Navigating Team Dynamics in Project Management

Project management can be daunting without the right team and support. I’ve led and contributed to many projects in my career; some wildly successful, others less so. What I’ve come to learn is this: the projects that succeed are not necessarily the ones with unlimited budgets, generous timelines, or flexible scopes.

Don’t get me wrong; time, budget, and scope are the cornerstone of project management. Flexibility or instability in any of these pillars can make or break a timeline. But what I’ve found to be the heartbeat of any project; the factor that determines whether it flourishes or flounders; is the people.

The People Factor: Where Projects Rise or Fall

There are people who are too smart for the project, so brilliant they can't be bothered with the details. There are those whose calendars are too full to meaningfully participate. And often, there are those who want to change the project weekly to reflect their bandwidth, mood, or latest insight.

And you know what? None of these traits are necessarily wrong. Everyone is juggling pressures and priorities. But that doesn’t mean everyone belongs on every project.

As a project manager, your job isn’t just to define the goals, milestones, and deliverables. It’s to evaluate whether each person is aligned with the spirit and trajectory of the project. The question isn't "Are they talented?" but "Are they right for this project, right now?"

Real-World Moment: When Alignment Beats Intelligence

I once managed a project where three of the most capable stakeholders constantly missed standups, ignored risks, and challenged the scope at every meeting when in attendance. Their contributions were brilliant; but misaligned. Eventually, I had a conversation with leadership to reassign them to strategic advisory roles rather than tactical delivery. The project turned around within weeks, not because we changed the plan, but because we realigned the people.

You May Not Get to Pick the Team—But You Can Shape It

The reality is most project managers don’t get to choose their dream team. You're handed a mix of roles and personalities, and you’re expected to move the work forward.

So, what do you do?

You look beyond personalities. Misalignment is not the same as personal dislike. Removing or reassigning someone from a project should never be based on ego, favoritism, or unresolved interpersonal tension. Some of the most effective contributors may challenge your thinking, and that’s a good thing.

Your job is to ask:

• Are they contributing in a way that serves the project goals?

• Do they show up, follow through, and hold the line when things get tough?

• Are their talents aligned with the team’s needs right now?

If the answers are yes, then you adapt your leadership style to maximize their strengths. If the answers are no, then you work with stakeholders to reassign them, professionally and respectfully; to where they can thrive.

Quick Pulse Check: Do You Have the Right People?

Here are a few signs you’ve got a team that’s positioned for project success:

• They understand the why, not just the what

• They commit to the process, not just the outcome

• They collaborate, not dominate

• They offer solutions, not excuses

If these don’t resonate across your team, it may be time for realignment.

Don’t Overlook Organizational Support

Successful project managers don’t operate in isolation. Leadership buy-in and organizational support for shaping teams; specially in matrixed environments, can make all the difference. Your ability to assess fit and shift responsibilities is only as strong as the sponsorship behind you.

Conclusion: The Human Element Wins Every Time

A flawless plan won’t save a dysfunctional team, but a thoughtful, committed team can save a flawed plan. The best project managers don’t just manage deliverables. They manage energy, character, and culture.

At the end of the day, project success doesn’t live in the documentation. It lives in the people who show up every day to build something together.

Let’s Keep the Conversation Going

What qualities do you value most in your project team, and how do you course-correct when the human fit isn’t right?

With experience at the intersection of IT operations, compliance, and user-centered support, we have seen how thoughtful service strategies can reduce friction and accelerate outcomes; especially in high-stakes environments like life sciences and higher education. It’s always rewarding to partner with teams committed to improving workflows, modernizing systems, and delivering real value to their end users.