Question 1

What is SortisPM?

Accepted Answer

SortisPM is a U.S.-based project management services company headquartered in Madison, Wisconsin. We provide experienced, dedicated project managers to international companies that have projects, contracts, or business relationships with U.S.-based clients. Our PMs embed directly into your organization, operate in U.S. time zones, and serve as the day-to-day connection between your team and your American clients.

Question 2

Who is SortisPM for?

Accepted Answer

We work with any international company that has active business in the United States and needs reliable, U.S.-based project management. That includes offshore and nearshore software development firms, IT services and BPO companies, international consulting and engineering firms, manufacturing and logistics companies with U.S. partnerships, and any overseas business expanding into or operating in the American market.

Question 3

Is SortisPM a staffing agency?

Accepted Answer

No. We are not a staffing or recruiting firm. We provide project management as an ongoing service. Our project managers are part of the SortisPM team, trained in our methodology, and managed by us. You get the consistency and quality of a dedicated PM practice without the overhead of hiring, training, and managing individual contractors.

Question 4

Where is SortisPM located?

Accepted Answer

We are based in Madison, Wisconsin, in the U.S. Central time zone. Central time gives us strong overlap with both East and West Coast U.S. business hours, making it the ideal timezone for managing client relationships across the entire country.

Question 5

How long has SortisPM been in business?

Accepted Answer

SortisPM is a division of Sortis, a business strategy and technology services agency founded in 1995. We bring nearly three decades of experience managing U.S. client relationships, technology projects, and cross-functional teams to every engagement.

Question 6

What does "embedded project manager" mean?

Accepted Answer

An embedded project manager is a PM who integrates fully into your organization and operates as though they are one of your employees. They use your company email address, join your communication tools like Slack or Microsoft Teams, attend your client meetings, and represent your brand in every interaction. Your U.S. clients will never know our PM is a third party.

Question 7

Will my clients know I'm using SortisPM?

Accepted Answer

No. Our model is fully white-labeled. Your SortisPM project manager will use your company email, your branding, and your tools. From your U.S. client's perspective, they are communicating with a member of your team. We operate invisibly behind your brand.

Question 8

What email address will my PM use?

Accepted Answer

Your PM will use an email address on your company domain. You provide the email account and we use it for all client-facing communication. This ensures a seamless experience for your clients and keeps all correspondence within your systems.

Question 9

What tools and platforms do your PMs work in?

Accepted Answer

Our PMs are tool-agnostic and will work in whatever platforms your team and clients already use. That includes Jira, Asana, Monday.com, Trello, ClickUp, Basecamp, Microsoft Teams, Slack, Zoom, Google Workspace, Microsoft 365, Confluence, Notion, GitHub, GitLab, and any other project management, communication, or development tools your workflow requires.

Question 10

How involved is the PM in day-to-day operations?

Accepted Answer

As involved as you need them to be. Most engagements include daily standups with your development or delivery team, weekly status calls with your U.S. client, sprint planning and backlog management, progress tracking and reporting, and ongoing risk and issue management. We tailor the level of involvement to each project's needs.

Question 11

Can I have more than one embedded PM?

Accepted Answer

Absolutely. If you have multiple U.S. client projects running simultaneously, we can embed a dedicated PM on each one. Each PM operates independently within the respective client relationship while we provide oversight and consistency across your engagements.

Question 12

Do your PMs attend meetings with my clients?

Accepted Answer

Yes. That is a core part of the model. Our PMs attend all client-facing meetings including kickoffs, status updates, sprint reviews, demos, steering committee meetings, and any other touchpoint. They run these meetings on your behalf, manage the agenda, document action items, and follow up.

Question 13

How does SortisPM pricing work?

Accepted Answer

We offer flexible pricing based on the scope and duration of the engagement. You can choose from full-time dedicated PM support, part-time or fractional PM support for smaller projects, or project-based engagements with defined start and end dates. We will work with you to find the right model during our discovery call.

Question 14

Can I build SortisPM fees into my client quotes?

Accepted Answer

Yes, and this is one of the most powerful aspects of our model. You can include our PM fees directly in the project quotes you send to your U.S. clients. This means there is no separate cost to you until you win the work, and your client sees a single line item or bundled fee rather than a separate charge for project management. It makes your proposals cleaner and your margins predictable.

Question 15

Is there a long-term contract required?

Accepted Answer

No. We offer flexible engagement terms. While some clients prefer ongoing retainer arrangements, we also support project-by-project engagements. We want to earn your continued business, not lock you into a contract you don't need.

