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When Should a Project Team Be Assembled?<\/h2>\n A project team should be assembled at the initiation phase of the project. That is, as soon as the project has been approved. This is when the project\u2019s objective, scope and requirements are determined. Key roles for the project are identified.<\/p>\n
Once the project team is assembled and the project moves to the planning stage, the team\u2019s composition will be finalized based on the skills and expertise needed to meet the project\u2019s goals. Then, when the project is being executed, additional resources or specialists might be needed to onboard if the project demands it. However, project initiation is the main point at which a team is assembled. These documents will help define and manage the team.<\/p>\n
\nRACI Chart:<\/a><\/strong> RACI stands for responsible, accountable, consulted and informed. The RACI chart clarifies the project team’s roles and responsibilities.<\/li>\nTeam Charter:<\/a> <\/strong>This project initiation document outlines the purpose, goals, roles and guidelines for the project team. This document acts as a roadmap, clarifying expectations and aligning the team to common objectives during the next step in the project lifecycle, the project planning phase.<\/li>\nStakeholder Map:<\/a><\/strong> Identifies, assesses and manages stakeholder involvement. This helps project teams understand their interests, influence and potential impact on the project.<\/li>\n<\/ul>\nProject Team Roles<\/h2>\n Every organization executes projects of some sort. For that reason, you must develop your team management skills, whether you\u2019re a project manager, business owner, program manager, or anyone who\u2019s leading projects.<\/p>\n
There are several types of project team structures, but normally, projects are headed by the project manager, though they also can be led by an executive. Project managers are in charge of project planning, scheduling, budgeting and tracking. To do so, they use project management software. Ideally, project management software allows for team collaboration as well as planning so teams can be at their best, as with ProjectManager<\/a>.<\/p>\nPlan projects, schedule resources and collaborate with your team in ProjectManager. Learn more<\/a><\/strong><\/figcaption><\/figure>\nHere are some of the most common project team roles so you can get started with assembling your project management team.<\/p>\n
1. Project Sponsor<\/h3>\n A project sponsor<\/a> is an individual who assumes accountability for a project and acts as a representative of the organization. He or she is in charge of the project vision and governance. Project sponsors are usually senior managers who have a higher authority than project managers. In fact, project sponsors select project managers for their projects during the project initiation<\/a> phase.<\/p>\n2. Project Manager<\/h3>\n Without a doubt, the project manager is the most fundamental project management<\/a> role, as he or she guides the team through the project life cycle through thoughtful decision-making. As stated above, project managers are in charge of creating a project plan, leading project team members, monitoring the project health and overseeing the creation of project management documentation. In addition, project managers are a liaison between the project team and project stakeholders.<\/p>\n3. Assistant Project Manager<\/h3>\n An assistant project manager supports the project manager in planning, executing and closing the project. They help ensure the project runs smoothly by assisting with various tasks and responsibilities, such as monitoring progress, maintaining project documentation and supporting the project team.<\/p>\n
4. Project Team Member<\/h3>\n Project team members are individuals with a specific skill set who are needed for the completion of project tasks. Project team members can take many shapes depending on your industry, but in most cases, they are responsible for producing project deliverables<\/a>, meeting project milestones and reporting to the project manager.<\/p>\n5. Subject Matter Experts (SME)<\/h3>\n This is a person with deep knowledge and expertise in a specific area that is relevant to the project. A subject matter expert is crucial for providing insights, guidance and specialized skills that enhance the project\u2019s success, such as problem-solving skills, collaboration with the project team and stakeholder engagement.<\/p>\n
6. Project Leader<\/h3>\n A project leader<\/a> is a project management expert who leads project teams through the project life cycle like a project manager would, only that the two roles mainly differ in that a project leader is people-oriented while the project manager is results-oriented. This means that while many of their responsibilities overlap, the project leader is more focused on motivating teams by using leadership techniques such as servant leadership.<\/p>\n7. Project Stakeholders<\/h3>\n Project stakeholders can also take many forms, as they are anyone who is impacted either directly or indirectly by your project. Project stakeholders<\/a> can be internal such as project team members, employees and the change control board, or external such as communities, clients or governments.<\/p>\n8. Business Analyst<\/h3>\n A business analyst specializes in improving the overall efficiency and productivity of a business. They can help project teams better determine the best course of action when executing projects, as they have a thorough understanding of how businesses operate which can greatly help your project team achieve its goals.<\/p>\n
