If you’re a small business owner, you’re all too familiar with juggling multiple responsibilities in a day. From building a team to coordinating with vendors, things are always vying for your attention. If you run a service business, you’re also communicating with employees, freelancers, agencies, and clients for projects. With so many people working on so many different projects, there should be one person who oversees the smooth functioning of every cog.
By hiring a virtual project manager, you can delegate a fair share of your responsibilities to a trained expert and put your business on auto-pilot. Your virtual project manager will ensure everyone finishes tasks on time, report back to you, give you regular project updates, and have things always running smoothly.
What is a Virtual Project Manager?
Think of a virtual project manager as an orchestra conductor responsible for ensuring that the entire team plays in unison. Or a movie director who is in charge of the cast, having each person play their part effectively. Neither of these individuals directly participate but simply monitor and guide their team towards their goals. In each case, the role each person plays must be coordinated with the larger objective to produce the desired output.
A virtual project manager is a remote employee who plans, monitors, and oversees a project. When you hire a virtual project manager for your business, you ensure that the entire team works in cahoots for a realization of the set goals without ever having to intervene yourself.
What Can a Virtual Project Manager Do?
Following are some tasks that a virtual project manager can handle with ease.
1. Risk management
While venturing into a new project, one needs to make allowances for contingencies such as a coworker’s ill-health, wavering executive commitment, indifferent attitude of stakeholders, resource issues and many more. And when it comes to business, not taking any risks is the best form of risk management that there is. Hire a virtual project manager who will not only perform a thorough research on various vulnerabilities but will also create backups so that nothing deters your team from meeting deadlines.
2. Leading and coordinating the team
Ensuring that your team stays committed and motivated in achieving a common goal is a must. Also, tracking the progress of each of the individual members is important. A virtual project manager will be responsible for leading the team and updating the team’s progress from time to time until the proper execution of the project. They will ensure each individual finishes what they’re tasked to do without slacking off.
3. Tracking budget
If your project is a Rolls Royce, its budget is its wheels. Rolls Royce may be a work of art but without its wheels, it’s going nowhere. It is the project’s budget that specifies the constraints – in terms of time, money and scope when it comes to the successful completion of a project. Therefore, figuring out the budget in advance as well as keeping track of it throughout the process is crucial. For this, you can hire a virtual project manager who will act as an “Approver” (giving their approval regarding the budget) while the finance unit will play the role of a Recorder (tracking and auditing the budget and reporting the same to the manager).
4. Managing timelines
The difficulty does not lie in delivering a project but in delivering a project without first taking the time out to plan it. Maintaining a project timeline is the simplest and most effective way of tracking and managing a project’s activities. Since a timeline breaks the project into smaller units, you get a better picture of where everyone stands, progress at every stage and knowledge of weak points. A virtual project manager can easily prepare and handle such timelines that will ensure that deadlines are met on time. So, hire a virtual project manager today!
5. Creating presentations
As a business owner, you will often need to present your products and ideas to other partners or clients through lucid presentations. Creating a presentation that is both precise and capable of holding interest is a gargantuan task simply because that one moment could either make or break. So, if you’re facing inadequacy of time or staff, hire a virtual project manager who will create detailed and pin-point presentations that will help you win over your clients.
6. Market research
The importance of market research for a business cannot be exaggerated. A well-conducted scrupulous market research is a gold mine, revealing valuable insight into your competitors’ moves and your customers’ likes and dislikes. This information can further be used to make changes and build strategies accordingly. You can easily leverage the benefits of market research by hiring a virtual project manager.
Steps to Hire a Virtual project manager
1. Discover online platforms
The first step in hiring a virtual project manager is to look for the various online agencies that render such services such as Zirtual, Wishup, and Brickworks India to name some. Each of these provides a team of highly trained, skilled and efficient virtual project managers. You can get in touch with the ones you like after proper research.
2. Have a distinct plan in mind
Having a pre-determined idea of your expectations and the task list that your virtual project manager will follow is important for staying organized and up-to-date with the progress of the team. Since managing everyday operations is a wearisome job, it’s advisable to have a distinct plan in advance so as to eliminate time-consuming turnabouts in the future.
3. Weigh your options
The next step is to compare your options in terms of pricing, scope and quality of services. For this, you can either connect with individuals who have used virtual project manager services before or read up reviews and customer testimonials online to get an idea.
4. Have a one-to-one chat
Once you have further narrowed down your options and selected a virtual project manager you’re interested in, strike a conversation with them and figure out if they will be suitable for your needs. If yes, proceed but in case you’re not satisfied enough, feel free to look for other options until you find the one that fits the bill.
