Understanding Organizational structure

Introduction: Organizational structure and culture

 Define organizational structure and organizational culture, and explain
how they impact project management
 Identify common types of organizational structure
 Define change management and summarize its relationship to the
project management role
Overview of Classic and Matrix structures
Organizational structure
The way a company or organization is arranged
Video Question
Which of the following are part of organizational structure? Select
all that apply.
 How job tasks are divided and coordinated
Ex: Organizational structure refers to how the company is organized, who
does what, and who reports to whom. Understanding this structure can help
you figure out where you fit in!
 How the different members of an organization relate to one another
Ex: Organizational structure refers to how the company is organized, who
does what, and who reports to whom. Understanding this structure can help
you figure out where you fit in!

Classic
Functional or top-down structures

Matrix
Direct higher-ups and stakeholders from other departments or programs

How do the Classic and Matrix organizational structures differ from

one another?
 The Classic structure follows a traditional, top-down system of
reporting. The Matrix structure involves reporting to stakeholders
across teams and direct managers.
Ex: The Classic grouping has a clear chain of command, whereas the Matrix
structure involves a more complex network of reporting.
A project manager’s role within different
organizational structures (Reading)
A company's organization structure was explained in the previous video.
Besides learning about Classic and Matrix organizational structures, you
also learned that they are both popular.
When going into a job interview, you should understand the differences
between Classic and Matrix organizational structures to ask knowledgeable
questions. By doing this, you'll also be able to determine what skills are most
crucial if you get the job.
Classic organizational structures
Traditionally, a Classic organizational structure is structured with a top-
down hierarchy, with a Chief Executive Officer (CEO) overseeing several
departments. Managers have direct authority over other sections of
employees in their departments. Across the ladder and up, there is a need
for communication. Traditionally, authority flows from the top to the bottom
of the organization. Updating higher administration levels on the status of a
project may be required on a regular basis.

As a result of the organization's division into departments based on

functions, classic organizations are also known as functional
organizations. Every department operates under the leadership of a skilled
functional manager, with employees strategically grouped according to
their specific roles. Take Friendly Skies Airlines, for instance; its core function
is to efficiently operate flights. The company is structured with essential
departments—such as Marketing, Human Resources, and Strategy—
organized to enhance overall performance. Each employee possesses a
distinct specialty within the organization, ensuring that they excel in their
designated areas during daily operations.
Managing a project in a Classic organization
Friendly Skies Airlines has a Classic organizational structure, as indicated by
its reporting or “org” chart.
The Board of Directors at Friendly Skies Airlines has confidently approved an
initiative to retrofit our existing airplanes, significantly increasing passenger
capacity. The CEO is backing a dedicated project team that will expertly
redesign these airplanes. This project will be led by a skilled project manager
from the Engineering and Innovation department and will draw on the
expertise of representatives from Finance, Marketing, Strategy, and
Operations, along with several talented members from the Design
department, to ensure a successful and impactful outcome.
The project team will typically remain in their reporting lines but act as their
own assembled team. They do not fall under any of the existing functional
departments. In the Classic organizational structure, the project builds from
already existing departments to form teams. The project team will
confidently operate within their established reporting lines while functioning
as a cohesive unit. They stand apart from the existing functional
departments. In the classic organizational structure, the project effectively
utilizes existing departments to build strong, collaborative teams.
If you are a project manager working within this type of structure, it’s
essential to consult with functional managers to understand the resources
available and the capacity of each team member. Additionally, you should
familiarize yourself with the internal processes and approval structures of
each function. Your authority may be somewhat limited due to competing
priorities, approval chains, and other complexities; however, setting clear
expectations from the beginning will help you navigate the organization
effectively and successfully execute your project.
Matrix organizational structures
The Matrix structure differs from the Classic form in that personnel report to
two or more managers. In matrix organizations, you still have individuals
above you, but you also have people in neighboring departments with whom
you must interact about your work progress. Functional areas interact more
frequently, and depending on the nature of the activity, the responsible
manager for each area has the most authority.

As a project manager in a Matrix organization, your team will have at least

two chains of command, or managers. You might think of the project
manager as a temporary manager who is assigned to the team. The
functional manager remains consistent regardless of the project that a
project manager is working on. The image below depicts what Friendly Skies
Airlines would look like if it had a matrix organizational structure.
 Managing a project in a Matrix organization
Assume Friendly Skies Airlines is arranged in a matrix structure. The Product
Excellence team has created a new amenity kit for long-haul flights. They
need assistance from the Project Manager in gathering marketing materials
that show research data on how this product meets the needs of passengers.
The Project Manager is working on behalf of the Product Excellence team;
however, they can collaborate with the Marketing team to generate the
materials.
How Organizational structure impacts project
management (Video)
Authority has to do with your ability to make decisions for the project that
impacts the organization.
Resource availability is knowing how to access the people, equipment,
and budget needed for a project
Video Question
In which of the following ways can organizational structure impact
project management? Select all that apply.
 Resource availability
Ex: Organizational structure can impact project management through
resource availability. Managing a project is a lot easier when the project
manager knows how to access the people, equipment, and budget the
project needs.
 Project manager authority
Ex: An organization's structure impacts the amount of authority given to the
project manager. Authority has to do with the project manager’s ability to
make decisions for the project that impacts the organization.
The role of Project Management Office (Reading)
In this course, you will learn about many sorts of organizational structures.
Project managers play important roles in both classic and matrix
organizations. Within both sorts of arrangements, there is occasionally a
group dedicated solely to project management within the organization: the
Project Management Office. In this reading, we'll look at the purpose and
functions of a project management office.
What is a PMO?
A Project Management Office (PMO) is a body within a company that defines,
establishes, and helps sustain project management standards and practices
throughout the organization. It frequently serves as a coordinating center for
all of the organization's projects, allowing them to function more smoothly
and efficiently.

