Growing Pains: How to Know When It’s Time to Bring in a Project Manager

Insight by Becca Nell, Managing Director at VVA

In fast-growing organizations—especially those outside of major metropolitan hubs—real estate projects often start small and manageable. But as the stakes get higher, timelines get tighter, and budgets grow, it becomes clear that ad hoc processes and well-intentioned delegation can only get you so far. That’s when project management (PM) stops being a luxury—and starts becoming a necessity.

So how do you know when your organization is ready to invest in project management support?

Below are a few signs it might be time.

Your projects are missing deadlines and it’s starting to cost you

If your construction or renovation project runs late, that delay may be more than a scheduling headache—it could mean lost revenue. Whether it’s a healthcare facility that can’t open new exam rooms on time or an office that’s holding up a relocation or lease termination, missed deadlines often point to a lack of coordinated leadership across vendors, consultants, and contractors.

You’re pointing fingers instead of solving problems

When something goes wrong, does everyone on your project team know who’s accountable? Or are responsibilities blurry and communication reactive? A seasoned project manager brings structure, clarity, and proactive planning, ensuring every team member knows their role and timelines are realistic from day one.

You’re relying on internal teams who aren’t built for this

We often work with clients who are handling major capital projects without a dedicated real estate or facilities lead. In those instances, they may have a CFO or procurement lead tasked with hiring an architect, but no one is truly managing the project holistically. Without that oversight, teams often operate in silos, critical tasks fall through the cracks, and no one is aligning the project to the bigger picture.

You need a translator at the table

A good project manager doesn’t just manage the schedule—they speak the language of architects, engineers, and contractors. It’s our job to know the ins and outs of industry lingo so that nothing ever gets lost in translation. That means ensuring negotiations focus on the right things, that contracts are structured to prevent common pitfalls, and that contractors feel valued and heard rather than being dictated to. A strong PM helps foster collaboration and trust, turning a collection of vendors into a unified team that produces best in class design concepts.

You’ve outgrown your existing process

As organizations scale, so do their risks. The informal processes that worked when you were running one-off projects can become bottlenecks when multiple initiatives are happening at once. A project manager brings tested processes, risk mitigation, and long-term thinking, helping you evaluate decisions based on your ultimate goals, not just what’s easiest today.

Bonus: You’re ready to get more out of your consultant team

If you’ve already invested in great architects, engineers, and contractors, why not get the most value from them? A project manager doesn’t replace your team; they help ensure the team is aligned, efficient, and solving the right problems together.

Whether you’re expanding a healthcare facility, building out a new office, or tackling your biggest capital project to date, having a trusted project manager on your side can mean the difference between navigating chaos and leading with clarity. And the earlier you bring one in, the more value they can deliver.