9. Steering Committee<\/h3>\n A steering committee<\/a> is a group of executives and business leaders who oversee projects from a business management standpoint and protect the interests of project stakeholders such as business owners. Therefore, the steering committee outlines the general strategic direction of projects to ensure they align with the larger business objectives of the organization.<\/p>\n10. Change Control Board<\/h3>\n The change control board<\/a> is a group of project team members who are subject matter experts in key areas of the project. Their main responsibility is to approve or reject any potential changes to the project plan, which is of great importance in project management as unexpected changes can lead to project failure.<\/p>\n11. Project Management Office<\/h3>\n A project management office (PMO)<\/a> is a centralized entity within or external to an organization that establishes and maintains project management standards, processes and methodologies. PMOs oversee project management practices across the organization and multiple projects to ensure consistency, efficiency and alignment with strategic goals.<\/p>\n12. Functional Managers<\/h3>\n A functional manager oversees a specific department in an organization, such as marketing, finance, human resources or operations. In project management, they ensure that project objectives align with the goals and capabilities of their respective functional areas.<\/p>\n
Team Charter Template<\/h2>\n This free team charter template<\/a> for Word helps define the roles, responsibilities, objectives and structure of your project team.<\/p>\nFree Team Charter template. Download now<\/a><\/figcaption><\/figure>\nWhat Is the Project Team Structure?<\/h2>\n Managing all your team members can be a little overwhelming, but it doesn\u2019t have to be that way if you use the right organizational structure for your project management team. Once you\u2019ve built a team, you can use project planning software<\/a> such as ProjectManager to manage your team member\u2019s workload, automate workflows and collaborate with team members in real time.<\/p>\nTypes of Project Team Structure<\/h2>\n There are three main types of project team structures, which mainly differ on the degree of authority that’s given to the project manager and how teams are configured. Here\u2019s a brief description of each of these project team structure types.<\/p>\n
Project-Based Team Structure<\/h3>\n This is the most traditional project team structure that’s used in most projects. In this type of project team, the project manager is given the most authority over team members and they all report to him or her. This individual is also in charge of creating a project plan<\/a> and schedule, assembling a team, assigning tasks and responsibilities and overseeing the project every step of the way. For this reason, we characterize this type of structure as \u201cprojectized\u201d because the team structure is driven by the demands of the individual project.<\/p>\nFunctional Project Team Structure<\/h3>\n In a functional project team structure, multiple functional managers oversee their teams instead of just one project manager. As the name suggests, those teams accomplish specific functions for an organization, such as marketing, sales or product development.<\/p>\n
Below each leader, the next tier is made up of a group of team members. For example, the tier below a marketing leader might be made of a content writer, an editor, an email manager, etc. These team members report to their respective leaders, and the leaders report to the project manager<\/a> at the top. Having such a structure is important for team management.<\/p>\nMatrix-Based Project Team Structure<\/h3>\n A matrix-based organizational team structure is a hybrid between project and functional project team structures. It\u2019s typically used by larger organizations that execute programs and project portfolios<\/a> that require leadership from leaders other than project managers such as executives, functional managers, program managers and portfolio managers. In this project team structure, the project manager has less authority and leads a team that reports to other leaders.<\/p>\nHow to Assemble a Project Team<\/h2>\n Assembling a project team is just as much about selecting team members as it is about fleshing out the project’s organizational structure. Regardless of the organizational structure you choose, this entails setting up rules and procedures, defining expectations and establishing communication. If these things aren\u2019t clearly defined before the project begins, they\u2019ll inevitably lead to trouble down the road.<\/p>\n
As we said, assembling a project team looks different depending on the project and organizational structure. With that in mind, here are a few universally helpful details to focus on when assembling your team.<\/p>\n
1. Set Project Goals & Objectives<\/h3>\n The best way to establish communication and keep the project running smoothly is by defining expectations. The most successful projects are led by project managers who lay down ground rules and define expectations from the get-go.<\/p>\n
2. Define the Project Scope<\/h3>\n Defining the project scope<\/a> informs the project team that will be assembled to execute that project. It clarifies the objectives and deliverables of the project. Teams will understand the requirements of the project as well as their role within it. Knowing the project scope also will determine the skills and expertise needed from the project team. The project scope also will define the resources required and help those resources selected align with stakeholder expectations.<\/p>\n3. Forecast Human Resource Requirements<\/h3>\n Forecasting human resource requirements aids in the selection of a project team and creating a resource-loaded project schedule by identifying required skills and roles, estimating team size and integrating with a project timeline, including critical path analysis for a more realistic schedule. This process improves efficiency and productivity as well as facilitates recruitment and training.<\/p>\n