5. Discuss next steps
Now that you’ve found a virtual project manager of your choice and are ready to advance with work, make sure that you lay down a clear task routine, update mechanisms, output quality, etc. so that your virtual project manager may have a clear understanding. This is foundational in drawing the best out of your virtual project manager.
Virtual project manager Job Description Samples
Virtual project manager Job Description Sample 1
If you want to hire a virtual project manager on generic basis, here’s a job description sample to help you out.
We are looking for an efficient virtual project manager to work remotely with our company. Since the success of our projects hinges on you, we expect you to be trustworthy, ready to take on various challenges, effective communicator and possess excellent organization and time-management skills. Having some sort of prior experience is mandatory.
Roles and responsibilities
- Development of a coherent strategy and implementation of the same
- Managing timelines and ensuring that all projects meet their deadlines, within scope and budget
- Efficient risk management by creating backups to minimize project risks
- Keeping management updated on the progress and reporting as and when needed
- Maintaining good relations with third parties
- Ensuring that teams stay motivated and committed throughout the project’s duration
- Making use of relevant verification techniques in order to handle changes in project scope or budget
- Taking care of resource availability and allotment
- At least a Bachelor’s degree in Business Management, though a Master’s degree is preferable. Alternatively, a Bachelor’s degree in computer science or marketing is also welcome
- At least 2-3 years of work experience is a must
- Thorough knowledge of Microsoft Office
- Outstanding organization and time-management skills
- Must be an effective internal communicator and excellent in client-facing
Virtual project manager Job Description Sample 2
If you wish to hire a virtual project manager for a more specialized role, here is a job description sample for you.
We are looking for a digital virtual project manager to join our team. You will be responsible for the smooth working of various digital projects such as advertising campaigns, site launches and web applications. Therefore, we expect you to be completely conversant with technology and how it can be effectively used to realize business goals. Possessing excellent time-management and communication skills is imperative. Having prior experience is mandatory.
Roles and responsibilities
- Coming up with a detailed plan and monitoring its progress
- Meeting project deadlines without compromising on quality
- Tracking and reporting on Google Analytics metrics
- Carrying out effective risk management to minimize risks
- Communicating with the team and staying updated on the progress
- Suggesting new projects and exploring new avenues of opportunities
- Educational qualification in a technical background with at least a Bachelor’s in Computer Science or a complete course in Digital Marketing
- Solid 3-5 years of experience as a digital project manager
- Familiarity with how project management software such as MS Project and AtTask function
- Knowledge of UE Software and HTML
- Well-versed in SEO and Google Analytics
- Excellent time-management and communication skills
- Ability to multi-task and work under pressure
How Much Does a Virtual Project Manager Cost?
Virtual project managers tend to charge based on the scope and demands of a project. If a virtual project manager works on a generic basis, they will charge less as compared to someone who assumes specialized roles (for eg - a construction virtual project manager or a digital virtual project manager). The cost of hiring a virtual project manager also varies depending on geography.
Benefits of Hiring a Virtual Project Manager
1. Bang for the buck
Hiring a virtual project manager is not only a clean arrangement but also worth every penny. Since virtual project managers typically charge a pre-project flat rate or a per hour price, you will not have to face any surprises along the way. Also, a virtual project manager’s pay is dependent on the quality of work they render, so you can be assured that you will get value for money every single time.
2. Time saver
When you hire a virtual project manager, you save multiple hours in a day. Delegating project-related tasks will allow you to have more work hours which you can spend on core business operations. A virtual project manager’s work schedule is often quite flexible, especially if they’re from a different time zone. This will give you round-the-clock availability.
3. Quality alone time
Multi-tasking is the highway to burnout. Therefore, taking time out for yourself is crucial. Spending quality time with loved ones, engaging in activities that bring you joy (such as reading an interesting book, gardening, cooking) or simply setting apart time each day for self-reflection can be a potential game changer. But all of this is only possible if you hire a virtual project manager, who will leave enough time on your hands for such activities.
4. Higher productivity
Just as a well-rested field yields a beautiful crop, your productivity will also increase when you hire a virtual project manager to share the workload. You can be assured that your virtual project manager will monitor the progress of your team and get all your projects executed properly.
5. Expert just a click away
Hiring a virtual project manager is as easy as the click of your mouse. Simply browse your options online and find a highly qualified and competent professional for your projects. Say goodbye to the hassles of going through hundreds of resumes!
Hire a virtual project manager and put your business autopilot today!
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