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 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.

Cost and time management

The average cost for an office build-out has grown by 5.6% over the past year, according to the JLL Australia Fit-Out Cost Guide 2023/2024. With increased project costs, hiring a project manager may seem like an unnecessary additional expense, but the true cost of not hiring one can be monumental. 

A project manager 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. You can achieve exceptional outcomes 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.

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 US$1 million is wasted, according to the Project Management Institute.

The silver lining is that a good project manager will take full responsibility for the project—from start to finish—allowing you to concentrate on your regular tasks while avoiding delays. In addition, project managers 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 project manager can save time and resources.

Case study call out:

A Melbourne heritage office refurbishment reinvigorated tenant interest

JLL designed and project managed the refurbishment of an office in the historic 121 Flinders Lane building, in Melbourne. The goal for the office, which had been vacant for an extended time, was to turn it into a functional and stylish workspace tailored to small-to-medium sized tenants. JLL overcame challenges such as hampered site access and ageing building systems to deliver a refreshed office ahead of schedule. It was leased within four months, demonstrating JLL's market research and attractive fit-out design.

Risk mitigation

A project manager is 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 project manager 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 project managers 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.

Project scope

Various factors can mitigate the success of a project, including time and finances. However, one common culprit 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 intends to refresh the office fit-out, initially focusing on minor adjustments like furniture updates and decorative additions. However, it becomes evident that a comprehensive fit-out is necessary, involving significant modifications to the layout, lighting, and overall design. It’s important to approach this with caution, as excessive additions can complicate the plan and escalate costs. With a vigilant project manager in place, you can avoid these potential issues. They will assess changes, consider budget constraints, and handle procurement complexity efficiently.

Quality results

A project manager'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 established benchmarks. A good project manager takes a proactive approach every step of the way, with continuous quality checks to identify and address issues before they become unmanageable. 

The project manager'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 program requirements? A final quality review provides valuable insights for future projects and helps to refine quality control processes even further.

Sustainability and environmental responsibility

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 Green Star, WELL or NABERS, a project manager can significantly lower your project's environmental footprint and ultimately result in long-term cost savings due to reduced energy and resource consumption.

Case study call out:

JLL delivered a sustainable redesign for an ANZ bank retail branch

JLL collaborated with Breathe Architecture to project manage and execute a sustainable redesign of a retail branch for ANZ bank in South Australia. The result was a contemporary, welcoming space for younger customers that met the client’s sustainability aims through sourcing locally-manufactured materials and by using excess construction materials on other branch upgrades. Despite challenges caused by the Covid pandemic, JLL's implementation of remote collaboration tools, including Matterport scanning, led to a seamless and sustainable project delivery.

Investing in project success

An expert project manager knows that no project is the same. 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.