How to Thrive as a Project Manager (Without Burning Out)

At a creative marketing agency, burnout is the enemy—because inspiration doesn’t come from staring at a screen 12 hours a day. I spoke with our Project Manager, Fiona Chow, and asked her how she optimizes her workflow to maintain a work-life balance.

Since Fiona manages multiple projects simultaneously, she allocates blocks of time for specific tasks, like weekly check-ins with the team and overseeing minor details of overarching project developments. Then, she also optimizes her off time by exploring her city.

Everything is “Figureoutable”

These are words Fiona lives by. When problems arise, understanding the core of the problem is the first step in finding a solution. Figuring out the requirements helps Chow find solutions quickly. Clients often ask for solutions without realizing they’ve misdiagnosed the problem.

She gives an example, “if the client asks for an Instagram profile revamp to include more guest-taken photos, it is easy to include those photos onto their page. However, we want to understand WHY they are asking for this. Is it because they want more candid photos? More reviews? Do they want to partner with these guests? Depending on the core problem, we can tailor our services to them.”

It’s our job to help you discover what you want and ask questions that will direct both of us to a solution. As a Project Manager, Fiona asks intentional questions that guide you toward your goal.

Workflow Hacks: Taming the Chaos

With 5+ projects happening at any given time, delegating tasks to team members is essential. Here are the workflow hacks Fiona recommends when optimizing your time management:

● Collaboration: She organizes projects by deadlines and works with clients to manage expectations when there are several projects simultaneously.

● Communication : Fiona and Calvin stay in close contact and update each other on ongoing projects.

● Organizing workflow as a team : Each team member tracks their work on Monday boards, which helps everyone adjust timelines for new projects.

● Keeping detailed notes : “Having a recap of each meeting is crucial so that all participants are aligned on any tasks that they’re assigned to or the final decisions made,” Chow says.

By using all of these methods, we can ensure that no project timelines or fine details get overlooked.

How to Measure Success?

When measuring the success of a project, Fiona compares deliverables to what we agreed upon with the client. “If we’ve met their deadline and expectations, then I would say the project is a success.” At the end of a project, we should feel proud, not drained. With clear expectations and shared responsibilities, accomplishing our goals is a piece of cake!

We’d Like to Hear from You!

Comment below and tell us how you define a project’s success. How do you navigate workflow roadblocks? We’d love to hear your thoughts!

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