Moving into a new role is challenging enough. But stepping into a position that was previously held by a colleague — especially one who’s still around or wasn’t ready to let go — adds a whole new layer of complexity. You’re not just learning new responsibilities; you’re also navigating emotions, expectations, and sometimes, unspoken comparisons.
As a project manager, I’ve been on both sides of that transition. Here’s what I’ve learned about taking over gracefully, excelling confidently, and handling potential hostilities professionally.
1. Respect the Past, but Own the Present
One of the first mistakes new managers make is trying to “prove themselves” too quickly — changing everything the previous person did or discrediting their approach. Resist that urge.
Tip: Start by learning.
Ask questions like:
- “What processes were working well before?”
- “What lessons were learned from previous projects?”
- “Are there resources or contacts I should know about?”
This shows maturity and respect for the groundwork that was laid before you arrived. Even if you plan to improve or modernize systems, acknowledging the prior work helps reduce defensiveness from others who were loyal to your predecessor.
Bottom line: You didn’t arrive to erase history; you’re here to build on it.
2. Listen More Than You Talk (At First)
When you enter a role once held by someone else, you’re walking into an existing ecosystem — people have habits, loyalties, and assumptions. Spend your first few weeks observing and listening.
Schedule one-on-one conversations with your key team members and stakeholders. Ask:
- “What do you enjoy most about this project?”
- “What’s been frustrating?”
- “If you could change one thing, what would it be?”
These questions not only give you insight but also signal that you’re approachable, curious, and collaborative — not a threat.
3. Handle Hostility with Professionalism, Not Pride
Let’s be honest — sometimes, the person you replaced (or their close colleagues) won’t be happy about the transition. They might subtly criticize your decisions or compare you to “how things used to be.”
Your job is not to win an argument; it’s to win respect.
The best way to do that is through consistency, transparency, and results.
If you encounter open hostility:
- Stay calm and factual. Don’t respond emotionally or defensively.
- Redirect the focus to outcomes. (“Let’s talk about what will help the project move forward.”)
- Set clear boundaries. If someone undermines you, address it privately and respectfully — not through email battles.
If the previous person is still in the organization, it can be awkward. In that case, acknowledge their contributions and avoid speaking negatively about them. If they see you as a peer instead of a rival, tension usually fades over time.
4. Bring Fresh Energy Without Alienating People
You were hired or promoted for a reason — your skills, your perspective, your leadership. Eventually, you’ll need to make improvements or take the project in a new direction.
But change management is as much about timing as it is about strategy.
Start by finding quick wins — areas where you can add value fast, like streamlining communication, improving reporting, or clarifying responsibilities. Small, visible improvements show competence and earn trust without overwhelming the team.
Then, once you’ve built credibility, you can introduce bigger changes with buy-in from the people who now see you as an ally.
5. Build Bridges, Not Walls
Replacing someone can create invisible divides — “old guard” vs. “new guard.” Break that pattern early by being inclusive.
Invite input from team members who were close to your predecessor. Let them know their experience is valuable. When people feel heard, they’re more likely to support you, even if they initially resisted the change.
Remember: your biggest critics can sometimes become your strongest supporters once they realize you’re not here to compete — you’re here to succeed together.
6. Focus on Performance, Not Politics
It’s tempting to spend energy managing perceptions, but your best defense is competence. Deliver on your promises. Communicate clearly. Meet deadlines. Celebrate your team’s wins.
When you do that consistently, resistance fades because success speaks louder than speculation.
Over time, people stop comparing you to the person before you — and start defining the role by your standards.
Final Thoughts
Replacing a colleague isn’t about filling their shoes — it’s about walking your own path with professionalism, empathy, and integrity.
When you balance respect for what came before with confidence in your own approach, you not only earn credibility but also elevate the entire team.
And when others see you handling challenges gracefully — even hostilities — you don’t just succeed in your new role…
You set the tone for how leadership should look.
