You're a Project Manager - Even If You Don't Call Yourself One
How one Event Manager mistook project management for pointless admin - and what it cost him
Some people think project management is just paperwork… Clipboards, Gantt charts, endless meetings, and ticking boxes.
I get it - I’ve heard it all before.
But here’s the thing: if you’re coordinating tasks, teams, timelines, and deliverables… 🎯 You are managing a project. Whether you like the term or not.
(We’ve talked before about the difference between task management and project management — if you missed that, check it out here. It’s a useful reminder that real project management is more than just tracking deadlines.)
As an Asana consultant, I’ve seen time and again how the right tools — when used properly — can transform chaotic workflows into streamlined, efficient projects.
Now, let me tell you a story.
The Event Manager Who Was "Too Busy" for Project Management
I once worked with a brilliant Event Manager
Experienced. Smart. All over the details - suppliers, venues, logistics, tech specs, catering - you name it.
He was leading one of the company’s biggest events, a 12-month delivery cycle, juggling countless moving parts. But there was one problem: He didn’t believe in project planning.
In his mind, project management tools were for “other people.”
His exact words? “I get paid too much to tick boxes.”
Ouch.
His "Project Plan"?
A Word document.
Five key dates. No task breakdown. No ownership. No shared visibility.
❌ No way for his team to track progress.
❌ No clarity for departments supporting multiple events (like design and web).
❌ No oversight for leadership to spot risks, delays, or bottlenecks.
❌ Not even an easy way for him to see what was happening day-to-day.
Every piece of detail - the minutiae that makes or breaks an event - lived in his head, scattered across emails, or buried in messaging apps and meetings.
Equally the minutiae of his team’s tasks lived in their heads or their own notes and conversations. Not in one accessible place.
If you wanted an update, you had to chase him down. If he wanted an update, he had to chase you down.
And yet — he thought this was efficient.
Enter Asana: More Than Just a Checkbox Tool
When I introduced Asana as a smarter way to manage his events, I highlighted that this wasn’t about "admin." It was about:
Real-time visibility for everyone
Clear task ownership and deadlines
Easy cross-team coordination
A bird’s-eye view for leadership across all events
And for him — a 360° status view of every aspect of his project, at a glance
No more digging through emails. No more relying on memory or constant status meetings.
His response? “Yes, I’ve met project managers before.”
The condescension was real.
What He Didn’t See
Project management isn’t about bureaucracy. It’s about alignment, efficiency and visibility.
Here’s what he missed:
✅ That structured project tracking saves hours of unnecessary conversations.
✅ That Asana’s Inbox and project dashboards would give him a continuous flow of updates - reducing the admin of chasing people.
✅ That with real-time visibility, meetings could shift from “status updates” to meaningful problem-solving.
✅ That clear deadlines prevent burnout in shared teams.
✅ That leadership doesn’t want micro-details - they want confidence that everything’s under control.
✅ That he was already doing project management - just without the right tools to make it easier.
The Transformation
Once we mapped his workflow into Asana:
His team gained clarity and autonomy.
Design and web teams could plan months ahead.
Leadership finally had transparency across events.
He regained hours each week by removing the need to chase updates.
Meetings became strategic, not repetitive.
And no - no one asked him to “tick boxes”. They asked him to lead with visibility.
Are You Managing a Project Without Realising It?
If you’re:
Coordinating teams and timelines
Tracking tasks and deliverables
Responsible for outcomes and deadlines
Then yes - you’re managing a project. (And if you’re only tracking tasks and dates without strategy, you might just be stuck in task management - again, here’s the difference).
The sooner you embrace project management tools and frameworks, the sooner you unlock:
Less stress
Fewer surprises
Better results
Stop resisting the label. Start working smarter.
Looking for an experienced Asana consultant to streamline your projects?
At OptimEdge, we help businesses implement and optimise Asana - transforming messy task lists into clear, actionable project plans. Whether you need setup, training, or a full workflow overhaul, let’s make project management work for you.
👉 Get in touch with an Asana consultant today for a free consultation.