When you join a project as a project manager, your first responsibility is not to assign tasks. Your first responsibility is to understand the project, the people, and the process.

Here’s a simple guide with checklists you can follow.

Understand the Project

First, take time to learn the project: What are we building? Why? What exists already?

Checklist:

1. Ask for project documents (requirements, past notes, design files, etc.).
2. Get access to the test environment (and any other environments available).
3. Do exploratory testing: click around, try things out, check if what you see matches what you were told.
4. Write down all your findings in your notebook.
5. If you see something not working, unclear, or missing → record it in the Project Issue Log Sheet (not just your notebook).
6. Read everything that has been created or planned before you joined.

👉 Tip: Exploratory testing means you’re just exploring with curiosity — not to “pass” or “fail” something, but to learn.

Understand the People

Projects are built by people. You need to know who’s who and how to reach them.

Checklist:

1. Ask: “Who is the backend developer? Who is frontend? Who is the product designer?”
2. Write their names, emails, phone numbers, and roles in your notebook.
3. Pay attention to who responds quickly and clearly in group chats.
4. Call or message one active person privately:
5. Ask them to explain the project from their perspective.
6. Share what you understand. Compare notes.
7. Write down differences and new insights in your notebook.
8. Start building a relationship with at least one teammate you can rely on.

👉 Tip: Whoever responds to you the most is usually a good “first ally.”

Understand How Things Work (the Process)

Every project has a way of working, even if it’s not documented. Your job is to uncover it.

Checklist:

1. Ask: “Do we have weekly meetings? When’s the next one? Can I be added?”
2. Ask: “Is there a daily stand-up? Where can I find the notes or updates?”
3. Ask: “Where are tasks tracked? (Trello, Google Sheet, Jira, Monitora?)”
4. Ask: “Who updates the tasks, and how often?”
5. Ask: “What is the normal flow of work? (e.g. Does frontend start, then backend, then QA tests?)”
6. Write down the answers in your notebook.
7. Look at one teammate’s current task → write what you understood about it.
8. If you notice gaps in how work is tracked or updated, log it in the Project Issue Log Sheet.

👉 Tip: Don’t assume you’ll be told everything upfront. Keep asking until you can describe the process back to the team clearly.

Build Knowledge Through Conversations

Every conversation is a chance to grow your understanding.

Checklist:

1. If someone explains something new, write it down in your notebook.
2. If you explain something and they learn from you, note that too.
3. After each call or chat, update your notes with what changed in your understanding.
4. Use every new detail to improve how you explain the project to others.
5. If a conversation reveals a risk, confusion, or problem → add it to the Project Issue Log Sheet.

👉 Tip: Treat your notebook like your “second brain.” Everything goes there first — but issues must also go into the Issue Log so the whole team can track them.

✅ Your Goal in the Understanding Phase
By the end, you should:

1. Know what has been built and why.
2. Know who is on the team and how to reach them.
3. Know the current process (even if it’s messy).
4. Have started relationships with people who can guide you.
5. Have a notebook full of your own notes.
6. Have contributed to the Issue Log so the team stays aligned.

If you skip this phase, you’ll always feel lost. If you follow it, you’ll quickly earn trust and confidence.