A Complete Guide On Hiring A Project Manager ⋆ Appic Softwares

A Complete Guide On Hiring A Project Manager

Do you know organizations that use project management practices have seen a 92% success rate in meeting project objectives?

Although their importance cannot always be overstated, project managers are indispensable to any company. The majority of businesses put off hiring a project manager for far too long because they think it’s not required—until they realize how necessary it is. How can a startup or expanding company avoid making this error?

It takes vision to know the when, why, and how to hire project managers, but there are some roadblocks along the way to help you clarify your goals and make the best hiring decisions.

What Does A Project Manager Do?

Project management stats

A project manager arranges, plans, and oversees work to ensure that it is successfully completed on schedule, within budget, and on schedule. The position of project manager may appear unnecessary in a small business. Simply said, workers oversee their own tasks and bear direct responsibility for them. What use does a project manager then serve? The role of a project manager is to oversee projects from inception to completion, paying particular attention to budgets and schedules. A project manager can collaborate with many departments, teams, clients, and users.

A project manager can assist a developing company by giving the executive team more time to concentrate on personnel and the larger picture rather than the hourly or daily problem-solving associated with projects. The project manager can manage the logistics concurrently, freeing up the engaged staff members’ time for actual work.

Project Management Structure 

There are various project management structures, and the one you choose might have an impact on how your company is managed. Certain businesses, certain company sizes, or even personality characteristics might make a management style more effective. While project managers may have picked up these frameworks on the job years ago, a growing number of recognized programs are producing graduates with project management degrees and training in one or more frameworks.

Agile is a cutting-edge method of organizational management that is quickly gaining traction across many industries, particularly in startups and technology. It’s a general word that includes numerous more focused project management techniques and emphasizes adaptability to change. The three most popular PM frameworks are Scrum, Kanban, and Agile.

Different Types Of Project Management Structures

Project management

You can search for project managers with those particular certifications or experience, but the project management structures you choose to employ will depend on the demands of your company. Alternatively, you can put your trust in a qualified project manager to choose which organizational structures to use in your business.

Reasons To Hire A Project Manager

Although it’s imperative to hire a project manager, only you can truly know what they can accomplish for your business. Usually relatively flexible, the function is determined by need. When searching for a project manager, you should take your company’s demands and stage into account, however employing a PM has several general advantages. Among the many duties a project manager might have are the following:

  • Keep an eye on your spending plan and under budget.
  • Assist founders in shifting to a more strategic emphasis
  • Relieve the leadership team of the management burden
  • Take administrative duties out of the work that employees do.
  • Encourage collaboration among various disciplines
  • Effectively communicate both top-down and bottom-up.
  • Control customer expectations
  • Maintain projects’ scope and schedule; control hours, days, and deadlines.
  • Increase effectiveness
  • Reduce expenses

Departments That Get Benefited From Project Manager

Project management is necessary in almost every department. Your initiatives and organization will grow, and you will too. Project management is especially useful for some departments. Generally speaking, the necessity for more specialist project management increases with the level of ability.

IT And Development

Managers may have particular challenges when it comes to information systems because of the more specialized terminology and technology, as well as the hurdles to comprehension. Employing a project manager with experience in IT can help close the communication gap between engineers and executives by speaking out for the needs and interests of IT staff and guiding IT work to achieve executive goals.


Project management in construction needs to be done carefully to balance the many parts of a structure. A combination of numerous teams, contractors, and cooperative projects can lead to inefficiencies, a lack of responsibility, protracted schedules, and overspent expenditures. A competent construction project manager will take care of budgetary constraints, scheduling, communication, and timeliness.

When You Should Hire A Project Manager?

Usually, businesses begin their search for a project manager when they are already severely short-staffed—between 10 and 20 employees—or when they begin to attract and win over larger clients. Regretfully, these businesses have endured needless delays and inefficiencies for far longer than required.

Although it may seem hazardous or costly to hire a project manager before you need one, doing so actually helps you integrate one early enough so that everyone will be prepared for the next step when it arrives.

