this situation, the direct manager had enough knowledge of the work and offered a more detailed reference than the project manager, who had a more focused view of his work during specific projects. So, in this case, it makes more sense to use his direct manager.

When to Use a Direct Manager Instead

Despite all the positives, there are times when a reference from your direct manager is preferable. Here are some situations:

• If your manager has a strong understanding of your work: If your direct manager has been actively involved with your day-to-day and knows your strengths, weaknesses and contributions, their reference is usually the best approach.
• If you haven’t worked closely with a project manager: If you only had minimal interaction with project managers, their reference might be too vague. In this situation, you are better off using your direct manager.
• For general roles where project management skills aren’t a top requirement: If the job you are applying for does not involve a lot of project-based work, a reference from a direct manager who is familiar with a broader range of your abilities is preferable.

In the end, it is all about choosing a reference that offers the most relevant and valuable view of your work ethic and skills, based on your unique situation.

In conclusion, deciding whether a project manager can replace a traditional manager as a reference depends heavily on individual circumstances. There’s no one-size-fits-all answer. Project managers can offer unique insights into your project-based skills and collaboration, especially if they’ve worked closely with you on significant projects. However, it’s important to be strategic, communicative, and transparent with potential employers about your choice of references. Your goal should be to provide the most relevant perspective of your capabilities to help you land your dream job.