4. Select a Cross-Functional Group of Team Members<\/h3>\n Many projects require multiple departments working together to achieve deliverables. Within the project team structure, each department should be headed by a leader who manages a team of individuals. Before getting into the nitty-gritty of assembling the team, decide which departments to involve and who will lead them.<\/p>\n
5. Define Roles and Responsibilities<\/h3>\n Project managers should be able to clearly define the roles and responsibilities of their team members. Typically this information is documented in a team charter, but there are other project planning tools you can use such as a responsibility assignment matrix or RACI chart<\/a>. This tool lets you determine who\u2019s responsible, accountable, consulted and informed for each project task, which improves your project team\u2019s efficiency.<\/p>\n6. Clearly Define Expectations<\/h3>\n The best way to establish communication and keep the project running smoothly is by defining expectations. The most successful projects are led by project managers who lay down ground rules and define expectations from the get-go. These rules can include clear boundaries, steps to take if something goes wrong and more. We recommend putting these things in writing and keeping the document somewhere the whole team can reference.<\/p>\n
7. Create a Communication Plan<\/h3>\n Because the project team structure involves so many tiers of individuals, it\u2019s extremely important to keep communication fluid by making a project communication plan<\/a>. Otherwise, the team will begin to feel like multiple, independent departments working toward different project goals. The best way to prevent this from happening is by setting a cadence for project meetings, requiring status reports, scheduling interdepartmental collaboration time and any number of other project reporting ideas.<\/p>\nHow to Improve Team Collaboration<\/h2>\n Improving team collaboration is easier said than done, and assuming that perfect collaboration happens all on its own is a big mistake. Successful team collaboration is the culmination of thoughtful strategies and adapting to challenges. If you\u2019re asking yourself where to start, consider these three tips.<\/p>\n
\nChoose the right type of project organizational structure:<\/strong> We\u2019ve talked about the inner workings and benefits of a project team structure, but that doesn\u2019t mean it\u2019s the right fit for every team or project. If collaboration becomes an issue, it might be time to consider restructuring. There’s no \u201cgolden\u201d organizational structure<\/a> that works perfectly, one hundred percent of the time.<\/li>\nCreate a communication plan:<\/strong> One of the first steps toward improving collaboration is getting everyone on the same page. Within a project team structure, this means making sure different teams have the same information and know exactly how to communicate with one another to ask questions, express ideas, etc. When this is the case, and the project is made up of various teams and team leaders, a plan for communication lets everyone know exactly how to work together.<\/li>\nChoose smart team management solutions:<\/strong> Teams are always growing, but that doesn\u2019t mean we all go to the same office. Team management tools <\/a>empower the modern team\u2014made up of individuals in different departments, or even different time zones. Because of this evolution, we need technology that makes collaboration and communication easier than ever. Team management tools create a digital space for everyone to collaborate and see what others are working on.<\/li>\n<\/ul>\nProjectManager Makes Your Project Team Better<\/h2>\n ProjectManager<\/a> offers the smartest team management solutions around, connecting everyone on the team, improving collaboration and cutting down on confusion. Every aspect of our project management software was built with project teams in mind, and we\u2019ve made it easy to collaborate on any and everything you need, like tasks, Gantt charts and more.<\/p>\nUse Multiple Project Management Tools<\/h3>\n Not every team member works in the same way. Managers love to use Gantt charts<\/a> to plan, manage and track work, but, depending on the team, Gantt charts have too much information that isn’t useful to a team member. That\u2019s why we offer multiple project views, which all update in real time so everyone is always working from the same page. Agile teams gravitate to kanban boards to manage their backlog and collaborate on sprints while developers tend to use our robust task lists. Stakeholders usually want to ensure milestones are being met so they prefer our calendar view.<\/p>\n <\/p>\n
Track Costs with Workload Charts and Timesheets<\/h3>\n Managers want to keep teams productive and working at capacity. They don\u2019t want to get in the way, but they also need to have transparency into what the team is doing to make sure they\u2019re staying on schedule. Our resource management features<\/a> help managers stay connected but out of the way. They can view color-coded workload charts to balance team workload. If not, they can reallocate resources right from that page. Our secure timesheets not only streamline payroll but give managers a view into what percentage of their tasks they\u2019ve completed. Some reports can be generated for workload and timesheets.<\/p>\n <\/p>\n
Use Robust Team Management Features<\/h3>\n Need to know the right person to ask a question? Use the Team page<\/a> to see what everyone on your team is working on and who might have the answer. When you\u2019re building a new team for a project, you can see a roster or individuals broken down into departments or filter individuals by certain skills.<\/p>\n <\/p>\n
When you\u2019ve built your \u201cdream team,\u201d communicate via comments and tags, rather than long, messy email chains. When you\u2019re mentioned in a comment, you\u2019ll receive a notification and an email so you never miss a question or update.<\/p>\n
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