Project managers may work within the PMO or in other departments. At

Google, for example, project managers work in a PMO focused on operational
excellence, but there are also several project and program managers in
different areas across the corporation.
What are the functions of a PMO?
PMOs provide guidance and support to their organization's project managers.
They communicate best practices, project statuses, and directions for all of
the organization's projects, and they frequently take on strategic projects
themselves. The primary functions of a PMO are:

Strategic planning and governance

This is the primary function of a PMO. This includes creating project criteria,
selecting projects based on the organization's business goals, and presenting
a business case to management.
Best practices
PMOs assist in the implementation of best practices and processes within
their organizations. They also discuss the lessons learnt from previous
successful ventures. They help to guarantee project consistency inside their
organization by giving direction on processes, tools, and KPIs.
Common project culture
PMOs help to establish shared project culture practices by educating staff on
optimal methods and best practices. This helps to keep project management
processes uniform and efficient throughout the organization.
Resource management
PMOs are frequently in charge of managing and allocating resources—such
as personnel and equipment—to projects across the organization based on
budget, priorities, schedules, and other criteria. They also help to clarify the
roles and responsibilities required for every specific project. PMOs provide
training, mentoring, and coaching to all employees, particularly project
managers.
Creation of project documentation, archives, and tools
PMOs invest in and supply project management templates, tools, and
software. They also play a vital role in documenting their organization's
project history. When a project is completed, they preserve all the papers
developed throughout the project for future reference and to capture lessons
learned.
Lan: Working in a Project Management office
(Video)
“Project management office is a team of project managers. It’s a group that
coordinates all of the different parts of a project together, including folks who
work on the project, engineers, and many business functions, and they help
bring all ideas to life.”

“One of the most critical things that Project Managers get to do is they get to
have a bird’s eye view of everything that’s happening in a project.”

“One of the biggest benefits I see in working in a PMO is that you get to
share a lot of best practices with each other.”
Practice quiz: Test your knowledge: Understanding
organizational structure
Question 1
Which of the following scenarios best describes a Classic structure?
 Imagine you are managing an important project at a company that
requires all orders to go through its shipping department. However,
your project is on a tight schedule, and the shipping department has a
backlog of orders. You decide to meet with your direct manager to ask
 for approval to place the order through a third-party vendor. Ultimately,
your direct manager must meet with a vice president to get final
approval.
Ex: In a Classic organization, project managers are part of a top-down
hierarchy and should communicate with their direct managers frequently to
keep them informed.
Question 2
Why is it important for a project manager in a Matrix organization to
clearly define roles and responsibilities? Select all that apply.
 Because project managers must get approval from their direct
superiors for any decisions, they make about day-to-day project
activities
 Because project managers need to identify their single manager or
director
 Because employees may report to more than one person and have
multiple responsibilities across teams
Ex: In both Classic and Matrix organizations, project managers must clearly
define roles and responsibilities in order to work effectively. However, within
most Matrix organizations, some project managers may have the same level
of authority as the functional managers and operate more directly.

Question 3
What are some ways that organizational structure can impact the
role of a project manager? Select all that apply.
 Their approach to getting approvals
Ex: Since Classic structures have a clear chain of command and Matrix
structures do not, the process for getting approvals in these organizational
structures differs. A project manager in a Classic structure may have to get
approval from the appropriate managers, directors, and department heads to
complete certain tasks. A project manager in a Matrix organization, on the
other hand, may have more autonomy to make decisions for the project as
needed.
 Their access to resources
Ex: Organizational structure may affect how the project manager accesses
the people, equipment, and budget that they need. A project manager
working in a Classic structure may depend on the functional managers in
their organization to approve resources. In a Matrix structure, a project
manager may need to share project resources and negotiate priorities with
other groups.
 Their level of authority
Ex: A project manager’s level of authority and responsibility will vary in
different organizational structures. In a Classic structure, a project manager
might have less authority and a tighter scope. In a Matrix structure, a project
manager will have to cooperate with other leaders in their organization and
may have less direct authority over their team members.

Question 4
What are some key functions of a Project Management Office
(PMO)? Select all that apply.

 Implementing project management best practices

Ex: PMOs share lessons learned from previous successful projects and
provide guidance about processes, tools, and metrics to ensure consistency.
 Strategic planning and governance
Ex: PMOs define project criteria, select projects according to the
organization’s business goals, and provide a business case for those projects
to management.
 Creating project documentation, archives, and tools
Ex: PMOs invest in and provide templates, tools, and software to help
manage projects and help maintain their organization’s project history.
Understanding the impact of Organizational
structure
Introduction to organizational culture (Video)
Organizational culture
 The value employees share, as well as the organization’s values,
mission, and history
 Company’s personality
Video Question
What can provide clues to an organization's culture? Select all that
apply.
 Mission
Ex: An organization's mission and values provide clues to its culture. Culture
guides what an organization's people value, how they operate, how they
relate to one another, and how they can be expected to perform.
 Values
Ex: An organization's mission and values provide clues to its culture. Culture
guides what an organization's people value, how they operate, how they
relate to one another, and how they can be expected to perform.

