A project manager is the silent hero behind the scenes of every successful project. They ensure that everything runs according to plan, that risks are nipped in the bud and that the project team reaches its goal with precision.

We are asked time and again: what do you actually do all day? A look behind the scenes shows how we save projects and pave the way every day. A normal day in project management.

07:15 a.m. – Slightly workaholic approach with the first coffee

The day begins – there is no time to lose in project management. The first coffee at the kitchen table is drunk in peace and quiet while the emails from the previous evening are reviewed. Don’t panic – everything is still in the green.

08:00 a.m. – The daily team chat

The working day starts with a short chat with the project team. We don’t have long meetings, but a remote stand-up meeting in which everyone in the team briefly reports on the current status. What was done yesterday? What are the goals for today? Are there any challenges that we need to tackle?

This is where the project management craft begins: we make sure that every team member knows exactly what they have to do and that all resources are used efficiently. If something doesn’t go according to plan, now is the time to intervene quickly.

09:30 a.m. – Organization and communication

A project without communication is like a house without a foundation – it will collapse at some point. So a large part of the working day is dedicated to communicating with stakeholders and the team. Always in view: Who are the most important decision-makers? What expectations do they have?

We organize meetings to ensure that stakeholders are always up to date and that their expectations are actually in line with progress. We often act as mediators between different interests and perspectives.

A critical meeting is coming up – an important customer has expressed concerns. We are well prepared to offer solutions, present risks transparently and adjust the plan if necessary.

10:00 a.m. – Tackling risks and solving problems

What is one of the most important superpowers of a project manager? We have a risk detection gene. We constantly analyze progress and identify potential problems before they develop.

Just such a problem must now be solved: a supplier reports the delay of a delivery. No problem! We check alternative solutions, negotiate with other suppliers and draw up a contingency planthat enables the team to move forward anyway. Flexibility and quick action are crucial to get the project back on track.

12:00 – Lunch break? Maybe later…

Real project management nerds rarely find the time for an extended lunch break during hot project phases. A quick snack between meetings has to suffice today. So we use the “lunch break” without further ado to continue working on the project planning or talk to a team colleague.

13:00 – Strategy and planning at a glance

The afternoon often belongs to longer-term planning. We sit down with the project team to develop new strategies and determine the next milestones. We also check whether the original plan is still the best solution or whether adjustments make sense.

Or we act as a moderator in a workshop with stakeholders or project participants. Here, we work to concretize visions and expectations and ensure that everyone is working towards the same goal.

15:00 – Project monitoring and reporting

Now it’s time to pull all the threads together and ensure that the progress of the project is documented and monitored. So quickly check all the important KPIs, check the schedule and make sure that the project is “on budget”. If there are any deviations, corrective action must of course be taken immediately.

16:15 – everything for the team

The last round in the office or home office – after all, we want to take our team to the next level “on the side”. A new colleague is having difficulties with a specific aspect of the project? No problem, we try to provide them with the necessary knowledge and tools.

The aim is not only to solve problems, but also to show colleagues how they can master similar situations independently in the future.

19:00 – a final check at home?

It’s an anxious project phase. So better check the emails one last time – then we can start the weekend with peace of mind.

Or not, depending on how loudly the project calls for management.

The hero behind the scenes

A day in the life of a project manager is anything but boring. It’s about finding solutions, coordinating tasks and ensuring that every project goal is achieved. We are the tireless hero behind the scenes, making sure that projects start, run and are completed successfully.

We often work in the background, but we know that the success of the project would not be possible without us. We are the invisible force that ensures that everything runs smoothly – and that is exactly what makes us the heroes of project work.