The power of engagement in project management

We need to agree on something: automation in projects is inevitable, necessary and in many cases, vital. Assigning tasks directly to people instead of keeping a spreadsheet where you’re the only real owner, notifying your team about new files on SharePoint instead of sharing this information during a meeting, or leaving comments on documents instead of spending hours reviewing them in real time all save valuable time. But too much automation and reliance on online tools can backfire, impacting areas such as team collaboration and engagement.

Project managers must work across multiple departments, ensuring progress while balancing competing priorities. Inevitably, they wear many hats: sometimes they resemble an orchestra conductor when things run smoothly, while at other times they step in as referees when conflicts arise. Both roles demand energy, diplomacy and the ability to keep the bigger picture in view. Acting as the single point of contact, they become the person every stakeholder turns to for answers.

Saving time across every process and department is essential. But in projects, time is more than just valuable—it’s measured directly against whether a deliverable succeeds or fails. This makes efficiency critical, and automation tools are an undeniable advantage in streamlining routine processes. Whether it’s scheduling, reporting, or tracking progress, the right software can free up valuable hours. Yet the level of automation that works for one team may not work for another. Over-automation risks eroding something far more important: genuine team engagement.

When personal interaction is reduced, team connection inevitably suffers. Tools that minimise direct contact may make work appear smoother, but they rarely foster the kind of trust and communication that underpin strong collaboration. A dashboard might show green indicators, but only through conversation do we uncover why a milestone feels unachievable to a team member, or why a department is hesitant about the next phase. Technology should therefore be viewed as an ally, not a substitute. True engagement—through dialogue, empathy and connection, provides a deeper understanding of projects and often uncovers risks or issues that automation alone cannot reveal.

Every project is unique. Even if we have managed similar initiatives before, differences always exist - in team composition, client expectations, conditions, or timing. These differences make adaptation vital. That is why direct interaction, whether face-to-face or virtual, remains invaluable. It builds bonds, highlights hidden risks and develops understanding across diverse perspectives. By taking time to engage with individuals, project managers exercise emotional intelligence: listening actively, showing empathy and recognising behaviours that influence team dynamics. These soft skills are not optional extras; they are central to effective leadership.

The importance of engagement extends beyond risk management. It also fosters motivation. People perform better when they feel heard, valued and connected to the wider purpose of the project. A quick check-in, a casual video call, or even an informal chat about a team member’s interests can strengthen bonds and create goodwill that pays dividends when deadlines loom. Automation cannot replicate this sense of belonging.

Of course, ignoring technology is not the answer. Automation tools remain essential and part of our responsibility as project managers is to stay alert to those that will shape the future of delivery. Learning how to use them effectively not only improves efficiency but also signals adaptability, a trait highly valued in a rapidly evolving industry. However, experience consistently shows that no tool can replace the value of stepping into someone else’s shoes, asking the right questions, or noticing subtle changes in team morale. 

In the end, project management is both structured and human. While processes can and should be simplified, people remain at the heart of delivery. Striking the right balance between automation and engagement is therefore critical. Embrace new tools but never forget the importance of direct human interaction. It’s through these connections that we uncover real challenges, build resilient teams and deliver stronger projects. 

 

You may also be interested in:

• What is project communication?
• Learn how you can collaborate with your team through the APM Learning platform
• Is AI helping us make better decisions or just faster bad ones?