Ask the interviewer about the impact of culture. Better sense of the
organization’s culture, consider these questions:
  How do people prefer to communicate? (Scheduled meetings, email, or
over the phone)
 How are decisions made? (Majority vote or top-down approvals)
 What kind of rituals are in place when someone new comes to the
office? (Lunch, tour of building, or introduced to the staff)
 How are projects typically run? (Classic, Matrix, or some other style of
project management)
 What kinds of practices, behaviors and values are reflected by the
people in the organization (Overtime, weekend work, or company
sanctioned social events,)
Navigating Culture
 Ask questions
 Make observations
 Understand your impact
Change Agent
A person from inside an organization who helps the organization transform
by focusing on improving organizational effectiveness and development.
Learning about an organization’s culture (Reading)
It is critical to understand the culture of the organization where you work or
desire to work. Understanding the company culture might assist you in
guiding your team through a project. Consider this comment by management
expert Peter Drucker: "Culture eats strategy for breakfast." Drucker implies
that a company's culture always determines its success, regardless of how
effective its business model is. Organizational culture is crucial to the health
of a firm, its employees, and its consumers.

The important of organizational culture

Identity: An organization's identity is defined by its culture. Its identity
simply represents how the company does business, both internally and
internationally. A company's principles and organizational culture are
inextricably linked; they are an integral aspect of its identity. An
organization's culture can nearly be compared to its personality. That is why
it is critical to understand your company's (or the target company's) purpose
and value statements. The mission and value statements will explain why
the company exists, as well as what it believes in and how it will conduct.

People: A strong, pleasant corporate culture aids in the retention of a

company's top talent. People who feel respected, engaged, and challenged
are more likely to give their all and strive for success. An organization's
culture can assist retain skilled personnel while also attracting great
candidates! In contrast, a toxic society might have the opposite impact. It is
critical to pick a company with a culture that complements your personality.
Speaking with employees is one technique to learn more about an
organization's culture. You can also observe the present staff’s clothes,
expressions, and overall conduct.

Processes: Organizational culture can have a direct impact on a company's

procedures and, eventually, production. The company's culture is instilled
across the firm, from its personnel to how they perform their jobs. For
example, a company that appreciates feedback and employee involvement
may reflect this in their procedures by providing several opportunities for
employees to comment. This organization adheres to its culture by ensuring
that employees feel their views are heard.
Ask questions
Asking inquiries of management and peers might help you understand more
about an organization's culture. Before accepting a position, ask these
questions during the interview process to have a better understanding of the
company's culture. You might want to ask questions about:

Atmosphere
 What is the company’s dress code?
 How do people typically share credit at this company?
 Is risk-taking encouraged, and what happens when people fail?
 How do managers support and motivate their team?
 How do people in this role interact with customers and users?
 When and how do team members give feedback to one another?
 What are some workplace traditions?
 What are some of the ways the company celebrates success?
Policies
 What are the policies around sick days and vacation?
 Does the company allow for employee flexibility (e.g., working from
home, flexible working hours)?
 What policies are in place that support employees sharing their identity
in the workplace?
Processes
 What is the company’s onboarding process?
 How do employees measure the impact of their work?
Values
 What are the company’s mission and value statements?
 How might the person in this role contribute to the organization’s
mission?
 How does the organization support professional development and
career growth?
Take note of company rituals
Rituals can be major cultural influences. They engage individuals and foster
a feeling of common purpose and experience.

 How are birthdays and holidays celebrated?

 Do employees generally eat lunch at the same time and in the same
place?
 Watch employee interactions: Observing how employees interact can
help you tailor your interaction style to the company norm.
 Are employee interactions more formal or informal in nature?
 Are ideas solicited from employees in different roles?
Understand your impact
As a project manager, you're a change agent. Remember that a change
agent is someone from within an organization who helps it transform by
focusing on increasing organizational effectiveness and development. When
you start a new job, meet with management to learn more about what is
expected of you and how you may take advantage of the opportunity.

Sharpen your communication skills

Interpersonal communication skills are an important aspect of project
management. How a firm communicates is strongly related to its
organizational culture. While working on projects, you will very certainly
contact with people from multiple departments and levels of administration.
To communicate effectively, you must first grasp how to traverse the various
channels inside your firm. When starting a new role, ask questions regarding
communication habits, such as whether it is typical to sign emails from the
team rather than from you individually. Should presentations include team
members or be delivered alone by the project manager? This might help you
ensure you're meeting expectations.

Approaching initiatives differently than similar efforts in the past may elicit
some pushback. Although some initiatives may need you to challenge the
status quo, demonstrating an awareness for your organization's culture may
help your team members embrace any changes you are introducing.
Practice assignment: Test your knowledge:
Understanding the impact of organizational Culture
Question 1
Fill in the blanks. Organizational culture refers to a company’s _____.
Values and personality
Ex: A company’s organizational culture is almost like its corporate
personality. It includes the organization’s values, mission, and history.
 Question 2
A project manager can learn about an organization’s culture in
which of the following ways? Select all that apply.
 Ask employees about workplace rituals and traditions
Ex: You can find out a lot about organizational culture by talking to
employees about their experiences. Rituals can be powerful drivers of
culture, and considering what current employees share about them will give
you great insight.

