What is a project lead, and what do they do?

The role of a project lead

A project lead is the driving force behind project execution. They're hands-on team leaders who guide day-to-day work. Unlike executives who focus on high-level strategy, project leads work with their teams, helping solve problems and remove roadblocks.

These professionals play an essential role in decision-making and strategic planning, often working closely with stakeholders to ensure projects stay on track. They are active participants who roll up their sleeves and contribute directly to the work while providing additional leadership and direction daily.

Difference between a project lead and a project manager

People often confuse project lead and project manager roles, but they're quite different. When comparing a project lead vs. a project manager, the key differences lie in their responsibilities. A project lead typically focuses more on technical leadership and hands-on guidance. In contrast, project managers concentrate on administrative tasks and resource coordination.

Project leads are like team captains who play alongside their teammates while providing direction. Project managers, on the other hand, are more like coaches who oversee the game from the sidelines. Organizations might choose to have both roles when complex projects need technical leadership and dedicated project management.

Key responsibilities of a project lead

A project lead juggles multiple responsibilities while keeping the team focused and productive. They are a part of the team and a leader of that team. Here are the core project lead responsibilities:

• Team leadership: The project lead guides daily activities, promotes collaboration, and ensures everyone understands their roles and responsibilities. Their duties include making critical decisions and removing obstacles that might slow the team down.
• Milestone tracking: Project leads monitor progress against key deliverables and adjust plans as needed to keep things moving forward. This involves managing project scope and prioritizing resource planning to prevent bottlenecks.
• Stakeholder management: As the team lead, these individuals keep all important people informed about project status, challenges, and wins. Regular updates and clear communication with stakeholders help maintain trust and support for your initiatives.
• Risk assessment: Project leads monitor technical and team-related challenges to identify potential issues early and develop practical solutions before they negatively impact the project.
• Quality control: The project lead ensures deliverables meet requirements while maintaining high standards throughout the project. This includes reviewing work and providing constructive feedback to team members.
   

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Benefits of having a project lead

Adding a project lead to your team can dramatically improve project outcomes and team dynamics. Here are the main advantages they bring:

• Enhanced efficiency: A project lead speeds up decision-making and reduces bottlenecks with quick, informed choices, keeping projects moving forward consistently.
• Improved accountability: The project lead creates clear ownership for deliverables and ensures everyone knows their responsibilities. They track progress and help team members stay focused on their goals.
• Better team collaboration: Project leads foster an environment where team members work together more effectively. They help break down silos and encourage knowledge-sharing across the team.
• Technical direction: A strong project lead provides expert guidance on complex issues and helps the team make better technical decisions.
• Stakeholder alignment: Your project lead keeps everyone on the same page regarding project goals, progress, and challenges. Their regular communication helps maintain support and manage expectations.
• Risk reduction: Project leads identify and address potential issues early before they become major problems. They use their experience to spot warning signs and take preventive action.

Leadership and team management

Effective team management goes beyond assigning tasks. Project leads must understand what motivates each team member and how to encourage their best work. This means creating an environment where people feel supported while still being challenged to grow.

They also need to balance pushing for results with maintaining team morale. This includes recognizing when the team needs a break, celebrating wins (both big and small), and stepping in to help when deadlines loom large.

Time management

Smart time management is crucial for project success. Project leads must help their teams prioritize effectively while meeting all critical deadlines.

Tools like project scheduling software can help track deadlines and dependencies, but project leads must also understand how to allocate time realistically. They should account for unexpected delays and build buffer time for complex tasks.

Communication and negotiation

Project leads must be equally comfortable explaining technical details to executives and discussing project status with their team members. They must also excel at listening and gathering input from all stakeholders.

Project leads should also be able to negotiate, whether trying to secure resources, resolve conflicts, or adjust deadlines. The best project leads know how to find win-win solutions that keep projects moving forward while maintaining positive relationships.

Risk management

Managing risks is a necessary part of the project lead role. This means constantly looking for potential problems and developing plans to address them before they impact the project. It's about balancing being prepared and not getting paralyzed by what-ifs.

For example, a project lead might notice a critical team member showing signs of burnout. Rather than waiting for this to become a crisis, they might proactively redistribute work or bring in additional support to prevent delays and maintain team health.

Problem-solving

Project leads need strong problem-solving abilities to handle unexpected challenges. They must analyze situations quickly, consider multiple solutions, and choose the best course of action.

The key is staying calm under pressure and making informed decisions even when you don't have all the facts. Good project leads know when to make quick decisions and when to take more time to gather input from the team.

The impact of a project lead on project success

A skilled project lead can dramatically improve project outcomes through their combination of technical expertise and leadership abilities. They help teams manage challenges more effectively while maintaining focus on key deliverables and quality standards. A project lead's deep understanding of technical requirements and team dynamics helps them make decisions that keep projects on track.

Their influence helps build stronger teams by fostering skills development and creating growth opportunities, which leads to better project outcomes in the short term and more substantial organizational capabilities over time. Project leads promote effective collaboration and establish clear processes, creating a work environment where teams can consistently deliver successful projects.

How to become a project lead

Most project leads start as strong team members who step up to take on more responsibility. If you're ready to make that transition, here's how to get started:

• Master the fundamentals: Build strong technical skills in your field and gain a deep understanding of your industry. Focus on becoming an expert in your core domain before pursuing leadership roles.
• Take on extra responsibilities: Volunteer to lead small projects or help coordinate team initiatives. This gives you practical experience with project coordination while showing initiative.
• Develop leadership skills: Work on your communication, delegation, and problem-solving abilities. Look for opportunities to mentor junior team members or help onboard new colleagues.
• Pursue relevant certifications: Consider getting certified in project management methodologies like PMP (Project Management Professional), PRINCE2, or Agile certifications such as PSM (Professional Scrum Master) or PMI-ACP (Agile Certified Practitioner).
• Build stakeholder management experience: Practice working with different departments and managing client relationships. Strong stakeholder management skills are crucial for project leads.

Streamline project leadership with Jira

Project leads rely on Jira to streamline daily workflows and keep teams aligned. You can assign tasks, track progress, and manage deadlines all in one place.