Managing Project Managers: Strategies, Challenges & Best Practices for 2025

Introduction: Leadership Beyond Projects

Most businesses today run on projects—whether it’s IT, construction, or marketing campaigns. But here’s the twist: project managers themselves need management. While project managers lead their teams, an organization’s long-term success depends on how effectively senior leaders are managing project managers.

Think of it like an orchestra: each project manager is a conductor of their own section, but someone still needs to coordinate the conductors. That’s where managing project managers comes in—ensuring projects don’t just succeed individually but also align with big-picture business goals.

What Does “Managing Project Managers” Mean?

Managing project managers involves overseeing, guiding, and supporting multiple project managers to ensure they:

• Deliver projects on time and within budget.
• Use consistent methodologies.
• Maintain alignment with organizational strategy.
• Develop leadership and technical skills.

It’s not about micromanaging—it’s about creating a framework for leadership, accountability, and performance optimization.

Why Managing Project Managers Matters

Without strong management of project managers, organizations risk siloed efforts, wasted resources, and misaligned outcomes.

Key Challenges in Managing Project Managers

1. Different Leadership Styles – Each project manager may approach leadership differently.

2. Balancing Autonomy vs. Oversight – Too much control stifles creativity, too little leads to chaos.

3. Cross-Project Dependencies – Overlapping resources and timelines create conflicts.

4. Communication Barriers – Information silos slow down decision-making.

5. Performance Measurement – Defining metrics for managers, not just projects.

6. Keeping Pace with Change – Agile, AI, and hybrid work models demand constant adaptation.

Strategies for Effectively Managing Project Managers

1. Set Clear Expectations

• Define performance metrics (KPIs).
• Align managers with company vision.

2. Standardize Methodologies

• Encourage consistent frameworks (Agile, PRINCE2, PMI standards).
• Establish a Project Management Office (PMO) for governance.

3. Promote Collaboration, Not Competition

• Use cross-project meetings.
• Share resources efficiently.

4. Invest in Leadership Development

• Provide training in soft skills like communication and conflict resolution.
• Encourage certifications (PMP, PgMP, SAFe Agile).

5. Leverage Technology

• Use portfolio management tools like:

• MS Project Online
• Smartsheet
• Wrike
• Monday.com

6. Create a Feedback Culture

• Regular reviews and one-on-ones.
• Peer feedback between project managers.

Best Practices for Managing Project Managers

1. Balance Guidance with Autonomy – Trust managers while holding them accountable.

2. Use Portfolio Dashboards – Track all projects at a glance.

3. Focus on Soft Skills – Emotional intelligence is as important as technical knowledge.

4. Encourage Knowledge Sharing – Internal workshops, case study sessions.

5. Plan Succession – Prepare future leaders from within the PM pool.

6. Celebrate Successes – Recognize achievements to boost morale.

Leadership vs. Management in This Context

Successful organizations combine management discipline with leadership vision.

Case Example: IT Firm in Canada

A Canadian IT consultancy managed 15 project managers across different software projects. By establishing a central PMO, they:

• Reduced overlapping resource conflicts by 40%.
• Improved project delivery timelines by 25%.
• Boosted client satisfaction scores by 30%.

This shows how managing project managers can directly improve organizational performance.

FAQs: Managing Project Managers

1. What does it mean to manage project managers?
   It means overseeing project managers to ensure efficiency, consistency, and alignment with business goals.

2. Why is managing project managers important?
   Because it ensures projects are not only successful individually but also collectively support strategic objectives.

3. What skills are needed to manage project managers?
   Leadership, communication, strategic thinking, risk management, and empathy.

4. Should companies have a PMO?
   Yes, a PMO provides governance, standardization, and strategic alignment across projects.

5. How do you measure project managers’ performance?
   Through KPIs like budget adherence, stakeholder satisfaction, and team productivity.

6. Can project managers work without supervision?
   They can, but oversight ensures cross-project alignment and resource balance.

7. What tools help in managing project managers?
   Portfolio management tools such as MS Project, Smartsheet, and Wrike.

8. What’s the biggest challenge in managing project managers?
   Balancing autonomy with accountability.

9. How does leadership differ from managing project managers?
   Leadership inspires growth, while management ensures consistency and results.

10. Is managing project managers relevant for small businesses?
    Yes, even startups with multiple projects need leadership to avoid resource conflicts.

Conclusion

Managing project managers is a strategic leadership role that ensures organizational efficiency, consistency, and alignment with business objectives. It’s not about micromanagement—it’s about empowering leaders while providing structure.

By combining best practices, standardizing methodologies, leveraging technology, and focusing on leadership development, businesses can transform their project management structure into a competitive advantage in 2025.

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