 Ask management questions to better understand what they expect.

Ex: You can find out a lot about organizational culture by talking to managers
about their expectations. It can be helpful to ask these questions in the
interview phase to better understand the company’s culture before
accepting a position.

 Observe employees within the organization

Ex: Observing other employees can help you get a better sense of the
organization’s culture. When working in different geographies, it can also
make you aware of established customs like bowing, shaking hands, or
wearing head coverings.

Question 3
What are three reasons that it is important for project managers to
understand a company’s organizational culture?
 It can help them determine if they want to accept a position with the
company.
Ex: Asking questions about the organization’s culture in an interview can help
a project manager determine whether the position is a good fit for them. It
also shows the interviewer that they are knowledgeable about the impact
culture can have on a project.
 It can help them avoid bumps in the road when their projects disrupt
the status quo.
Ex: Project managers are change agents, so finding out how things have
worked in the past can help smooth the way for any changes they propose.
 It can affect many aspects of their projects.
Ex: Organizational culture can have an impact on the way projects are run.
Some aspects of an organization’s culture that are directly related to how
projects are managed are communication, decision-making, rituals, previous
management styles, and values.

Question 4
Imagine you are interviewing for a project manager role at a local
start-up. You are very interested in the work the organization is
doing, but you want to find out more about their culture to make
sure the position is a good fit. How could you find out more about
the organization’s culture? Select all that apply.
 You could ask your interviewer questions about the organization’s
atmosphere, policies, processes, and stories.
Ex: Asking questions about organizational culture during an interview can
help you learn if the role is a good fit for you. It can also show the interviewer
your awareness of how organizational culture can impact projects.
 You could ask current employees about their experiences at the
company.
Ex: Considering how current employees portray the company will give you
great insight into the organization’s culture.
Amar: Project management in life and in the
organization (Video)
“On a day-to-day basis you work on bringing order into chaos.”

“What are the top 3 challenges that you want to solve today?”
Case study: Balancing company culture and
strategic goals
An organization's culture consists of its values, missions, and history, as
well as its employees' shared values. Another way of putting it is that
organizational culture can be viewed as the personality of the company.
Having a strong organizational culture can play a major role in a company's
success both internally and externally. It is impressive how well a company
can perform when it aligns its culture with its strategy and goals. In deciding
whether a company is a good match for your priorities and your skills, it is
important to understand the company's culture. Project managers can also
make informed decisions based on their understanding of a company's
culture, whether their actions and decisions should fit within that culture or
whether they should intentionally push back against it to achieve change.
We'll look at an example of a positive organizational culture along with the
role of project managers within it.
The Family Java culture
In total, there are more than 2,000 Family Java coffeehouses around the
world. Several factors set Family Java apart from other coffee shops,
including their culture, strategy, and capabilities. We place a high priority on
building relationships and putting our employees first at the company. Their
culture emphasizes that the employees are what make the organization
special. This promotes a warm, comfortable, and quiet environment for both
employees and customers. Because Family Java's organizational culture has
produced employees who actually care about the firm and their employment,
those employees provide the same environment for their customers to enjoy.
The Family Java’s mission and values speak to this approach directly:
Mission
 To provide a welcoming environment where our employees become
our family, and our guests become our friends

Values
 To create a place where everyone is welcome
 To always give our best and hold ourselves accountable for the results
 To treat others with respect and kindness
The Family Java has worked hard to establish the structure necessary to
carry out its goal and beliefs on a daily basis. They uphold these ideals while
reaching new heights in sales and growth. For example, The Family Java
believes in demonstrating their employees-first commitment by investing
more in employee healthcare than in coffee beans! Each employee is critical
to the company's performance and ability to carry out its goal while adhering
to its principles. In turn, the corporation makes its employees feel valued by
providing extensive training, educational scholarships, daycare support, and
opportunities for advancement within the organization.

To attain peak performance, Family Java can use the important relationship
between culture and strategic goals. When analyzing their organizational
culture, the corporation focuses on the good aspects and adjusts to what
works and has proven helpful. By taking the time to polish what the firm
does well, The Family Java has developed a culture that eliminates
negativity, empowers people to be their best selves, and coincides with their
strategic goals.
A project manager’s relationship to organizational
culture
Learning the company’s values
Avi was eager to start working as a project manager at The Family Java.
During his job interview, he inquired about the company's culture and was
informed of the people-first approach. Avi's previous employer prioritized
profit over collaboration and mentoring. While his previous company was
incredibly successful, Avi struggled to participate meaningfully in his work
since the culture was so focused on financial achievements rather than
employee job happiness. Avi believed that The Family Java's approach was
more consistent with his own principles.

