Using soft skills to manage project pressure and stress to deliver
A common problem experienced by project managers is the feeling of pressure to prove themselves and demonstrate their capabilities, leading sometimes to feelings of project manager stress, inadequacy or imposter syndrome on challenging projects.
Project management is fundamentally about delivery and for the project manager seeking to develop their career, project pressure will be an ongoing fact of their professional life, as they take on more and more complex and challenging projects.
The difference between project manager pressure and project manager stress
The difference between project pressure and project stress is sometimes one of perception – if you think you are in control of a project or situation you find challenging, you may experience pressure whereas if you feel you’ve lost, or are losing, control you may experience stress.
A sense of project pressure is a good thing. It can feel positive and motivating, helping us perform better and achieve more – particularly for time-sensitive tasks.
Fight or flight
Acute project stress on the other hand is associated with the ‘fight or flight’ response which can last between 20 – 60 minutes after the particular triggering event has passed. Physiologically and psychologically, this response prepares the body to react swiftly to threats.
Whilst still useful in life-threatening situations, the response is unhelpful and counterproductive in a project management environment, where it can cloud judgement and release hormones raising blood pressure, heart rate and breathing etc. – which can be damaging for both Project work and the project manager’s health and wellbeing over time.
Outside of the comfort zone
When we feel a sense of pressure, we have stepped outside our comfort zone (and day to day experience) -a healthy place to be, for growth, development and a sense of achievement, in a project management context.
Dealing with stressful projects
As we move further and further away from our comfort zone however, we will reach a point where our confidence in our ability (or indeed in our actual ability) to manage the various challenges presented either breaks down, or the strain of spending prolonged periods in this position turns project pressure into project stress.
Development and mastery of a range of Project Soft skills to complement and enhance traditional project methodologies, in your project management practice, can progressively extend your ‘comfort zone’ to keep you in the pressure “sweet spot” of just beyond.
In this way you may take on increasingly more complex and challenging projects without damaging your confidence or suffering from stress in the process.
Soft skills can help reduce project manager stress
Project managers dealing with potentially stressful situations can develop and draw upon on a combination of technical expertise and project soft skills to navigate challenges effectively:
Communication:
Clear and effective communication is crucial for managing expectations, resolving conflicts, and keeping stakeholders informed during stressful times.
Leadership:
Project managers need to inspire and motivate their team members, especially during challenging situations, by providing direction and support.
Problem-solving:
The ability to identify issues, analyse root causes, and develop creative solutions is essential for overcoming obstacles and keeping the project on track.
Adaptability:
Flexibility and the willingness to adjust plans in response to changing circumstances are essential traits for managing stress in dynamic environments.
Time management:
Prioritizing tasks, managing deadlines, and allocating resources efficiently, can help project managers stay organized and reduce stress levels. As can the concept of time leadership which takes time management benefits to the next level.
Emotional intelligence:
Understanding and managing one’s emotions as well as empathizing with the emotions of others can facilitate effective communication and conflict resolution.
Resilience:
Project managers need to remain calm and composed under pressure, bouncing back from setbacks and maintaining a positive attitude to keep the team motivated. They also need to develop and maintain a healthy overall work life balance.
Conflict resolution:
The ability to identify and address conflicts constructively, facilitating compromise and collaboration among team members, is crucial for maintaining productivity and morale.
Negotiation skills:
Project managers often need to negotiate with stakeholders, team members, and external partners to reach consensus and overcome obstacles.
Stakeholder management:
Building and maintaining positive relationships with stakeholders, through use of the emotional bank account, can help project managers navigate challenging situations by fostering trust and cooperation.
Decision-making:
Making informed and timely decisions, even in high-pressure situations, is essential for keeping the project moving forward and minimizing risk.
Delegation:
Knowing when and how to delegate tasks effectively can help project managers alleviate their own workload and empower team members to contribute to project success.
Conflict management:
Being able to address conflicts within the team or with stakeholders calmly and constructively is crucial for maintaining productivity and morale during stressful times and reducing project manager stress.
Active listening:
Listening attentively to team members’ concerns and feedback can help project managers identify issues early and address them before they escalate.
Team building:
Fostering a sense of camaraderie and collaboration among team members can help build resilience and support during stressful periods.
Project managers will also become habituated over time to managing and remaining cool under project pressure, as they build the experience, skillset and resilience; which is important in challenging situations.
Develop your skills to reduce project manager stress but seek help early if necessary.
It’s important however for project managers to understand the difference between project manager pressure and project manager stress. This helps appreciate the benefits of the former and the harmful effects of the latter, when experiencing project stress over an extended period of time.
Unaddressed, prolonged periods of stress can lead to both physical and mental health issues, impacting the project manager’s wellbeing, their performance and their longer term career prospects.
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