Six Strategies for Team Members Proactively Supporting Their Leaders
Most of the publications in project management focus on leadership and leaders. However, in today’s fast-paced and ever-evolving workplace, collaboration and synergy are the cornerstones of successful project management
While project managers are often seen as the key drivers of a project, the collective efforts of team members play a critical role in ensuring that a project runs smoothly and reaches its objectives. Many studies suggest that proactive support from team members can significantly ease the project manager’s workload, create a strong organizational culture of bottom-up collaboration, and make leadership more effective. These actions are instrumental not only in achieving project success but also in building stronger relationships and trust within the team.
Here are six practical strategies for team members to proactively support their project manager
Be Clear About Roles and Responsibilities
One of the fundamental elements of a successful project is ensuring that every team member is clear about their roles and responsibilities. If people aren't clear, things can get messy, deadlines can slip, and even the best project manager will have a hard time fixing it. Team members who are proactive ought to clarify their responsibilities at the start of the project, inquire about any uncertainties, and reach out to the project manager for guidance when needed.
As Stephen Covey notes in The 7 Habits of Highly Effective People: “The key is not to prioritize what’s on your schedule, but to schedule your priorities.” This principle applies to understanding roles in projects—being clear about your priorities and responsibilities enables you to align with the overall project goals.
Key approaches:
- Use tools like project management software (e.g., Google, Asana, Trello, or Microsoft Project) to keep track of your individual responsibilities and progress. Keep your project manager informed of your advancement and any potential roadblocks well in advance to prevent delays.
- Focus on high-level project goals rather than spending time addressing misunderstandings or overlapping tasks.
- Proactively ask about your responsibilities from the start to reduce the chances of duplication of effort or gaps in the work. When everyone knows their role, it’s like a well-rehearsed dance—less chance of stepping on toes, and you’re less likely to get side-eyed by the project manager!
Communicate Effectively and Frequently
Effective communication is the backbone of any successful project. Team members should maintain proactive lines of communication with their project manager and their colleagues throughout the project lifecycle. Effective communication is not only about those snooze-worthy meetings or check-ins, it is about developing an organizational culture of proactive team members who engage in regular updates, providing both positive feedback and identifying potential issues before they escalate and blow up like a bad Netflix spoiler.
Clear and timely communication also means being honest about your progress, challenges, and any need for support. Rather than hiding difficulties for fear of being seen as incompetent, a well-oiled communication system helps you develop a system to address them openly with your project manager. Transparency allows the project manager to make necessary adjustments, reallocate resources, or provide guidance before a small issue turns into a significant problem.
“Most people do not listen with the intent to understand; they listen with the intent to reply,” writes Stephen Covey in The 7 Habits of Highly Effective People. Active listening is critical in team communication—focusing on understanding your project manager’s needs leads to more constructive collaboration and better outcomes.
Key approaches:
• Set up a regular communication schedule with your project manager, such as weekly or bi-weekly updates. This allows you to stay on track and keep the manager informed without overwhelming them with daily messages.
• Be a good analyst and listener, as it is an often-overlooked aspect of effective communication. This way, you can better understand the perspectives of team members, which leads to more constructive collaboration.
Offer Solutions, Not Just Problems
A common frustration for project managers is when team members bring up problems without proposing potential solutions. While identifying issues is important, proactive team members take it a step further by offering possible ways to address these challenges. In fact, this is a foundation of the Japanese approach, Kaizen – suggesting initiatives that provide concrete options, ideas, or solutions to consider to improve the overall work of the project manager and the team.
When presenting a solution, consider the available resources, the timeline, and how the proposed solution fits into the overall project objectives. You do not need to have the perfect answer, but showing that you’ve thought about the issue and put effort into finding a resolution is invaluable. It demonstrates leadership potential and fosters a problem-solving culture within the team.
In Leaders Eat Last, Simon Sinek writes: “Leadership is not about being in charge. It’s about taking care of those in your charge.” By offering solutions, team members take on a leadership mindset, showing care and responsibility for the project and their colleagues, which alleviates the pressure on the project manager.
Key approaches:
• Provide at least two potential solutions (plan A and Plan B) when raising an issue with your project manager. Frame the conversation as a collaborative problem-solving exercise rather than merely offloading the problem onto the manager.
• Propose solutions shows that you are invested in the project’s success and are thinking critically about how to contribute beyond the scope of your immediate responsibilities.