Clarifying the company’s expectations

Avi's boss at The Family Java stated that his role would place a strong
emphasis on team building and maintaining morale high. Avi began by
asking his manager to clarify the time commitment anticipated by the
organization in order to achieve team- and morale-building objectives. He
also asked for suggestions and guidance based on previous firm actions. If
Avi had made inaccurate assumptions about the company's culture and
attempted to manage projects based on his previous company's culture, he
may have prioritized speed over collaboration and communication. Avi now
knew that he would need to carefully balance expectations related to The
Family Java’s culture with the project workload in order to meet project
timelines and achieve the desired outcome.

Applying organizational culture to a project

Before starting his first project, Avi organized a team lunch to get to know
everyone at The Family Java. Then he set up one-on-one sessions with each
of his team members to learn more about their working styles and
professional ambitions. He also inquired about how he might assist and
remove any impediments for them. Miguel, one of Avi's team members,
stated that he needed to start his workweek early because he had picked up
 his children from school at 3:00. After hearing this, Avi avoided scheduling
team meetings in the late afternoon. Another team member, Elisa, told Avi
that she preferred face-to-face or phone talks than email because she
believed she communicated more effectively verbally. When Avi needed to
talk to Elisa about something, he made an effort to do it in person whenever
possible. As the project developed, Avi made regular check-ins with all of his
team members. He also planned weekly "Coffee Chats" with his colleagues,
which he had learnt was a company tradition. Avi's attempts to connect his
project management approach with The Family Java's organizational culture
were observed by executives and stakeholders, and he received a lot of
assistance in obtaining the resources he required.
Ungraded plugin: Explore: Organizational culture
Understanding organizational culture: Interactive infographic
[Grab your reader’s attenti

Organization’s
expectations
This employee is utilizing a
novel tool to process a
customer's order. The app
took some time to develop,
but it made ordering entry
much easier and eliminated
mistakes. A large chai latte
Organization’s mission and Organization’ mission and
values values
During their first shift, one barista When a customer places their order,
asked the other for tips on caring for a an employee inquiry about the pins
new parakeet. As Family Java adopts a on their jacket. The company's
people-first approach, employees are people-first approach extends to its
encouraged to express their customers, making them feel like
enthusiasm for outside pursuits. they are part of a local community.
Organization’s culture Organization’s culture
Avi joins the team for their weekly Avi has been invited to join the team
coffee chat sessions. It is the most for their weekly "coffee chats." He
effective way for him to finds it to be the best way for him to
understand their day-to-day work. understand their day-to-day work.
Management was impressed with Management was impressed with the
the team's cooperation and began team's cooperation and began
providing lunch for the occasion. providing lunch for the occasion.

Understanding Change management

Introduction to change management (Video)

Change management
The process of delivering your completed project and getting people to adopt
it.
Video Question
What is change management?
 The process of delivering a completed project and getting people to
adopt it
Ex: Change management is the process of delivering a completed project
and getting people to adopt it. When project managers understand change
management, and their role in the process, it helps to ensure a smooth roll
out and easier adoption.
 Core concepts
o Create a sense of ownership and urgency
o Figure out the right combination of skills and personalities
o Effective communication

Having effective communication with your team means being transparent,

upfront with plans and ideas, and making information available.
A project manager’s role in change management
You will learn how to support the change management process for your
project in this lesson. Change management is the process of delivering a
completed project and getting other people in the organization to adopt it. In
this reading, we shall deliberate on strategies for addressing change
management as a project manager.

Your project's success depends on the adoption and acceptance of your

project, whether that means the launch of a new external tool or a process
that will change operations at a production facility. In both cases, the
greatest impact of the change will be felt by those who use and interact with
the product or process that is changing.

For instance, in the event that the user interface of your website undergoes a
modification, the significant impact of that modification is felt by the user.
The user must learn how the website has been reorganized and adapt to the
new way of navigation. If part of the website's interface update includes a
new brand logo, the major impact of that change will be felt by your
organization's employees. They must be informed of the new logo and
ensure that all company communications include the new one.

You can help ensure your project's success by embracing changes as they
come and by convincing the wider audience, whether that is the end user or
members of the organization, to embrace changes as well. When you take a
careful approach to change management, you will be able to address issues
that may arise later in the project.
 Integrating project management and change
management
Change management is a significant undertaking and a distinct project.
When it comes to changing management, you may not always be
responsible for leading and planning the entire process. There will be times
when your manager, team member, or other senior leader will be responsible
for taking on the transition and successfully implementing the changes.
Although you may not be directly responsible for the change, there are still
ways to support and participate in the successful adoption of your project.

As a project manager, it is imperative to consider change management as an

essential component for achieving a successful outcome of your project.
Both change management and project management aim to enhance the
probability of project success. They also incorporate tools and processes to
achieve their goal. It is your responsibility as a project manager to ensure
that project management and change management are integrated.

When contemplating the topic of change management in relation to your

project, it is advisable to commence by asking yourself the following
inquiries:

 How will the organization react to change?

 Which influences can affect change?
 What are the best means of communication?
 What change management practices will lead to the successful
implementation of my project?
The responses to these inquiries will assist you in preparing for a variety of
potential scenarios and enable you to devise effective strategies to
effectively facilitate the adoption of your project.

We should look at some best practices for approaching change management

on your projects:

Please be proactive. Proactive and inclusive change management planning

can help ensure that any potentially impacted stakeholders are aware of the
upcoming changes.

 Incorporate change management into your project management steps.

