The number of project managers you need depends on the size, complexity, and number of projects you’re handling concurrently.
Figuring out the right staffing for project management can feel like a puzzle. You’re probably asking yourself, “how many project managers do I need?” It’s a common question for growing teams and organizations.
Too few project managers and your projects suffer, deadlines slip and quality decreases. Too many, and you risk unnecessary overhead costs. Getting this balance is key to success.
How Many Project Managers Do I Need?
Figuring out how many project managers you need is a bit like trying to find the perfect amount of sprinkles for your ice cream. Too few, and your project might feel a bit bland and disorganized. Too many, and you might end up with a sticky, overwhelming mess. The key is finding that sweet spot that helps your projects run smoothly and successfully. This guide will help you understand the factors to consider when deciding on the right number of project managers for your team or business.
Project Complexity: The First Piece of the Puzzle
One of the most important things to think about is how complex your projects are. Are you building a simple website, or are you developing a brand-new software application? Simple projects usually need less oversight, and you might not even need a full-time project manager. However, complex projects, with lots of moving parts and many different people involved, will certainly need more attention from a project manager.
What Makes a Project Complex?
Here are some things that make a project more complex:
- Many team members: If a lot of people are working on the project, you’ll need someone to keep everyone organized.
- Long timelines: Projects that take many months to finish need consistent management to stay on track.
- Multiple dependencies: When different parts of the project rely on other parts to be finished first, careful coordination is needed.
- Unclear goals: Projects where the exact goal isn’t clear at the start will need more guidance to help keep the team focused and aligned.
- High risks: Projects that carry a high chance of failure need a project manager to anticipate and address issues before they become big problems.
- Strict deadlines: Projects that absolutely must be completed by a specific date require vigilant monitoring to prevent delays.
- Large budgets: Projects that involve a significant amount of money need tight oversight to ensure that funds are used wisely.
Think about your typical project and where it falls on the complexity scale. This will help you get a sense of how much management it needs.
Project Volume: How Many Projects Are You Handling?
Another important factor to consider is how many projects you’re doing at the same time. Even if each project isn’t super complex, having multiple projects going at once can be a lot to handle. It’s like trying to juggle several balls at the same time – you need to be really good at it, and having more hands helps!
It’s generally not a good idea to overload one project manager with many projects. When a project manager is stretched too thin, they can’t give each project the attention it needs, which can cause issues and project failure.
Project Volume Scenarios
Let’s look at different scenarios to give you an idea how volume affects project management needs:
- Few Projects: If you only have one or two small projects at the same time, you might be able to have one project manager handle both, especially if they aren’t too complex.
- Multiple Projects: With 3-5 medium sized projects, one project manager might be able to manage these, but there is a risk of burnout. At this level, it can be helpful to get another junior PM or dedicated project admin.
- Many Projects: If your company is dealing with 6 or more projects going at the same time, you’ll likely need a team of project managers to make sure everything runs well.
Keep a running list of how many projects your company has ongoing and plan accordingly.
Team Size and Structure: Who’s Working on the Projects?
The size and structure of your project teams greatly impact your project management needs. Larger teams usually require more management and coordination to make sure everyone knows their responsibilities and is working together. The more people, the more communication is needed to keep everyone aligned.
Team Size Impact
- Small Teams (under 5 people): For very small teams, you might be able to have a team member or the team leader also handle project management responsibilities.
- Medium Teams (5-15 people): Medium-sized teams usually need a dedicated project manager. They can also work with a project admin or support staff on large projects.
- Large Teams (15+ people): Large teams might need a team of project managers, sometimes specialized in specific areas of the project.
Team Structure and Its Effect
Think about how your team is organized. If your team is spread across multiple departments or has people who are remote or work in different time zones, that makes communication a bit more challenging. You might need more than one project manager, or you might need to get someone who is very good at coordinating remote teams.
Project Management Style: Agile, Waterfall, or Something Else?
The way you approach project management, the methodology you choose, also affects how many project managers you need. There are different ways to manage a project. Here are a few common ones and how they affect your project manager needs:
Agile Project Management
Agile focuses on breaking a project into smaller parts called sprints and working in cycles. This style often needs a project manager or scrum master to help the team plan sprints and make sure they are working effectively. Agile methods are very interactive, needing a PM to hold many daily meetings.
- Scrum Master: In a Scrum framework, a Scrum Master acts as the project manager, facilitating meetings, removing obstacles, and ensuring the team follows Scrum principles.
- Iteration Planning: Agile emphasizes constant planning and adapting, which could mean you need someone to guide each sprint.
Waterfall Project Management
Waterfall is a more traditional method. You start with a complete plan, follow it step-by-step, and move on to the next when you finish the previous one. Waterfall can be easier to manage when there are not too many changes during the project. One project manager can handle many waterfall projects, but they may be large.
