Grant Management & Financial Oversight
Taking Care of Business: Project Management
So, what’s next? This is a question often heard after RAs have helped new PIs get up and running on a project and it is now six months into the project. Just like at the beginning (see related Catalyst article, Alcaine & Ginter, 2024) clear communication must continue for projects to be managed effectively. There are many activities that become routine on a daily or monthly basis. There are larger milestones or deadlines that also need attention and may occur only a few times per year. For all these activities clear and continued communication can make the difference between proactive planning and actions or reactive, last-minute situations.
Everyday and Routine Tasks
Day to day project management activities may feel like Groundhog Day for RAs, and may include purchasing project supplies, receiving orders, processing invoices, completing HR and payroll actions, paying study participants, and other on demand transactions that may come up day to day. More routine items may include monthly reconciliation of accounts, corrective journal entries, payroll adjustments, subrecipient monitoring, and other activities that may escape the day to day but must be completed within the month or accounting cycle. RAs may develop their own efficiencies such as batch processing of items, developing shadow Excel sheets for easy monitoring and reporting, as well knowing which PIs to approach with more frequency or hands on strategies to ensure timely and effective project management practices.
Clear and Continued Communication
Clear communication with the PIs is essential for efficient project management. Effective communication will consider the PIs’ communication styles. This can range from short emails or texts for quick updates to phone calls or meetings for complex topics. RAs should be able to pivot to meet the different communication needs of their PIs. RAs need to be intentional in their communication with PIs to be the most effective. Regardless of communication styles, continuous and regular communication is vital to the success of any project. Meeting the PIs’ communications needs can foster trust, confidence in RA skills, and can minimize surprises that can lead to “overtime” situations and added stress for both the RA and PI.
Avoiding Overtime Situations
Being proactive rather than reactive may prove to be more difficult in practice as issues can present without notice. However, RAs should try to avoid last minute emergencies and should try to anticipate any issues before they become fires needing immediate attention. Implementing clear and ongoing communication practices will help RAs and PIs stay ahead of deadlines and project milestones. This proactive nature can be more efficient and can avoid RA burnout and anxiety.
While communication is vital for project management, the types of communication needed at the beginning of a project may be different from the communication practices required to manage the project itself. As projects unfold, RAs need to be intentional in their communication with PIs to be the most effective. Continuous communication should be individualized to meet the needs of each PI. Cookie cutter approaches may not be effective for every PI. RAs who are “taking care of business” will prioritize and view their PIs as individuals resulting in successful project management.