Life Sciences Projects Need the Guidance of a Dedicated Project Manager

It’s no secret that scientists and other technical experts are sometimes put in project management roles. The reasons behind this decision may vary from one organization to the next. Perhaps resource constraints do not allow for a dedicated PM. Or maybe organizational leadership holds the belief that a scientist’s deep understanding of the subject matter will help in better managing the project. Or maybe the allocation of scientific experts to PM roles comes from a desire to provide them with more career progression opportunities outside of the lab. Whatever the reason behind this decision, we at MustardSeed believe there’s a better way. Read on to learn why having a formally trained and dedicated PM is often the best course of action. 

Project management expertise 

Project managers bring a specialized skill set focused on planning, scheduling, budgeting, and risk management. Their training equips them to handle the complexities of project execution efficiently, ensuring that projects are completed on time and within budget. Without a project manager, projects may suffer from poor planning, unrealistic timelines, and inadequate risk management. This can result in frequent delays, budget overruns, and potential project failure.  

For example, in a scientific research project, a scientific expert who is untrained in project management might focus solely on the technical aspects, neglecting critical project management principles. This oversight could lead to misaligned project goals, underestimation of required resources, and failure to anticipate potential risks. A trained PM, however, would apply structured methodologies to integrate technical and managerial aspects seamlessly, aligning project objectives with organizational goals, and effectively managing resources and risks to ensure successful project delivery. 

Resource allocation 

Project managers excel in resource allocation, from personnel, to equipment, to materials. PMs ensure resources are used efficiently, preventing shortages or misallocations that can stall project progress. 
By optimizing resource allocation, PMs help maintain a steady workflow, allowing scientific experts to focus on their research without being bogged down by administrative tasks. A lack of effective resource allocation can lead to delays, increased costs, and reduced productivity.  

During a pharmaceutical research project, an untrained scientific expert might overlook the importance of detailed scheduling for lab equipment usage, leading to conflicts and downtime. A trained PM, however, would meticulously plan and coordinate equipment usage, ensuring that each team has access to the necessary resources. This efficient management not only prevents bottlenecks but also maximizes productivity, ensuring the research progresses smoothly and meets its milestones. 

 Communication and coordination 

Project managers are skilled communicators who facilitate clear and effective communication among team members and stakeholders. This ensures that all team members are aware of their responsibilities and remain aligned with the project goals. Life sciences projects often involve coordinating across various departments and external partners, and PMs are adept at navigating these sensitive, cross-functional interactions. Poor communication and coordination can lead to misunderstandings, misaligned goals, and fragmented efforts, resulting in inefficiencies, conflicts, and project delays. 

For example, in a clinical trial, an untrained scientific expert might focus on their specific area of research without adequately communicating with the regulatory and compliance teams. This could lead to delays in regulatory approvals or misinterpretation of compliance requirements. A trained PM, on the other hand, would ensure regular and structured communication across all departments, aligning the clinical, regulatory, and compliance teams to prevent any missteps and keep the project on track. This cohesive communication strategy helps mitigate risks, streamline processes, and enhance overall project success. 

 Risk management 

Project managers are trained to identify, assess, and mitigate risks throughout the project lifecycle. Their proactive approach to planning for potential risks and identifying early mitigation strategies helps prevent potential issues from derailing the project. By developing contingency plans, PMs ensure their team is prepared to handle unforeseen challenges, maintaining project stability and continuity. Without proactive risk management, projects are more susceptible to unforeseen issues, which can cause significant disruptions, unplanned expenses, and even potential project failure. 

During a biotechnology development project, an untrained scientific expert might overlook potential supply chain disruptions for critical materials, such as the unavailability of specialized reagents or delays in the delivery of laboratory equipment. They may also lack familiarity with tools and techniques for identifying these risks, such as supply chain risk assessments or the use of predictive analytics software to anticipate and mitigate disruptions. This oversight could lead to unexpected delays and increased costs if key components are suddenly unavailable. A trained PM would not only identify such risks early on but also anticipate their potential impact and establish multiple suppliers, creating contingency plans to quickly source alternatives. This foresight and preparedness will help ensure that the project remains on schedule and within budget, even when unexpected challenges arise. 

 Stakeholder management 

Project managers excel in managing relationships with stakeholders, including sponsors, regulatory bodies, and external partners. They ensure that stakeholder expectations are met, and any concerns are addressed promptly. By keeping stakeholders informed and engaged, project managers help build trust and maintain support for the project, which is crucial for its success. Ineffective stakeholder management can lead to dissatisfaction, misaligned expectations, and lack of support, which can jeopardize project success and stakeholder relationships. 

Additionally, PMs are neutral to inter-team dynamics and can serve as effective mediators. Unlike scientific experts who belong to a technical team and may be subject to existing biases or pain points within siloed organizations, PMs can objectively address conflicts and facilitate collaboration. For example, in a collaborative research initiative involving multiple departments, a scientific expert might struggle with biases stemming from departmental silos, leading to friction and miscommunication. A trained PM, however, would navigate these dynamics impartially, ensuring that all teams work cohesively towards the common project goals, thereby enhancing overall project coordination and success. 

Dedicated management 

Project managers focus solely on administrative and logistical aspects of a project, freeing up scientific experts to concentrate on their core research and technical work. This division of labor leads to higher quality outcomes in both research and project management. Without the burden of project management, scientific experts can dedicate their time and energy to their specialties, enhancing overall productivity and innovation. If asked to complete dual roles, scientists may prioritize technical work over project management, leading to gaps in administrative oversight and potential problems down the line. 

Process optimization 

Just like scientists optimize scientific processes, project managers bring a systematic approach to administrative processes and workflows. PMs help teams implement best practices and continuous improvement strategies to enhance efficiency and productivity. By optimizing processes, PMs help eliminate bottlenecks and streamline operations, ensuring that the project progresses smoothly and efficiently. Lack of process optimization can result in inefficient workflows, bottlenecks, and lower productivity, causing delays and increasing the risk of project failure. 

For instance, throughout a large-scale clinical trial, a scientific expert may excel at designing the experimental protocols but struggle with coordinating the logistics of patient recruitment, data collection, and regulatory compliance. This can lead to slow participant enrollment, inconsistent data management, and delays in regulatory submissions. A trained PM, however, would systematically optimize these administrative workflows, ensuring timely recruitment, accurate data handling, and efficient regulatory processes. This allows the scientific team to focus on the research itself, while the PM ensures that all supporting processes run smoothly, significantly reducing the risk of project delays and enhancing overall productivity. 

Documentation and compliance 
In the highly regulated life sciences sector, maintaining thorough, accurate, and compliant documentation is critical. PMs ensure that all project documentation meets regulatory standards, reducing the risk of non-compliance and providing a clear project history while facilitating audits and reviews.  
Inadequate documentation and non-compliance with regulatory standards can lead to legal issues, financial penalties, and project setbacks, jeopardizing the project's success and credibility. 

While scientific expertise is indispensable for life sciences projects, the specialized skills of a project manager are crucial for ensuring successful project execution. By focusing on organization, communication, and resource management, PMs enable scientific experts to excel in their research, leading to higher quality outcomes and more efficient project completion. Embracing this division of roles can significantly enhance the success of any life sciences project, ensuring projects are completed on time, within budget, and to the highest standards. 

Ready to take the next step? Contact MustardSeed for life sciences project management.