Question 16

Is there a minimum engagement period?

Accepted Answer

We generally recommend a minimum of three months for full-time embedded PM engagements so the PM can properly onboard, build relationships with your client, and deliver meaningful results. For project-based work, the engagement length matches the project timeline.

Question 17

Do I pay if the PM is not actively working on a project?

Accepted Answer

No. If you are between projects or in a quiet period, you are not paying for PM time you are not using. Our on-demand and project-based models ensure you only pay when your PM is actively engaged on your work.

Question 18

How do you handle billing?

Accepted Answer

We invoice monthly based on the agreed engagement model. For milestone-based projects, we can align invoicing to project milestones or deliverables. We are flexible and will work with your accounting and invoicing preferences.

Question 19

How quickly can you get a PM started on my project?

Accepted Answer

In most cases, we can have a PM onboarded and operational within one to two weeks of signing the engagement agreement. For urgent situations, we can accelerate that timeline. During the discovery call, we will discuss your timeline and match you with the right PM.

Question 20

What does the onboarding process look like?

Accepted Answer

Onboarding typically follows this process: First, we hold a discovery call to understand your business, your client, and the project. Second, we match you with a PM whose experience aligns with your industry and project type. Third, your PM is set up with your email, tools, and communication platforms. Fourth, we conduct an internal knowledge transfer so the PM understands your team structure, processes, and client expectations. Fifth, the PM begins engaging with your U.S. client and takes over day-to-day project management.

Question 21

What information do you need from me to get started?

Accepted Answer

We will need an overview of your company and the services you provide, details about the U.S. client and project, access to your communication and project management tools, a company email address for the PM, introductions to key team members on your side, and any existing project documentation like SOWs, timelines, or requirements documents.

Question 22

Can you start mid-project or do you only take on new projects?

Accepted Answer

We can start at any point. Many of our clients bring us in mid-project when they realize they need stronger U.S.-side project management. Our PMs are experienced at assessing the current state of a project, identifying gaps, and getting up to speed quickly.

Question 23

What experience do your project managers have?

Accepted Answer

Our PMs are seasoned professionals with extensive experience managing U.S. client relationships and complex projects across multiple industries. They bring backgrounds in software development and IT project delivery, business consulting and strategy engagements, engineering and technical program management, client services and account management, and agile, waterfall, and hybrid project methodologies.

Question 24

Are your PMs certified?

Accepted Answer

Many of our PMs hold industry certifications including PMP (Project Management Professional), CSM (Certified ScrumMaster), SAFe Agilist, and other relevant credentials. We can match you with a PM whose certifications align with your client's requirements or industry expectations.

Question 25

Do your PMs have industry-specific experience?

Accepted Answer

Yes. We match PMs to engagements based on industry relevance. Whether your project involves software development, healthcare, financial services, manufacturing, logistics, professional services, or another sector, we will assign a PM who understands the domain and can speak your client's language.

Question 26

Are all your PMs based in the United States?

Accepted Answer

Yes. Every SortisPM project manager is based in the United States, operates in U.S. time zones, and is a native English speaker with deep cultural fluency in American business norms and communication styles.

Question 27

What time zone do your PMs work in?

Accepted Answer

Our PMs are based in the U.S. Central time zone and work standard U.S. business hours. Central time provides excellent overlap with both East Coast and West Coast clients. If your U.S. client is in a specific time zone, we can adjust the PM's schedule to align with their working hours.

Question 28

How will my PM communicate with my team?

Accepted Answer

Your PM will use whatever communication channels your team and client prefer. That typically includes video calls for standups and status meetings, Slack or Teams for real-time messaging, email for formal communication and documentation, and your project management platform for task tracking and updates. The PM adapts to your workflow, not the other way around.

Question 29

What kind of reporting will I receive?

Accepted Answer

Your PM will provide regular reporting including weekly status reports covering progress, risks, blockers, and next steps, sprint or milestone reports aligned to your delivery cadence, budget and timeline tracking, meeting notes and decision logs, and escalation reports when issues require your attention. We can customize reporting frequency and format to match your preferences and your client's expectations.

Question 30

How do you handle escalations?

Accepted Answer

Our PMs are trained to identify risks and issues early and come to you with proposed solutions, not just problems. For critical escalations, the PM will alert you and your leadership team immediately with a clear assessment of the issue, the potential impact, and recommended mitigation options. We never let problems fester.

