Why hire a project manager?

If you've ever undertaken a remodelling or construction project, you know that the multitude of moving pieces can be overwhelming. From budgets and timelines to contractors and vendors, ensuring everything runs smoothly becomes a demanding full-time job. However, there is a solution: a skilled project manager.

Every project, whether a complex consolidation or a straightforward redesign, is a complex web of tasks. Managing rising construction costs and achieving critical milestones and occupancy dates can feel like climbing a mountain in a changing landscape. Even a minor misstep can lead to significant consequences, such as delays, budget overruns, and potential reputational risk. It's important to weigh the risks involved and consider whether taking on such uncertainties is a path you want to pursue alone. 
Undertaking a project has considerable challenges that may exceed the expertise within your team or organisation. Successfully navigating these challenges often leads to the dedicated skills of an experienced project manager. Here are four compelling reasons why investing in a project manager is a cost that will yield substantial benefits.

The average cost for an office fit-out has grown by 5.2% over the past year, according to our research. With increased project costs, hiring a PM may seem like an unnecessary additional expense, but the true cost of not hiring one can be monumental.

A PM saves money through conceptual and detailed estimating, data benchmarks, capital planning, bid analysis and proactively solving challenges that could impact key business objectives like occupancy dates, budget and programming requirements. This prevents rework, allows you to maintain budget integrity and helps you avoid costly surprises.

Investing in workplace design has become a crucial strategy for retaining top talent, enhancing employee productivity and matching your brand. When you partner with a reputable project management firm that has a strong network of proven industry suppliers and vendor partners and the ability to negotiate the best value on your behalf, exceptional outcomes can be achieved on your project.

And what goes hand-in-hand with the value of money? Time. It is essential to understand the significance of time alongside monetary value. In the realm of capital projects, time holds immense importance as a limited and valuable resource. The consequences of subpar project performance are striking. In fact, every 20 seconds, an astounding $1 million is wasted, according to the Project Management Institute.

The silver lining? A good PM will take full responsibility for the project—from start to finish—allowing you to concentrate on your regular tasks while avoiding delays. In addition, PMs are experts in coordination, scheduling and identifying areas where the team can be proactive to meet deadlines. By minimising redundancies and maximising the team's abilities, a PM can save time and resources, a valuable asset that cannot be regained once lost.

Zynga, a popular gaming company, partnered with JLL to upgrade their workplace during lease renewals. This collaboration allowed Zynga to successfully relocate to San Mateo, with JLL driving a notable 30% reduction in construction costs for their new 60,000-square-foot office.

A PM serves as the first line of defence against potential setbacks. Every project has a certain amount of risk, but should a problem threaten to derail a project, a good PM has a clear plan to resolve it or, at least, mitigate critical impacts.

Risk mitigation in project management is about finding and solving problems. It's not just about pointing out issues, but also making smart plans to overcome difficulties. And project managers use specialised tools and technology to handle this process smoothly.

These tools have set processes and templates that guide the project in the right direction. This helps PMs make smart, data-driven decisions using up-to-date information. The data is all in one place, making it easy to track how well the project is doing in real-time. This way, tasks get done on time and the budget stays on track.

When it comes to the success of a project, various factors could contribute to its erosion, including both time and financial considerations. However, one common culprit responsible for these setbacks is scope creep. Effective project management practices entail maintaining control over project flow and ensuring team members adhere to the original scope of work. This principle becomes particularly crucial as organisations manoeuvre through the intricate process of optimising their office space. By upholding project scope, organisations can safeguard against unnecessary deviations and maximise project outcomes.

Take this scenario: Your business wants to include a new office tool for employees that initially focuses on file sharing and task management. However, as you dive deeper into the project, you decide to incorporate additional features like chat platforms and employee tracking. It’s crucial to be cautious, as adding too many extras can complicate the plan and increase costs. But with a vigilant PM, you can avoid these issues. They will assess what features are necessary versus desirable, ensuring a balanced approach to project scope.

A PM's commitment to quality is the driving force behind successful outcomes. Managing a project to achieve the best results goes beyond merely fulfilling project requirements. It involves navigating complex challenges, anticipating potential obstacles and delivering outcomes that align with initial goals while surpassing expectations. But quality control isn’t only about meeting client standards, it’s also about having a finished product that meets pre-established benchmarks. A good PM takes a proactive approach every step of the way, with continuous quality checks to identify and address issues before they become unmanageable.

The PM's work is still ongoing when the project is successfully completed. A final evaluation of the project's quality journey is crucial. Did the project meet all the technical performance criteria and conditions of satisfaction? Did it meet the client's programme requirements? A final quality review provides valuable insights for future projects and helps to refine quality control processes even further.

Sustainable practices in workplace projects are no longer optional but essential. A skilled project manager can embed sustainability into every phase of your project to ensure the use of eco-friendly materials, implement energy-efficient designs and advocate for waste reduction practices. By incorporating green building standards and certifications like LEED, a PM can significantly lower your project's environmental footprint and, ultimately, result in long-term cost savings due to reduced energy and resource consumption.

Webcor, a major commercial construction company in California, needed to redesign its offices to meet its sustainability goals. They engaged JLL’s project management services early to pursue two-star Fitwel® certification and prioritise employee health. JLL identified the need for fleet electrification due to high carbon emissions from the light-duty truck fleet and achieved the rest of these goals without extra expenses to the budget.

An expert PM knows that there's no one-size-fits-all answer. They roll up their sleeves, tailoring their strategy to meet each client's specific needs and wants. With their finger on the pulse, they quickly adjust the project's size as it needs change, ensuring it always hits the mark. Their skills bring value far beyond the immediate fiscal outcomes as they improve time efficiency, cost management and risk reduction. Hiring a project manager isn't simply a position to fill; it's an investment in your company's lasting success.

Learn more about how JLL can take real estate challenges from complexity to clarity here.