  • Complex Projects: Projects that involve multiple tasks, stakeholders, and various moving parts benefit from a project manager who can oversee the entire process and ensure everything stays on track.
  • Limited Internal Resources: When your team lacks the expertise, time, or resources to manage a project effectively, bringing in a project manager can provide the necessary skills and leadership.
  • High-Stake Projects: Critical projects with high visibility, significant financial implications, or tight deadlines require skilled project management to mitigate risks and ensure success.
  • Cross-Functional Teams: Projects involving teams from different departments or functions often require someone who can bridge communication gaps, align goals, and coordinate efforts effectively.
  • Scope Creep and Changes: If you notice that your projects frequently face scope changes, constant adjustments, or creeping deadlines, a project manager can help manage these challenges and keep the project on course.
  • Risk Management: Projects with inherent risks or uncertainty benefit from a project manager skilled in risk assessment and mitigation strategies.
  • Client-Facing Projects: When handling projects for external clients, a project manager serves as the primary point of contact, managing client expectations, and ensuring satisfaction.
  • Process Improvement Initiatives: Initiatives focused on improving existing processes or implementing new methodologies often require someone skilled in project management to oversee the transition smoothly.
  • Resource Optimization: To maximize the use of available resources, a project manager can allocate tasks efficiently, manage timelines, and prevent resource wastage.
  • Quality Control: Projects where maintaining quality standards is crucial can benefit from a project manager who ensures that quality is upheld throughout the project lifecycle.

Cost Of Hiring A Project Manager

Most businesses employ a pay formula when hiring internal project managers. Glassdoor reports that the average annual compensation for project managers is approximately $66k based on national data. Certain companies might also offer profit-sharing plans for projects that generate money, or bonuses to project managers who complete tasks under budget. Based on your needs and financial constraints, you can take into consideration a variety of alternative project management payment structures.


  • Flat rate: A fixed cost, independent of the number of hours worked, based on the project’s satisfactory completion.
  • As a percentage, 5% is usually charged for projects under $500k, and 3.5% is charged for larger projects.
  • Hourly: Depending on expertise, PM hourly wages might range from $45 to $60 per hour. However, you can Hire dedicated project managers from Appic Softwares at $18/Hr
  • Pay: The annual salary range for PMs is $45–110k.

Freelance Project Manager V/S Outsourcing Project Manager

Hiring a freelance project manager and outsourcing a project manager from an external agency or firm present different considerations and approaches for obtaining project management services:

Freelance Project Manager:

  • Independence and Flexibility: Freelance project managers work independently, offering their services on a contract basis. They provide flexibility in terms of engagement duration and may offer more personalized attention to your project’s specific needs.
  • Direct Engagement: When hiring a freelance project manager, you directly engage and work with an individual. This may lead to more direct communication, potentially enabling quicker decision-making and a deeper understanding of your organization’s culture and needs.
  • Cost Consideration: Freelance project managers might offer competitive rates compared to agencies due to fewer overheads. However, rates can vary based on expertise and experience.
  • Varied Skillsets: Freelance project managers may come with a diverse range of skills and experiences. They might specialize in specific industries or project types, allowing you to find a better match for your project requirements.
  • Potential Availability Challenges: Depending on their workload and commitments, freelance project managers might face availability challenges, especially for long-term or ongoing projects.

Pros of Hiring a Freelance Project Manager:

  • Cost-Effectiveness: Freelancers often have lower overhead costs compared to agencies or full-time employees, making their services more cost-effective for short-term projects or specific tasks.
  • Flexibility and Adaptability: Freelancers offer flexibility in terms of engagement duration and working hours. They can easily adapt to your project’s needs and timelines.
  • Specialized Expertise: Many freelance project managers specialize in certain industries, project types, or methodologies. You might find someone with the exact skills and experience your project requires.
  • Direct Communication: Working with a freelance project manager often involves direct communication without intermediaries, which can lead to quicker decision-making and easier collaboration.
  • Personalized Attention: Freelancers may be able to give more personalized attention to your project, as they might be working on fewer projects simultaneously compared to larger agencies.

Cons of Hiring a Freelance Project Manager:

  • Limited Availability: Freelancers might have other commitments or multiple projects, potentially affecting their availability and responsiveness to your project needs.
  • Lack of Backup Support: In the absence of a team or support structure, if a freelancer falls ill or faces an emergency, it could significantly impact the progress of your project.
  • Risk of Reliability: Some freelancers may lack a consistent track record or professional reputation, leading to concerns about their reliability or quality of work.
  • Scope Limitations: Freelancers might have limitations in terms of handling larger or more complex projects that require a team-based approach or specialized resources.
  • Dependency on Individual Skills: If a freelance project manager has specific skills or knowledge crucial to your project and unexpectedly leaves or becomes unavailable, it could pose challenges in finding a suitable replacement.

