Surviving (and Thriving) as a PM: Two Years of Lessons

Two years ago, I stepped into project management at Groundwrk with minimal experience but maximum drive. I knew I wanted a role that would push me into discomfort and force me to learn—fast. I had worked in paid social and photoshoot production before, so I figured, “How hard could it be?”

Spoiler: It’s hard. Really hard.

Between the steep learning curve, endless web jargon, and managing all different types of clients, I was in for a wild ride. There were moments of pure chaos, plenty of trial and error, and more than a few “Wait… am I in over my head?” thoughts. But somehow, through all the uncomfortable growing pains (and, might I add, some major wins), I came out the other side as the most Type B project manager you’ve likely ever met.

At this point, I can confidently say I can handle just about anything that’s thrown my way—because trust me, everything has been thrown my way. And while I may not be the kind of PM who lives for perfectly color-coded spreadsheets, I am the kind who knows how to problem-solve on the fly, keep clients calm, and connect the dots in a way that makes the whole process smoother.

The goal of this blog? To share the hard-earned lessons that helped me navigate the chaos, sprinkle in some funny tangents, and give you a realistic peek at what a Type B project manager brings to the table—because it turns out, it’s a lot of unteachable attributes. If you’re a new PM trying to figure out how to stay afloat (without losing your mind), you’re in the right place.

The Learning Curve & Gaining Confidence

Misconceptions vs. Reality

Alright, let’s get into it. I assumed project management was just about keeping things organized and making sure tasks moved along in a timely manner. Turns out, at a boutique agency, you don’t just manage—you own the project.

Being fresh in my role at 25, imposter syndrome hit hard. The idea of directing experienced professionals was daunting and honestly felt a little awkward. But I quickly learned that respect isn’t about age—it’s about confidence, composure, and delivering results. Over time, imposter syndrome faded as I got my reps in (though it still pops up to keep me humble). Now, I see it as a signal: If I feel uneasy about a project, it either means I care deeply or I’munderprepared—both of which push me to be better not only for the sake of the project but also myself.

Another critical lesson? Stop waiting for answers and start solving problems. There were countless situations in the beginning where tasks stayed open far too long because I was waiting for someone to get back to me. Time is never on your side in project management. The key to success is rolling up your sleeves and figuring it out. Ask questions. Make a call. Do your research. The problem isn’t going to solve itself—so buck up, buttercup.

Key Takeaways

• Earn trust through work ethic—both from clients and your team.
• Confidence is key: Act like you belong, and eventually, you will.
• Be proactive—Google is often faster than waiting on someone else.

Creating Structure in Chaos

Taking Over an Existing System
Thankfully, I didn’t have to build everything from scratch—there was already a foundation. But that didn’t mean I couldn’t tweak it. I adapted processes to fit my workflow and made them my own (aka, “Syd-ified” them). I stripped away unnecessary rigidity, making things more client-friendly by allowing our process to ebb and flow. Instead of a one-size-fits-all approach, I tailored it to the needs of each client and their workload at any given stage. Some needed more hand-holding; others thrived with autonomy. By building flexibility into the structure, I kept projects moving without overwhelming clients—or myself.

Beyond Adapting—Innovating
I realized pretty quickly that I’m not a traditional PM who obsesses over every single detail. That’s just not my style. Instead of enforcing rigid structures, I leaned into what was effective and let go of the rest. The real magic of project management is about communication, adaptability, and connecting the dots—not planning everything to perfection. Some projects demand structure, others flexibility, and knowing when to shift gears is what makes all the difference.

If you have the luxury of time to fine-tune every detail, count yourself lucky. In reality, the best-laid plans are useless if you can’t pivot when needed. So, don’t be afraid to find tech that works for you—or even go back to basics. I still rely on my Notes app (sorry, Notion!). But for more advanced tools, my Fathom Recorder is a lifesaver—it summarizes, transcribes, and organizes next steps after every call, so back-to-back meetings don’t stand a chance.

Sanity-Saving Tech

• Asana: The ultimate source of truth for projects. Need to know scope? Check Asana. Have a question? Check Asana. Looking for a document? Yep, you guessed it—check Asana.
• Fathom Recorder: Game-changer for tracking calls and capturing action items.
• The Obvious but Helpful Tools: Gcal, Slack, Clockify, Drive… the usual suspects.