- Detailed Planning: Waterfall requires heavy upfront planning, which a project manager will oversee.
- Change Management: If changes occur mid-project, they are difficult to manage. You need a PM who is experienced at handling those changes.
Hybrid Approaches
Many teams mix different approaches depending on the needs of a specific project. This means you may need a project manager with a diverse range of skills, which could also mean needing more than one PM to handle different styles.
Experience and Skill of Project Managers: How Much Support Do They Need?
Not all project managers are the same. Some are very experienced and can handle multiple projects on their own, while others might be new to the job and need more support. The level of experience and skills your project managers have plays a big role in figuring out how many you need.
Senior Project Managers
A senior project manager can handle more complicated projects or multiple projects at the same time. They might also provide guidance to more junior PMs. Senior project managers have a lot of skills and can juggle various tasks effectively. They also need less supervision, and can work independently and make good decisions. You will probably need less of these experienced PMs on staff.
Junior Project Managers
Junior project managers might need more support and supervision, and might not be able to manage multiple complex projects at once. They often work on smaller projects or specific parts of a larger project. They also need a mentor, or some type of direction. You might need more junior project managers on staff.
Project Coordinators/Admins
Project coordinators can also be very helpful for project support. They can assist a project manager with administrative tasks, tracking progress, and communicating with stakeholders. With coordinators helping the PMs, you may not need as many PMs for the same amount of work.
Budget Considerations: Can You Afford More Project Managers?
Budget is a key factor in making decisions about hiring project managers. It’s important to balance the need for project management with what your company can realistically afford. Project managers are not free, and you should make sure the benefit they bring is worth the cost of their salary.
Cost-Benefit Analysis
Consider the value project managers provide. A good project manager can save time and money by preventing mistakes, keeping projects on track, and improving team efficiency. This saving of resources might be more than their salary. Do the math and figure out what will be the best use of resources, especially financial ones.
Prioritizing Projects
If your budget is tight, consider prioritizing your projects. Focus on the most critical projects and make sure those have proper project management. Less important or smaller projects might not need a dedicated project manager. You can also think about reallocating work and staff, instead of hiring new people.
Tools and Technology: How Can Technology Help?
The tools and technology you use can affect how much time and effort your project managers need to spend on each project. Using good project management tools can make it easier to track progress, communicate with team members, and manage documents. This can allow PMs to handle more projects and become more efficient.
Project Management Software
Project management software like Asana, Trello, Jira, and Microsoft Project can help project managers stay organized, and reduce workload. These tools can help to handle a big workload, and can reduce the number of PMs you need.
Communication Platforms
Communication tools such as Slack, Microsoft Teams, or Google Workspace make it easy for project managers to communicate with team members, no matter where they are working. These tools increase efficiency and effectiveness, reducing the workload of the PMs.
The Importance of Flexibility: Being Ready to Adapt
The number of project managers you need isn’t a fixed number. It will need to be adjusted over time. Your business and its needs will change. Be prepared to adjust how many project managers you have, especially during busy seasons or when you take on new types of projects.
Seasonal Projects
If your business is seasonal, you might need more project managers during busy times and fewer during slower periods. This can mean hiring contractors or temporary workers, instead of full-time employees.
Growth and Changes
As your company grows, you might find that you need more project managers to handle the increased workload. Always keep an eye on your project volume and complexity and add project managers as needed.
Making the Decision: A Step-by-Step Approach
Now that we’ve gone over the different factors, let’s look at a step-by-step method for figuring out how many project managers you need:
- Assess project complexity: Think about how complex your projects are. Use the things we have discussed to assess complexity.
- Calculate project volume: Determine how many projects you are working on at the same time.
- Evaluate team size: Consider the size of your project teams and how they are organized.
- Consider methodology: Decide which project management method is the best for your team and projects.
- Review manager skills: Assess the experience and skills of your current project managers.
- Consider your budget: Figure out how much you can afford to spend on project management.
- Utilize technology: Identify the tools and technology that can help project managers work effectively.
- Stay flexible: Keep in mind the need to adjust the number of project managers as your business changes.
- Start Small: If you are unsure, consider starting with a smaller number and then hiring more later, if needed.
Deciding how many project managers your company needs is not a one-size-fits-all question. By carefully considering all of these factors, you will be able to make the best decision for your team and projects. Getting the right number of project managers can help keep your projects organized, on time, and within budget. It’s an investment that will pay off with better project outcomes.
Do ALL Project Managers Need This Certificate?
Final Thoughts
Determining the ideal number of project managers depends on your project’s size and complexity. A single project manager may suffice for smaller initiatives with fewer stakeholders. However, large, intricate projects require multiple project managers, each specializing in specific areas.
Carefully assess your current and future project load. Consider the skills required for successful project delivery to decide the best number. Therefore, to answer ‘how many project managers do i need’, evaluate these factors to effectively manage your projects and deliver success.