Want better project managers? Here's how to build one from within

By Cotney Consulting Group.

Five steps to building a stronger company from the inside out.

Ask any company what role is most challenging to fill, and you'll hear it again and again:

"We need more solid project managers." 

It's not just clipboard carriers or schedule chasers; it's real PMs who can run jobs, manage crews, protect margins and keep clients happy. But here's the catch: those people don't just show up. They're rarely available on the open market. And when they are, they come with a high price tag and no guarantee they'll fit your culture. 

So what's the better option?

Grow your own. That's right. If you want better project managers, start looking at your own bench and training early.

Why project managers (PMs) are so hard to hire

Project management isn't a one-size-fits-all role. Depending on your company, it might include:

• Scheduling crews 
• Managing job costs 
• Communicating with clients 
• Handling change orders 
• Supporting foremen 
• Closing out jobs 
• Ordering materials 
• Reporting to ownership 

It's a big job. And not everyone can handle the pressure. That's why poaching a PM from another contractor often fails. They may not be used to your systems, client expectations or leadership style. The better path? Start with someone who knows how you operate — and teach them the rest.

Step 1 - Spot the right candidates 

Not every good emloyee makes a good PM — but every good PM understands the job. Look for team members who: 

• Show up consistently 
• Communicate clearly 
• Take pride in their work 
• Are respected by their peers 
• Can handle responsibility without constant supervision 

They might be a lead installer, a foreperson, a sharp service tech or even someone in the office who is job-costing savvy. Start the conversation if they ask questions, solve problems and want to grow.

Step 2 - Teach the job beyond the tasks 

Too many contractors promote someone to "PM" and then hand them a laptop and a stack of jobs. That's not training — that's a setup for frustration. Instead, walk them through the entire project lifecycle, including: 

• Job handoff from estimating 
• Setting up the project file 
• Workforce and materials planning 
• Managing field and office communication 
• Budget tracking and schedule updates 
• Client meetings and punch list resolution 
• Job closeout and review 

Show them the why behind the what. That's where confidence comes from.

Step 3 - Start with smaller jobs or assist roles 

You don't need to throw someone into a six-figure project on day one. Let them start by: 

• Assisting a senior PM 
• Running a small project or repair 
• Managing job setup and closeout only 
• Handling submittals or job tracking for larger jobs 

This gives them reps without overwhelming them and lets you coach them in real-time.

Step 4 - Use templates, checklists and reviews

Great PMs don't rely on memory. They rely on systems.

Provide them with:

• Job kickoff templates 
• Weekly checklist of tasks 
• Budget vs. actual tracking tools 
• Standard client communication templates 

You should also review their jobs weekly. Look at labor performance, material accuracy, client communication and closeout. Ask about:

• What worked? 
• What didn't? 
• What did we learn? 

This is how rookies become leaders.

Step 5 - Set expectations and pay accordingly 

If you want someone to grow into a leadership role, treat it like one. That means: 

• Clear job description 
• Defined KPIs (margin, schedule, communication, etc.) 
• A path for raises, bonuses or long-term incentives 
• Real authority, not just a title 

And if they're not ready yet? Keep coaching. Keep investing. PMs are grown, not gifted. Build your bench before you need it

Every growing company eventually hits the same wall: more work than leadership capacity. That's why your next great PM probably isn't on Indeed; they're already on your team. You just haven't given them the shot yet. 

Start identifying talent. Train with intention and pair future PMs with mentors. Let them start small and build confidence. And create a culture where leadership is something your people see themselves growing into.

Because when you grow leaders from within, you don't just get better project managers — you build a stronger company from the inside out.