Managing Clients Without Losing Your Mind

Set Expectations Early & Often

The best way to avoid frustration? Set crystal-clear expectations—early and often. One of the biggest gaps I noticed at Groundwrk was how little our clients actually understood about the web process. Many underestimate how long a website takes—until they’re knee-deep in revisions and wondering why their launch date is slipping.

To bridge this gap, I implemented a timeline meeting at the very start of every project. This wasn’t just about dates on a calendar—it was about walking clients through a realistic timeline (emphasis on realistic), how much time they’d need to commit, and what our biggest blockers would be. Because let’s be honest—by meeting number ten, when eyes are glazing over, the biggest blocker is usually them. By setting expectations upfront, I saved us all from unnecessary stress and kept projects moving forward with fewer surprises.

Handling Client Conflict (Rare, But Important!)

Thankfully, client conflicts don’t happen often—but when they do, it’s crucial to have the right tools to handle them. The biggest lesson I’ve learned? Don’t react emotionally. (Easier said than done—early on, not crying on calls was a real win for me.) Now, I take five minutes to process, come up with a plan, and move forward. Once things have settled, I reflect on what could’ve been handled differently. Sometimes, it’s just a client having a bad day. Other times, it’s a sign that expectations weren’t aligned—and that’s an opportunity to improve for next time.

Honesty Over Hype

Short and simple: Overpromising leads to underdelivering—and a stressed-out team. Being upfront about what’s possible keeps everyone sane. Read that again. It’s truly that simple.

The Art of Working with a Team: Becoming a Human Translator

Bridging the Gap

Designers, developers, and clients speak different languages. Designers care about aesthetics. Developers care about functionality. Clients just want to know when the site will be done.

My job? Translate and keep things moving. That doesn’t mean relaying every detail—it means giving each person what they need to know, in a way they can digest quickly.

Empathy & Agility

Success comes from understanding each perspective and staying adaptable. Every client, project, and challenge is different, so a one-size-fits-all approach simply doesn’t work. Every day, I ask myself: What is the client’s end goal, and how can I make that happen?

Sometimes, that means finding creative solutions to roadblocks. Other times, it means adjusting timelines, re-explaining processes, or even advocating for the client internally. It’s about staying flexible, reading between the lines, and making sure the project moves forward in a way that works for everyone. The key isn’t just managing the process—it’s managing relationships, expectations, and the ever-present element of unpredictability.

Wearing Many Hats (Without Losing My Mind)

• For Designers: Protect their creative flow and keep scope manageable.
• For Developers: Give them what they need—without unnecessary meetings.
• For Clients: Be their advocate while keeping expectations realistic.

Side effects of the job? If I don’t develop a full-blown personality disorder by the end of this career, I’ll consider it a win.

Mistakes, Growth & Lessons

Oof. Where Do I Even Start?

• There are quite a few more but I think you get the point.
• That time I forgot to mark up a development quote and lost $5,000.
• That time I tried too hard to please a client, delaying the project by two months.
• That time I deleted an entire page instead of making a simple content edit.
• That time a client straight-up fired me because she didn’t like me. And you know what? That’s okay—not everyone will.

Recovering when things go sideways

Stay cool, stay calm, stay collected—because at the end of the day, the client just wants a solution. Clear, consistent communication is key to damage control, and how you deliver news (good or bad) sets the tone for the entire conversation.

If you deliver bad news in a panic, the client and the team will panic too. But if you accompany it with a clear plan forward, you’ll keep the project on track and the client reassured. It’s not about avoiding problems—it’s about handling them with confidence and a game plan.

Conclusion: From Survival to Thrival (Yes, That’s a Word Now)

If I’ve learned anything, it’s that being a great PM isn’t about perfection. It’s about adaptability, a sense of humor, and knowing that even if you get fired from a project or accidentally delete a webpage, you’ll live to PM another day.

Project management isn’t just about keeping tasks on track—it’s about navigating the unknown, managing personalities, and finding creative solutions when things don’t go as planned. It’s also about learning from inevitable mistakes. They’re bound to happen, but how you bounce back and grow from them matters just as much. Although it can involve uncomfortable growth and uncharted waters in the beginning, your future self will be so much better for it. Every misstep is a lesson, every tough conversation builds resilience, and every chaotic project helps you refine your approach.

So here’s to the next two years—may they be filled with smoother launches, fewer deleted pages, and just the right amount of controlled chaos.