Question 31

How do you handle confidentiality?

Accepted Answer

We take confidentiality seriously. Every SortisPM engagement includes a mutual NDA. Our PMs understand they are representing your brand and treat all client information, project details, and business relationships with the same level of discretion and care as your own employees would.

Question 32

Will you sign my client's NDA or security requirements?

Accepted Answer

Yes. We routinely sign client NDAs and comply with client-specific security and data handling requirements. If your U.S. client has specific compliance needs, we will review and accommodate them as part of the engagement setup.

Question 33

How do you protect intellectual property?

Accepted Answer

All intellectual property created during an engagement belongs to you and your client per the terms of your agreement with them. SortisPM makes no claims on any IP, code, documentation, or deliverables produced during the course of a project. This is formalized in our engagement agreement.

Question 34

Can your PMs work with sensitive or regulated industries?

Accepted Answer

Yes. Our PMs have experience working in regulated environments including healthcare, financial services, and government-adjacent projects. We can accommodate specific compliance requirements such as HIPAA awareness, SOC 2 familiarity, and data residency considerations. We will discuss any specific compliance needs during the discovery call.

Question 35

Can I scale up or down as my needs change?

Accepted Answer

Yes. Our model is designed for flexibility. If you win a large new U.S. contract and need additional PM support, we can scale up. If a project wraps up, we scale down. You are never paying for capacity you do not need.

Question 36

What happens when a project ends?

Accepted Answer

When a project reaches completion, your PM manages the full closeout process including final deliverable handoff, knowledge transfer documentation, post-launch support transition, retrospective and lessons learned, and archiving of all project documentation. We ensure your client has a smooth, professional experience through the very last day.

Question 37

Can I switch PMs if the fit is not right?

Accepted Answer

Yes. While we put significant effort into matching the right PM to each engagement, we understand that fit matters. If you feel a change is needed, we will transition a new PM onto the project promptly and manage the handoff so there is no disruption to your client.

Question 38

Do you support multiple time zones if I have clients on both coasts?

Accepted Answer

Yes. While our PMs are based in Central time, they can adjust their schedules to prioritize overlap with your specific client's time zone, whether that is Eastern, Pacific, or anything in between. For clients with bi-coastal U.S. operations, our Central location gives us natural overlap with both.

Question 39

How is SortisPM different from hiring a freelance PM?

Accepted Answer

When you hire a freelance PM, you are responsible for vetting, managing, and replacing that individual if things don't work out. With SortisPM, you get a managed service backed by a team. We handle PM selection, quality assurance, backup coverage, and ongoing oversight. If a PM is unavailable for any reason, we provide continuity. You get the reliability of a firm with the personal touch of a dedicated individual.

Question 40

How is SortisPM different from a traditional consulting firm?

Accepted Answer

Traditional consulting firms assign project managers who work under the consulting firm's brand. Our PMs work under your brand. That distinction matters because your clients build a relationship with what they perceive as your team member, not an outside consultant. It strengthens your client relationship instead of creating a three-party dynamic.

Question 41

Can your PM help with pre-sales or scoping before a project starts?

Accepted Answer

Yes. Our PMs can assist with scoping, requirements gathering, timeline estimation, and proposal development for prospective U.S. client engagements. This is especially valuable when you need someone who understands U.S. client expectations to help shape the engagement before it formally kicks off.

Question 42

Do you provide backup coverage if my PM is out?

Accepted Answer

Yes. Unlike hiring an individual contractor, SortisPM provides continuity. If your dedicated PM is out for vacation, illness, or any other reason, we provide backup coverage so your client never experiences a gap in communication or project management.

Question 43

What size projects do you typically manage?

Accepted Answer

We manage projects of all sizes, from small two-person engagements to complex multi-team programs. The common thread is that the project involves a U.S.-based client or stakeholder who benefits from having a local, culturally fluent project manager running the day-to-day relationship.

Question 44

How do I get started?

Accepted Answer

The easiest way to get started is to book a discovery call. We will learn about your business, your U.S. clients, and your project management needs, and then put together a tailored plan for how SortisPM can support you. There is no obligation and no pressure. We are here to help you decide if the embedded PM model is right for your business.

Frequently Asked Questions

About SortisPM

How the Embedded PM Model Works

Pricing & Engagement

Getting Started & Onboarding

PM Expertise & Qualifications

Communication & Reporting

Security, Compliance & Confidentiality

Flexibility & Scaling

Working With SortisPM

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