Outsourced Project Manager (Through an Agency or Firm):

  • Access to Specialized Talent: Outsourcing a project manager through an agency or firm gives you access to a pool of specialized talents. These agencies often have a roster of experienced project managers with varied skill sets and expertise.
  • Resource Scalability: Agencies can often provide flexibility in resource allocation, allowing for quick scalability based on your project’s needs. If additional expertise or manpower is required, they may have the capacity to accommodate such changes.
  • Structured Support and Backing: Agencies or firms offering project management services often provide structured support systems, ensuring continuity and potentially mitigating risks associated with the absence of an individual freelancer.
  • Higher Costs: Engaging an outsourced project manager through an agency might come with higher costs due to agency fees and overheads compared to hiring an individual freelancer.
  • Potential for Formalized Processes: Agencies may have well-defined project management processes and methodologies in place, ensuring a standardized approach to project execution.

Pros Of Hiring An Outsourced Project Manager

  • Access to Diverse Talent Pool: Outsourcing from an agency provides access to a broader pool of project management talent with varied skills, experiences, and expertise. You can choose a project manager that best fits your project requirements.
  • Structured Support and Backing: Agencies or firms offering project management services often have structured support systems, ensuring continuity even if an individual project manager is unavailable.
  • Scalability and Flexibility: Outsourced project managers from agencies can scale resources quickly based on your project’s needs. They may have the flexibility to allocate additional manpower or expertise as required.
  • Professional Expertise and Resources: Agencies might have access to advanced tools, methodologies, and resources that individual freelancers might not possess. This can enhance project efficiency and outcomes.
  • Defined Processes and Standards: Outsourcing firms typically have established project management processes and standards in place, ensuring a standardized approach to managing projects.

Cons of Hiring an Outsourced Project Manager:

  • Higher Costs: Engaging an outsourced project manager through an agency can be more expensive due to agency fees and overhead costs compared to hiring an individual freelancer.
  • Communication Challenges: Dealing with an agency might introduce communication challenges compared to direct engagement with a freelance project manager. Communication might need to go through intermediaries, potentially leading to delays or misunderstandings.
  • Potential Lack of Personalization: Working with an agency may lead to less personalized attention compared to a freelance project manager. The focus might be more on adhering to the agency’s processes rather than tailoring to specific project needs.
  • Limited Direct Control: When outsourcing project management, you might have less direct control over the selection of the project manager or the team assigned to your project.
  • Dependency on Agency’s Performance: The success of your project might depend on the agency’s overall performance, including the quality of its project managers and support systems.

How To Hire A Project Manager?

Take your time in selecting this candidate because the appropriate project manager has the power to completely alter the course of your business. To improve your chances of finding the ideal project manager for your needs, take the following actions.

  • Think about needs: What issues require resolution? Does this position need communication with many teams? Does this position involve working with clients? Do you require an all-arounder or a specific set of skills? Prepare your job descriptions well before starting the hunt. Keep in mind that in project management, experience should take precedence over education or qualification.
  • Give a detailed job description: Provide as much information as you can regarding the position, such as the ideal training and credentials. To save time during the hiring process, it’s a good idea to include general payment expectations in the job description.
  • Phone display: Any employment process usually starts with an initial phone conversation to assess social and communication skills. Inquire about their management philosophy and the aspects of the work that they enjoy or dislike the most.
  • Interview: During the interview, you should assess the applicant’s demeanor and style. Give budgets for proposed initiatives and request a rundown of their management procedure.
  • Await the next action: The capacity to pursue an objective through to completion, completing necessary activities in between, is a critical component of project management. Await the candidates’ actions and choices when it comes to following up. This is a positive sign of their diligence and commitment as a manager.
  • Regardless of the exact function that a skilled project manager will play in your unique firm, invest in someone who can solve problems and create possibilities for your organization to flourish.


Now, in the end, we hope that through this post you were able to gain knowledge on how to Hire a project manager. Moreover, if you are looking for a company wherein you can hire dedicated developers, then you should check out Appic Softwares

We have an experienced team of Project managers that you can hire and let them manage your project development. So, what are you waiting for?

Hire dedicated project managers now!

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