Christiane Grimm
Project management - for many, the term sounds like numbers, deadlines and processes. But behind the scenes of a successful project there is much more: communication, teamwork and the ability to constantly adapt to new goals. In our interview, Julian Both gives an exclusive insight into his exciting everyday life as a project manager. From start-up founder to expert in this field, he tells of his aha moments, the biggest challenges and how he sees the future of project management. A discussion about the balance between technology and interpersonal communication, the role of AI and why people should never disappear from the equation.
Simply put, what exactly does a project manager do? What tasks are involved, and where does your job begin and end?
Essentially, a project manager ensures that projects are implemented on schedule and within budget. They make sure that the interests of stakeholders are considered and that the project's outcome meets the defined requirements. They ensure that all aspects of the project are fulfilled during implementation.
There are different phases in the project, but it always starts classically with the initiation phase, where it is first looked at what the project is supposed to achieve and what the outcome of the project should be. From there, it is broken down and then goes into planning, project implementation, monitoring up to the completion of the project. These phases always remain the same.
However, the specific tasks can vary depending on the project and company. It also depends on how complex the project is. But essentially, it's always about managing the project, achieving the project goal, and meeting the requirements of all stakeholders.
How did you actually get into project management – was that always your plan or more of a coincidence? And what were the biggest aha moments along the way?
To be honest, during my studies I found the topic of project management quite boring. It was covered in the lectures, but it didn't really excite me. It wasn't like I thought back then, 'This is exactly my thing'.
The real introduction to project management came with the founding of my own start-up. Suddenly I was a project manager myself - you have a project, develop an idea and have to make sure that the whole thing is implemented. Over time, a team was built up that I also had to coordinate. I realized how exciting the path from the idea to the finished product is. Especially the moment when you see the final product and realize that it works - that was really fun. It simply gives you a good feeling to be proud of the result.
As a result, I managed a few other projects and realized more and more how varied and fascinating this whole process is. That was definitely an aha moment for me.
What does a typical day look like for you – or does it even exist? Are there routines, or is every day a new challenge?
A typical day? Actually, there isn't really one. As already mentioned, no project is like another, and the same naturally applies to the tasks. I mean, sure, maybe the goal is the same, but the project itself can be super different due to various factors.
This means that while there are daily tasks such as preparing for meetings, updating project plans, status updates, and more, these recurring tasks also change as a project evolves. Every day brings new challenges or successes that make the workday exciting and varied. You never quite know what tomorrow will bring – and that's what makes it so interesting.
What are the biggest hurdles in projects that you have to overcome time and again? And do you have a secret tip on how to deal with them?
There are a few, but the most important one, which must be actively observed and managed again and again in projects, is definitely communication, there is also an exciting wiki article from me. Clear communication is crucial – without it, it becomes super difficult to keep a project running. If communication is unclear, misunderstandings quickly arise, which in turn leads to duplicated work, delays and sometimes lost information. Therefore, it is important that the right message reaches the right people in the right way at the right time.
Another point that repeatedly presents a hurdle is the "Ways of Working", meaning how work is done. When different teams or individuals work on or within a process, it's important that everyone uses the provided methods, tools, and templates. This is the only way to ensure that everyone works efficiently. Above all, this ensures clarity and consistency within the project.
Another hurdle that everyone in project management should definitely pay attention to is the topic of meetings. In projects, it often happens that too many superfluous meetings take place without a clear goal and the team does not get to work through the actual work packages properly. My tip: Every meeting should have a clear purpose and an agenda with a goal. There is nothing worse than leaving a meeting and not knowing whether and what exactly needs to be done now. If a meeting has no clear purpose, it should not take place in my opinion.
How do you see the future of project management? Are there any new trends or skills that will soon be indispensable?
Clearly AI. Although I don't know what else will come up on this topic in the future, I would say in this context that an important skill is definitely being open and flexible to these technologies.
As soon as you realize that new tools or language models could have a certain influence on the way you work, you should start using them for yourself. This is the best way to find out how you can incorporate them into your own way of working as a project manager.
And while we're on the subject of AI, I think that topics such as interpersonal skills and empathy are becoming increasingly important. I think in the future you can really stand out as a project manager if you master this topic. That means specifically characteristics that AI cannot replace, such as empathy, emotional intelligence and, above all, having fun. I mean, you can have AI create a joke, but that doesn't do much. I mean, for example, the situation in meetings, how do the other participants react, how do you respond to it, etc., that will make the difference in the future.
If you put too much emphasis on AI, the interpersonal aspect fades into the background, and I believe projects shouldn't lose this human factor, otherwise it's no fun and that has a negative impact on the results and the actual project.
If someone wants to become a project manager today - what would be your best advice for getting started? And is there anything you wish you had known sooner?
I think the best advice is to just try it out. You can read up on the subject in theory, but you shouldn't be put off by it, because, as I said, I found it very boring during my studies.
Project management requires a lot of interpersonal communication, and if the goal of the project is exciting and interesting for you, it can be really fun. However, with a project where the goal does not appeal to you, project management may not be much fun.
If you are open to new things, it is worth looking for exciting projects that you can try out. This is how you can find out whether working in this area is right for you and whether you feel comfortable in such a project environment. Then you can decide further - perhaps directly aim for a position as a project manager or take a relevant certification to further your education in this area.
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