Strategies to Alleviate Project Manager Overload
End-of-year burnout is real. Geoprofessional project managers (PMs) face mounting pressures as they balance technical responsibilities with non-technical tasks. These can quickly consume valuable time and energy, risking burnout and undermining project success.
Leaders from across the industry at this year’s GBA Business Round Tables agreed: the most significant time drains for PMs are tasks such as:
• Invoice review and distribution
• Distributing Daily Field Reports
• Project setup and documentation
• Accounts receivable tracking and collections
• Certifications and compliance monitoring
• Financial tracking and reporting
While essential, these tasks rarely require the technical expertise of a PM. As you look ahead to new project cycles, several factors amplify the challenges—and opportunities—of managing PM workloads:
Year-End Reporting and Financial Closeouts
December is a critical period for financial tracking, invoicing, and compliance certifications. PMs are often tasked with wrapping up projects, finalizing budgets, and preparing reports for clients and internal stakeholders.
Take it off your PM’s plate: One GBA member firm delegated invoice processing and accounts receivable tracking to trained administrative staff, freeing up PMs to focus on technical project wrap-ups and client deliverables. This shift not only improved accuracy in financial reporting but also reduced stress during the busiest time of year.
New Project Launches and Strategic Planning
The start of a new year brings contract renewals and project kick-offs. By alleviating PM overload now, organizations can ensure their teams are ready for the surge in activity that typically accompanies Q1.
Take it off your PM’s plate: One member firm preparing for multiple project kick-offs in January implemented Standard Operating Procedures for project setup and documentation. By training non-technical staff to handle these tasks, PMs were able to dedicate more time to strategic planning and technical oversight, resulting in smoother project launches and better client satisfaction.
Holiday Season and Employee Well-Being
The holiday season can strain resources as staff take time off and project deadlines loom. Proactively delegating tasks and fostering a culture of support helps maintain productivity while respecting employees’ need for rest and balance. Protecting PMs from burnout during this busy season is not just good for morale—it’s essential for long-term team sustainability.
Take it off your PM’s plate: One member firm proactively cross-trains administrative assistants to cover essential PM tasks. This ensures continuity in project documentation and compliance tracking, while allowing PMs to take needed breaks. The approach was credited with maintaining productivity and morale during a period that typically sees high stress and burnout.
Alleviating PM overload is not just about reducing stress—it’s about optimizing your firm’s resources, enhancing productivity, and supporting the next generation of leaders. By delegating wisely, standardizing processes, and fostering a culture of trust and communication, geoprofessional firms can thrive in today’s demanding environment.
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