For example, you can schedule time during team meetings or create a
feedback document to ensure that your team members know there is a
place to voice their suggestions and concerns.
 You can also plan steps towards the end of your project to introduce
the deliverable to stakeholders in the form of demonstrations, question
and answer forums, or marketing videos. You can factor all of these
decisions into your plan so that any potential changes are less likely to
impact on your timeline. If these steps have not been built into your
plan, you can escalate and stress the importance of a change
management plan to your stakeholders.

Communicate about forthcoming modifications. Communication

between impacted stakeholders, the change management team, and the
project team should be maintained regularly. Ensure regular communication
throughout the project regarding how the modifications will enhance the user
experience of the project deliverables. You are supporting the process by
providing everyone with the information they need to feel prepared to adjust
to changes once the project is ready to launch.

It is imperative to adhere to a consistent procedure. A clear change

management process helps ensure consistency each time there is a change.
It is imperative to establish and document the change management process
early in your project to provide guidance on how the project will manage
change. Your organization may also have an overarching change
management plan that can be adopted for your project. This may include
when the promotion of the change should occur, when training should occur,
when the launch or release should occur, and corresponding steps for each
phase of the process.
Try to demonstrate empathy. Change is inevitable, but we often resist it.
You can support the process by being sympathetic to the challenges and
anxiety change can bring.

Utilize appropriate tools. Using tools to assist with the adoption of a

change can be very helpful. Here are a few examples that you may utilize in
your upcoming project:

 Feedback mechanisms, such as surveys, can capture input from

stakeholders.
 Flowcharts can visualize the project's development process.
 Culture mapping can illustrate the company's culture and how the
company's values, norms, and employee’s behavior may be affected
by the change.
As a project manager, it is incumbent upon you to ensure the successful
completion of projects. As you refine the skill set that you acquired
throughout this program, you will discover that change management is
crucial to the success of your projects.
Participating in change management (Video)
Participating in change management involves being empathetic to
challenges of change management processes and supporting necessary
changes throughout the project life cycle.

o How will the organization react to change?

o Which influences can affect change?

o What are the best means of communication?

o What change management practices will lead to the successful

implementation of my project?
Corporate and project governance
Governance in business refers to the management framework within which
decisions are made, and accountability and responsibility are determined. To
put it simply, governance entails comprehending the individual in charge. In
this reading, we will examine corporate governance and project governance.
It is important to understand how corporate and project governance are
related, since you may have to discuss governance during an interview.
Furthermore, it is imperative to comprehend the relationship between your
project and the organizational governance framework.
Corporate governance
Each organization has its own set of standards and practices that govern its
actions. The standards and practices referred to as corporate governance
will have an impact on your projects. Corporate governance is the process
through which an organization achieves its goals and objectives. Corporate
governance also aims to balance the requirements of the various corporate
entities, such as stakeholders, management, and customers. Corporate
governance impacts every aspect of an organization, including but not
limited to action plans, internal and external controls, and performance
measurements.

Governance and change management are inextricably linked. Remember the

previous videos on change management. To successfully implement change
management, it is imperative to comprehend the organizational structure
and culture. Effective governance in change management entails clearly
delineated roles and responsibilities during the process of change. This
provides an accurate understanding of who makes decisions and the
relationship between those managing and participating in the change
management process.

Another instance of organizational governance is the establishment and

utilization of steering committees. Steering committees establish the
priorities of an organization and oversee the overall course of its operations.
The steering committee acts as an advisory board or council to help the
project manager, and the company make and approve strategic decisions
that affect both the company and the project.
Project Governance
As a project manager, you will have responsibility for project governance.
Project governance is the framework for how project decisions are made. It
provides the framework for project governance. Project governance ensures
that projects are completed on time and within budget. Project governance
involves all the key elements that make a project successful, including
project governance. It provides information regarding the activities
undertaken by an organization and the individuals accountable for those
activities. Project governance encompasses policies, regulations, functions,
processes, procedures, and duties.

How project and corporate governance intersect

Project governance must be tailored to your organizations specific needs.
These requirements will have an impact on how you implement and monitor
the governance framework on your project. Project governance pertains to
the areas of corporate governance that are specifically associated with
project activities. Effective project governance ensures that an organization's
projects are aligned with the organization's larger objectives, are delivered
efficiently, and are sustainable. This includes:
  Considering the long- and short-term interests of your organization
 Making thoughtful decisions about which projects to take on and
avoiding projects if you do not have sufficient resources
 Providing timely, relevant, and reliable information to the board of
directors and other major stakeholders
 Eliciting the input and buy-in of senior managers since they are the
decision-makers
 During the initiation phase, prioritizing clear, reachable, and
sustainable goals in order to reduce confusion and conflict
 During the planning phase, assigning ownership and accountability
to an experienced team to deliver, monitor, and control the process
 During the execution phase, learning from mistakes and adapting to
new or improved knowledge
Corporate governance may necessitate overcoming numerous obstacles
prior to arriving at decisions. These decisions can not only affect a single
project, but the entire corporation.

