Maintaining Work-Life Balance as a Solo Project Manager

Introduction

Working as the sole project manager in various digital agencies has taught me a lot. Although I wasn’t the only one involved in projects, I held the ultimate responsibility and accountability for their success.

It’s not just about being on time and on budget.

The real challenge is managing everything while building strong relationships with clients and team members. When you’re the only one in charge, the pressure can be overwhelming. You need to ensure long-term collaboration and bring in more revenue for the business, all while maintaining your sanity.

The Challenge of Being a Solo Project Manager

When you’re the only project manager, the challenge is immense.

Not only do you need to ensure each project runs smoothly at the individual level, but you also have to manage resources across the entire portfolio. Any changes in timelines need to be adjusted and their impact assessed.

On top of all that, you have to make sure everyone involved in the projects is clear on their tasks.

Balancing these responsibilities can feel like spinning plates while herding cats, with the plates representing the various projects and the cats representing stakeholders, clients, developers, and team members all needing your attention.

Clear Communication is Crucial

Overall, I feel I managed to handle these responsibilities quite well. However, there were times when I made mistakes or needed to ask for help, which was quite hard for me. I tried really hard not to take my work home with me, but ultimately, when you’re trying to do too much, the stress needs to go somewhere.

If I could give you one piece of advice, it would be this:

Clearly communicate high-level status updates to senior stakeholders within your business.

You already have enough on your plate managing all the work. You shouldn’t also have to worry about external impacts like cash flow or hiring. By ensuring that other stakeholders have all the information they need from you, they can effectively manage the business, allowing you to focus on what you do best.

Staying on Top of Everything

With that said, here are a few key things to ensure you stay on top of everything and have clarity on what needs to happen if you are unavailable or need someone to assist:

Clearly define the scope of each project

Ensure all project requirements and deliverables are clearly documented in a Statement of Work (SoW). This detailed scope document should outline objectives, timelines, and deliverables, and be shared with all stakeholders.

Document and openly discuss risks and mitigations for each project

Use a RAID log (Risks, Assumptions, Issues, Dependencies) to document and manage risks. Discuss these with your team during project kick-off meetings. For instance, identify possible delays due to client feedback cycles and plan buffer times accordingly.

Book and attend regular review sessions for each project

Schedule weekly or bi-weekly project review meetings where everyone comes prepared with details and questions. These sessions should serve as the primary touchpoint for stakeholders, minimising ad-hoc queries and ensuring all issues are addressed systematically.

Build strong relationships with your clients so they will be flexible when needed

Invest time in getting to know your clients. Regularly check in with them beyond project updates to understand their broader business goals. For example, send a monthly email or schedule a casual call to discuss their overall satisfaction and future needs.

Control the schedule within your agency

Use project management tools like Float or Harvest to plan resources across all projects. These tools provide visibility and a single point of truth for everyone involved. As the solo project manager, you must have the authority to own the schedule and prevent others from making changes without your consent.

Be consulted about capacity within the business

Participate in resource planning meetings to discuss upcoming projects and current workloads. Provide input on team capacity and suggest adjustments as necessary, such as reallocating resources during peak times.

Develop a handover process for projects, allowing you to step away and return when needed (e.g. when you go on holiday)

Create a handover checklist that includes project status, key contacts, and pending tasks. Ensure the handover is accepted by the person taking over and that they hand it back effectively when you return.

Set very clear boundaries around the availability of yourself and your team

Communicate your availability and office hours clearly to clients and team members. For example, set an auto-response on your email indicating your work hours and response times. If you find yourself working evenings and weekends regularly just to keep up, recognise this as a sign of a deeper issue that needs addressing.

Delegate tasks and trust your team

Assign tasks based on team members’ strengths and expertise. Regularly review their work to provide feedback and support, but allow them the autonomy to complete tasks their way.

Find a hobby that takes your mind off work, ideally something immersive

Choose a hobby that fully engages your mind and body, like rock climbing, painting, or playing a musical instrument. Schedule regular time for this activity to ensure you take a break from work stress.

Conclusion

While being a solo project manager comes with its unique set of challenges, it also offers immense opportunities for growth and achievement. It’s all about finding the right balance and implementing strategies that work best for you.

Clear communication, effective delegation, and setting boundaries are key. Stay organised, communicate clearly, and don’t forget to take care of yourself.

Remember, it’s just a project. No-one is going to die.

If you need further guidance or have any questions, feel free to get in touch. I can help you get on top of things, and keep your sanity! You’ve got this!