• Encourage a vibe where the project manager sees every team member as a trusted partner, like a superhero squad—except instead of capes, you’re all wearing headphones and trying to avoid emailing your way into oblivion. Everyone's got a special power (even if it's just keeping the coffee machine stocked), and together, you're saving the project one deadline at a time!
Take Ownership and Be Accountable
Taking ownership of your tasks and being accountable for your work is a cornerstone of proactive collaboration. When team members demonstrate accountability, they foster trust within the team and with the project manager. It is vital to remember that accountability isn’t just a buzzword; it’s the magic ingredient that helps us avoid unplanned detours and makes sure the project doesn’t end up looking like an uncooked dish.
Ownership means not only being responsible for your assigned tasks but also being willing to step up and support other team members or fill in gaps when needed. An engaged team member takes the initiative instead of waiting for the project manager to delegate more tasks or routinely follow up.. Instead, they actively look for ways to contribute and ensure that their work is aligned with the project’s overall objectives.
Key approaches:
• Use task management tools to keep track of your deadlines and deliverables. If you anticipate any delays or challenges, communicate them early to your project manager and propose ways to stay on track.
• Acknowledge both achievements and mistakes when they occur. Being upfront about errors and taking corrective action builds a stronger working relationship with your project manager. It signals that you are committed to the project’s success, even when things don’t go as planned.
Foster a Collaborative and Supportive Team Environment
Collaboration isn’t just the responsibility of the project manager; team members play a key role in creating a culture of support and cooperation. The best team members jump in, lend a hand, share their secret tricks, and sprinkle in just the right amount of feedback to keep things moving smoothly (and avoid workplace chaos).
One of the most effective ways to support your project manager is by being a team player who encourages collaboration among colleagues. When team members work together, sharing their expertise and supporting one another, it reduces the burden on the project manager to resolve internal conflicts or fill knowledge gaps.
“None of us is as smart as all of us,” wrote Ken Blanchard in The One Minute Manager. The more collaborative the environment, the more everyone’s strengths are utilized, creating an atmosphere where the team achieves far more together than any one individual could on their own.
Key approaches:
• Offer to help if you notice a colleague struggling with a task or tight deadline - even if it’s outside your immediate responsibility. This not only strengthens team cohesion but also demonstrates your willingness to contribute to the team’s success.
• Be open to feedback and suggestions from others. In a dynamic project environment, new challenges and opportunities often arise that require team members to adapt.
• Create a collaborative environment where team members can mix their superpowers and genius ideas—because two heads are better than one, and a whole team of heads is basically a think tank with snacks and jars of coffee.
Show Initiative and Anticipate Needs
Initiative is one of the most important qualities a team member can possess. It involves recognizing and addressing the needs of a project and the project manager before they become pressing concerns. Proactive team members take the lead by anticipating future challenges and tasks, rather than waiting for instructions on what to do next. This approach not only helps to keep the project on track but also fosters a more efficient and productive work environment.
In a survey conducted among MBA students at a university in Kazakhstan in the fall 2024, 90% of respondents indicated their readiness to undertake proactive measures to support their managers. Additionally, 10% expressed that they are open to considering proactive actions in the future. Notably, nobody supported the idea that there is no value in supporting the manager.
Key approaches:
• Regularly review the project plan and identify tasks or areas that could benefit from improvement. Present your ideas to the project manager as potential enhancements rather than criticisms.
• Take initiative being forward-thinking and suggesting improvements or innovations that could enhance the project’s success. Whether it’s streamlining a workflow, adopting a new technology, or proposing a more efficient way to allocate resources, team members who show initiative are not only helping the project manager but also contributing to the team’s long-term success.
Conclusion: A Collective Effort Towards Success
Supporting your project manager is not just about completing your tasks on time; it’s about being strategically proactive, communicative, and accountable. By taking initiative, fostering a collaborative environment, and offering solutions rather than just presenting problems, team members can significantly contribute to a project’s success. In turn, this proactive support helps strengthen leadership, not just from the project manager but also within the team itself, creating a synergy that drives success.
In today’s dynamic work environment, the role of team members is more critical than ever. By embracing these six strategies, team members can take ownership of their roles, build stronger relationships with their project managers, and create a culture of collaboration that ensures the project’s success and promotes personal and professional growth for everyone involved.