Simultaneously, corporate governance has the potential to aid project

governance by providing oversight on compliance and mitigating risk, as well
as providing guidance and direction to project managers. Good corporate
governance can also assist project managers in securing resources,
addressing issues, avoiding delays in decision-making, obtaining buy-in from
stakeholders, and achieving visibility for projects at the executive level.
Practice Assignment: Test your knowledge:
Understanding change management
Question 1
What are the three core concepts of the change management
process? Select all that apply.
 Create a sense of ownership and urgency around the project.
Ex: When team members feel a sense of ownership and urgency around a
project, it increases interest, motivation, and engagement with the project
outcome.
 Select the right combination of skills and personalities for the team.
Ex: A project manager should find team members whose knowledge and
skills complement one another and get them excited about the project. They
can be advocates for change when it's needed.
 Communicate effectively
Ex: To ensure effective communication with the team and the rest of the
organization, the project manager can do three things. First, they can be
transparent and up front with plans. Second, they can make information
available. Third, they can make sure everyone is kept up to date on the
project’s progress.

Question 2
Which of the following project outcomes will most likely require
change management in the organization? Select all that apply.
 Installing new scheduling software on employees’ computers
Ex: Installing new software means that employees will need to adapt to how
the software operates. Change management strategies would help support
the transition to this new tool.
 Adopting a new supply ordering system
Ex: Switching to a new system means that employees will need to learn new
processes and protocols. Change management strategies would help support
the transition to these new processes.

Question 3
Which three best practices can help a project manager approach
change management on their projects? Select all that apply.
 Communicate about upcoming changes
Ex: Project managers should communicate throughout the project about how
the changes will provide a better experience for end users of the project
deliverables. This provides everyone with the information they need to feel
prepared to adjust to changes once the project is ready to launch.
 Use tools to help implement a change.
Ex: Incorporating tools like flowcharts, feedback mechanisms, and culture
mapping to assist in the adoption of a change can be very helpful.
 Practice empathy
Ex: Changes are inevitable, but people are often resistant to them. A project
manager can support the process by being empathetic to the challenges and
anxiety change can bring.

Question 4
How does an organization align its project governance with its
corporate governance? Select all that apply.
 By considering the long-term and short-term interests of the
organization
Ex: Leaders and stakeholders are more likely to support the project if it
aligns with the overall interests and objectives of the organization. Good
project governance also includes making thoughtful decisions about what
projects to start and clear communication with stakeholders.
 By providing stakeholders with timely, relevant, and reliable
information.
Ex: Good project governance supports corporate governance with clear
communication and attainable goals. It also involves making thoughtful
decisions about what projects to take on and consideration of the long-term
and short-term interests of the organization.
 By making thoughtful decisions about which projects to take on and
avoiding projects if they don’t have sufficient resources.
Ex: An organization should carefully select projects and avoid projects if
there are insufficient resources to make them sustainable. Good project
governance also includes clear communication with stakeholders and
consideration of the long-term and short-term interests of the organization.
Optional Pursuing your new career
How to uncover job opportunities (Reading)
Starting a new career involves not only developing a new skill set,
but also learning how to relate your previous experience and skills to the
new role you're pursuing. If you are eager to embark on a new career path,
this reading will assist you in positioning yourself for success in your job
search. You will learn how to understand what your prospective employer is
looking for and how to connect your background to their needs. The
strategies below are designed to help you become a strong job candidate,
even if you do not have directly relevant experience.

The initial step entails acquiring a comprehensive comprehension of the

position you intend to pursue.
 Understand your target role
One of the primary challenges for anyone looking to launch a new career is
how to stand out against candidates who already have experience in the
field. Overcoming this challenge begins with developing a comprehensive
understanding of the role you’re targeting. You'll need to understand the role
in the context of any company you’re applying to, and more broadly as well.
Having a holistic understanding of what it takes to succeed in your target
role will help you determine your suitability for the role and identify any
steps you can take to improve your chances of getting hired.

You can begin by researching and analyzing job descriptions across different
organizations in order to understand everything from minimum must-have
requirements to skills that might help you stand out from the crowd.

Below you will find our recommended strategy for approaching this process
effectively.

Analyze job listings

  Pull up ten job descriptions for your target role. To do this,
you can use job boards like Indeed, Glassdoor, and LinkedIn. Make
sure the roles you select come from different companies, share
similar titles, and are roles you would apply for. In each job
description, you should be able to identify a section listing
requirements for the role.
 Combine all the job requirements. To do this, create a new
Google document and copy over all the required responsibilities
from all ten job descriptions.
 Order requirements based on appearance frequency. Certain
requirements will likely appear in multiple descriptions. The more
commonly they appear, the more likely it is that they’re essential
for the role. Put the most frequently appearing requirements at the
top of your list. For example, a requirement that appears in all ten
descriptions would go to the very top.
After completing these steps, you should have a better understanding of
which requirements are most common and important for the role. You may
also have additional questions:

 What is the rationale behind the disparity in

requirements across different job descriptions?
One of the most prevalent reasons for this phenomenon pertains to
excessively broad job titles or job titles that fail to adequately convey
the precise scope of a particular role within a particular organization.
For example, a program manager at one company might be focused on
customer management, while at another company, they might be
focused on project management. A data analyst may primarily use SQL
at one company and Python at another. Because of these differences, it
is important to consider beyond job titles. This is the reason why we
recommend following the process outlined above, which will aid in
ensuring that you are focusing on the precise roles that are suitable for
you, and that you comprehend the prerequisites for those specific
roles.
 Why are some requirements higher on my list than I
expected, while others I expected to see barely show
up at all?
If you are surprised by your results, you may need to spend more time
learning what the role really entails. You may have some
preconceptions about the role that require adjusting. You may also
need to do additional research to ensure you are targeting the right
roles in your job search.
  How can I determine if I am truly suitable for my
target role?
It is perfectly normal to feel self-doubt at this stage of the process.
Please bear in mind that this is a new occupation for you. It is unlikely
that your existing skills and experience will match the role perfectly.
The more one acquires knowledge about the position, the greater their
comprehension of the essential elements for success, and the greater
their understanding of how to prepare oneself for that success.

