For every marketing goal we chase down, there’s a mountain of work behind the scenes. But a great project manager keeps that mountain from turning into an avalanche. They’re the ones who juggle deadlines, keep creative and stakeholders in sync, and somehow make sure the campaign launches on time and still looks good. So we asked the marketing PMs who do this every day to share what actually works for them. Here are their best tips and tricks for keeping projects moving and teams sane.
Two Go-To Techniques from Olivia Youtsey, Senior Project Manager
1) Save the last couple of minutes of meetings to align on action items, who is responsible and due dates. And even better, put that in writing following the meeting and share it out with the team. This helps keep everyone accountable and avoids confusion.
2) Write it down! To-do lists are key. Every to-do, even the smallest, has to be written down. Take notes and share recaps after meetings. Changes in scope or direction? Document them so you won’t have to go digging later.
Quick Hits from Kevin Robinson, Senior Project Manager
1) Slow down up front: taking an hour to clean up files, flag roadblocks, and connect the dots for the next person will save the whole team time later.
2) Share new projects or updates with intention — if it’s not urgent, it’s ok to park it until the team is done with what they are trying to get out the door today.
3) Give people quiet space to do great work and set reminders for yourself to check in so progress doesn’t disappear into the creative abyss.
4) When you assign something, include the why — people work faster (and make better decisions) when they understand the context.
5) If a thread starts getting confusing, stop emailing and hop on a 10-minute call — it will save you 30 confused replies.
6) Ask your team what is working or not working and evaluate your own processes to fix what is broken or confusing.
7) If things go sideways, own it, fix it, and move on — drama within a team helps no one and burns energy.
PM Rules to Live By from Jennifer Huber, Senior Project Manager
Make a project plan that can be flexible: build in buffer times, listen to the team if they need an extra internal review or bring in another SME. Unexpected things happen, you can’t plan for it all, so be ready to adjust.
Flag risks early: whether it’s scope creep, additional costs, hard due dates, content availability or something else – address it early and often.
Use the tools at your disposal: Monday boards, Slack channels, dashboards and reports keep teams informed with resources at their fingertips. I spend much less time fielding project questions when using these tools.
Celebrate small wins: You don’t have to wait until the project is complete to celebrate team members or milestones.
Guidance and Advice from Corrie Griesedieck, Senior Project Manager
If you’re confused, chances are the rest of the team is too. Ask questions and get clarity early – it’s the easiest way to prevent fires later and keep everyone moving in the same direction.
If it’s not written down, it’s probably getting forgotten. Put it in a doc, add a deadline, get it on the calendar. Once it’s scheduled, it’s real – otherwise it risks disappearing into the ether.
Always assign an owner. Decisions and tasks without owners tend to drift. If everyone thinks someone else has it, no one actually does.