In business, it’s common to take on responsibilities that don’t always match your title. Whether you're an engineer, analyst, or IT specialist, one day, you may find yourself leading a project. It’s an exciting opportunity, but also daunting. You're now managing tasks, timelines, budgets, and people. You didn't sign up for this, but here you are – an accidental project manager.

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But First: What is a Project?

A project is a one-time job with a clear goal, like building a house, launching a new app, or planning a wedding. It has a start, an end, and a plan to get things done. Unlike daily work, a project is temporary—it finishes when the goal is met.

Project management is the art of making sure the project runs smoothly. It’s about planning, organising, and leading a team to get things done on time, within budget, and without chaos. A project manager keeps everything on track, solves problems, and makes sure everyone knows what they need to do.

A project is a lot like a road trip. You have a destination (project goal), a map (project plan),and a budget. You decide who’s coming (project team), what to pack (resources), and how long it’ll take (project schedule). Project management is making sure you don’t run out of petrol, get lost, or blow all your money on snacks before you reach the finish line.

Read more about what a project is here.

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What is an Accidental Project Manager?

An accidental project manager is someone who is tasked with managing a project, often without formal project management training or experience. This can happen in any industry. You might be good at your job, so you’re asked to take on more responsibilities. Over time, you're expected to juggle multiple tasks and lead teams. "Accidental" refers to how these professionals often end up in this role by chance rather than design.

Why Are Accidental Project Managers Becoming More Common?

Less than half of all business projects are managed by a professional project manager. The rise of the accidental project manager is largely driven by the changing demands of modern workplaces. Businesses are increasingly dynamic, with silos between teams reduced, and so employees must wear multiple hats. When someone is skilled in a particular area, for example, operations or finance, it’s natural for them to be asked to manage a project which relates to operations or finance. This usually occurs without a formal transition or project management training.

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Are You An Accidental Project Manager?

Think you might be an accidental project manager?

Take our free quiz here to find out!

The Challenges of Being an Accidental Project Manager

Taking on project management duties without the right training can feel overwhelming. Without the proper knowledge, you may feel like you are constantly reacting instead of planning. Let's look at some common challenges faced by accidental project managers:

• Lack of Clear Objectives: Without knowing how to set specific, measurable goals, you might struggle with keeping your team on track. The Project Management Institute has identified that 37% of business project failures are caused by vague project objectives.
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• Managing Teams: Accidental project managers often face difficulties in leading a diverse team. They may not have formal training in conflict resolution or delegation. This increases burnout and job dissatisfaction.
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• Time Management: As a project manager, you're responsible for ensuring that the project move forward. Without proper time management skills, you risk missing deadlines or overloading your team. This may affect your reputation, as well as the reputation of your team or the business.

Project Management Tips for Accidental Project Managers

Luckily, becoming a successful project manager isn’t out of reach, even if you didn’t sign up for the role. Here are some tips to help you manage your projects effectively:

1. Understand Project Management Methodologies

Familiarise yourself with frameworks like Agile, Scrum, or Waterfall. Understanding how to structure your projects and manage tasks will make things smoother (and much less stressful!). In doing so, you can be confident that the approach you are taking has been tried and tested by millions of professionals before you.

2. Set Clear and Achievable Goals

It’s important to break your project into smaller tasks with clear deadlines. Each team member should know what they’re expected to do, and you should regularly follow up progress. A good practice is setting SMART goals: Specific, Measurable, Achievable, Relevant, and Time-bound.

3. Communicate Effectively

Regular communication is key. Keep your team updated and involved throughout the project lifecycle. The Project Management Institute has identified that 19% of unsuccessful business projects failed due to poor communication generally, with a further 18% failing because of a lack of communication by senior management.

4. Learn to Delegate

Trust your team. Involving them in the decision-making process can boost morale and productivity, and delegation has been linked to team building, time-saving and customer satisfaction. A Harvard Business Review study even found that delegation boosts productivity by 25%. Don’t attempt to do everything yourself!

5. Invest in Training

If you're serious about excelling, consider enrolling in a formal project management course. The return on investment can be substantial, as you’ll gain tools and techniques to improve your project outcomes. It may also increase your earning potential – on average, certified project managers earn 33% more than non-certified project managers.

See our article ‘10 Reasons Why Project Management Certifications Matter’ for more.

Turn Accidents into Opportunities with Project Management Certification

Becoming an accidental project manager is an exciting opportunity. Accidental project managers may benefit from obtaining an online, self-paced project management certification. Recognised globally, these certifications allow professionals to learn key project management skills without interrupting their work and daily schedule.

Understanding key concepts, applying time-tested methodologies, and seeking formal training can make a big difference in how you lead your team and complete your projects.

Ready to step up your project management skills? Join our free Project Management Community here.