Project Roles

Project roles refer to specific positions or responsibilities assigned to individuals within a project
team. These roles define the functions, duties, and authority levels of team members throughout the
project lifecycle.

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Project Sponsor

The sponsor is the in-house champion of a project, overseeing operations from a high level. This
person works directly with the project manager, clearing any obstacles that threaten to stall the
project and signing off on all major components.

Project Manager

Project managers or leaders are responsible for day-to-day operations and ensuring the project is
completed on time, on budget, and achieves its objectives.

Resource Manager

The resource manager is critical when putting together your project team. Now, if your project isn’t
big enough to require a resource manager, you’ll simply have to act as one.

Business Analyst

The business analyst is responsible for gathering and analyzing data related to the project. They help
identify the project’s requirements and determine the best approach to achieve the project’s
objectives.

Project team member

Project managers or leaders are responsible for day-to-day operations and ensuring the project is
completed on time, on budget, and achieves its objectives.

Types

Functional Teams

• These teams are permanent and always include members of the same department with
different responsibilities. A manager is responsible for everything, and everyone reports to
him.

• These types of teams are more likely to be found in companies that incorporate traditional
project management.

Advantages

• Handles routine work

• Line management has control of projects
• Pools technical and professional expertise

Disadvantages

• Difficult communication across areas

 • Pushing the decision-making process upwards
• Inflexible

Cross-functional Teams

• Cross-functional teams are made up of members from various departments. These

teams tackle specific tasks that require different inputs and expertise.
• Even though cross-functional teams are becoming increasingly popular worldwide, a
recent study has proven that a whopping 75% of all cross-functional teams are
dysfunctional.

Types

Advantages

• Greater speed of task completion

• Can handle a wide array of projects
• Source of unconventional ideas

Disadvantages

• Takes a long time to develop cohesion

• Management can prove to be challenging
• Diversity can cause conflict

Types
Self-managed Teams

• Typically, members of self-managed teams are employees of the same organization who
work together, and even though they have a wide array of objectives, their aim is to reach a
common goal.
• There is no manager nor authority figure, so it is up to members to determine rules and
expectations, to solve problems when they arise, and to carry shared responsibility for the
results.

Types

Advantages

• Autonomy improves employee motivation;

• Team members can manage their own time and handle tasks when it suits them;
• You don’t have to pay for an office;
• Shared responsibility instills pride in team accomplishments.

Disadvantages

• The lack of hierarchical authority can put personal relationships over good judgment;
 • It can lead to conformity that suppresses creativity and critical thinking;

• An added layer of responsibility is time-consuming and requires skills that some people
simply don’t have;

• Training time and costs are higher due to a broader scope of duties.

Virtual Teams

• Virtual teams are made up of people who work in different physical locations and who rely
heavily on collaboration tools to get things done together.

• Virtual teams provide members with a better life-work balance and allow business owners to
employ the best experts in the field, regardless of the fact that they live on another
continent.

Advantages

• Autonomy improves employee motivation;

• Team members can manage their own time and handle tasks when it suits them;

• You don’t have to pay for an office;

• Shared responsibility instills pride in team accomplishments.

Disadvantages

• The lack of hierarchical authority can put personal relationships over good judgment;

• It can lead to conformity that suppresses creativity and critical thinking;

• An added layer of responsibility is time-consuming and requires skills that some people
simply don’t have;

• Training time and costs are higher due to a broader scope of duties.

Organization Structure

• Organization structure in project management refers to the arrangement of roles,

responsibilities, and reporting relationships within an organization to facilitate project
execution.

• It outlines how authority, communication, and decision-making flow throughout the project
team.

Hierarchical vs. Matrix

Hierarchical Structure:

• Traditional organizational setup with clear, vertical reporting lines.

• Authority and decision-making are centralized at the top, with layers of management below.

Matrix Structure:

• Integrates both functional and project-based structures.

 • Employees report to both functional managers (based on expertise) and project managers
(based on project assignments).

• Enables efficient resource utilization and facilitates cross-functional collaboration.

Team Building

• Team building refers to activities and initiatives aimed at enhancing collaboration, trust, and
communication among team members to improve performance and achieve common goals.

• It involves fostering a sense of unity, shared purpose, and mutual support within the team.

Strategies

• Icebreakers: Activities designed to break down barriers and encourage interaction among
team members, such as introductions, sharing personal anecdotes, or team-building games.

• Team Bonding Activities: Group outings, retreats, or social events that promote camaraderie
and build trust outside of the work environment.

• Communication Workshops: Training sessions focused on improving communication skills,

active listening, and conflict resolution techniques within the team.

• Collaborative Projects: Assigning tasks that require collaboration and teamwork, allowing
team members to learn from each other, leverage individual strengths, and achieve shared
objectives.

Benefits

• mproved Communication: Enhanced trust and openness among team members lead to
better communication and information sharing.

• Increased Productivity: A cohesive team works more efficiently, collaborates effectively, and
accomplishes tasks in a timely manner.

• Higher Morale: Feeling supported and valued within the team boosts morale, motivation,
and job satisfaction.

• Enhanced Innovation: A cohesive team encourages creativity, idea generation, and innovative
problem-solving approaches.