Create your professional inventory

For this next step, you can temporarily set aside the master list of role
requirements you previously created. The focus here will be on your existing
professional qualifications, and any other skills or experience you possess
that might be relevant to your target role and of value to a potential
employer.

To begin, please prepare a comprehensive list of the following:

 Technical (hard) skills. These are skills relating to a specific task

or situation such as programming, technical writing, project
management, and more.

 Non-technical (interpersonal) skills. These are the skills that

enable people to navigate their environment, work well with others,
perform well, and achieve their goals. They include skills like
communication, leadership, team management, and more.

 Personal qualities. These are positive attributes and personality

traits such as being honest, having a good sense of humor, and
being dependable. You can also include your professional interests
on this list.

 Education. This includes any post-secondary education,

certifications, or independent classes completed online or offline.

Tip: You are not limited to skills and qualities developed through professional
experience. Consider any volunteering, extracurricular, or personal
experiences that could help a hiring manager understand your capabilities.

Once you have created an inventory of skills and experience, you are ready
to compare these to your requirements list.
 Match your profile to the job requirements
The final step of this process is to match your profile with the job
requirements. It is important for any hiring manager to understand why you
are a great fit for their role. One can accomplish this by acquiring knowledge
on the appropriate areas to emphasize and concentrate on during their
search, on their resume, and during interviews.

To commence, systematically review your professional portfolio of skills and

experiences, highlighting each item in green, orange, or red, based on its
relevance to your desired position. Relevance is determined by whether or
not a skill appears on your role requirements list, how high it appears on your
list, and how closely it aligns with your list.

For example, suppose you are interested in a program manager role. If your
project management software skills are high on your job requirements list,
then highlight that item in green. If you have experience with tools that do
not consistently appear in job descriptions, but could still be relevant, please
highlight these skills in orange.

 Green should be used for skills that are directly relevant to your target
role. You should look for roles that emphasize these skills. You should
also highlight these skills on your resume, and be prepared to discuss
them in an interview.

 Orange should be used to identify those skills and experiences that

are relevant for the role but not necessarily in a direct way. These are
generally your transferable skills—skills that you bring with you from
past experiences that can help you succeed in your new role. Plan to
have to explain these to recruiters and hiring managers, as their
relevance may not be immediately evident.

 Red should be used for items that are not relevant for your job search.
De-prioritize these skills, and steer clear of highlighting them on your
resume and focusing on them during interviews.
Of these three categories, the orange items are where you’ll need to focus
extra attention. When it comes to transferable skills, you have to do the
convincing, as you can’t count on a recruiter or hiring manager making the
connection. For example, no job description for a project manager role calls
for waitstaff experience. However, that project manager job description will
likely mention excellent communication skills—which you would have
developed during your hospitality career. When applying for the project
manager role, make sure your resume specifically mentions excellent
communication in addition to listing “waiter” or “waitress” as your previous
occupation. Once you’ve categorized your skills and experience based on
how well they align with the requirements for your target role, you’re ready
to move your job search forward.
Course review: Foundations of project
management
Module 4 Challenge
Question 1
Which of the following refers to how a company arranges its
employee hierarchy, divides and coordinates job tasks, and enables
members of the organization to relate to one another?
 Organizational structure
Question 2
Which main function of a PMO involves training employees about
optimal approaches and best practices?
 Strategic planning and governance
 Common project culture
Question 3
How does a company’s organizational structure impact project
management?
 It affects the success of change management and the availability of
resources
 It affects the project manager’s authority and the availability of
resources.
Question 4
Which of the following concepts is a defining part of organizational
culture?
 A company’s shared values
Question 5
Which of the following questions can help project managers learn
about a company’s organizational culture? Select all that apply.
 When was the organization founded?
 How are projects typically run?
 Are there company sanctioned social events?
Question 6
As a project manager, your team created a more efficient reporting
dashboard. Now, you’re trying to get the organization to accept and
adopt the new dashboard. What organizational process does this
situation represent?
 Change management
Question 7
Which of the following change management tools are designed to
visualize your stakeholder input?
 Feedback mechanisms
Question 8
As someone interviewing for a project management role, you want
to understand the organizational culture of the company you’re
interviewing with. Which of the following questions could help you
learn about the company’s processes? Select all that apply.
 How are new employees onboarded?
 How do employees measure the impact of their work?

 How might the person in this role expand their role and move up in the
company?
Question 9
As a project manager, you want to integrate change management
into your project. To prepare for the adoption of your recommended
changes and to gather information, you incorporate surveys,
flowcharts, and culture mapping. These actions represent which
change management best practice?
 Use tools
Question 10
In business, what is the management framework within which
decisions are made and accountability is determined?
 Governance