Every successful project, from building a skyscraper to launching a new marketing campaign, is like a well-conducted orchestra. Just as a symphony requires a maestro to lead the musicians and ensure each instrument plays its part, a project needs a skilled project manager to guide the team and ensure all the moving pieces come together harmoniously.
But the project manager isn’t the only critical role in this complex dance. Also, only 2.5% of companies complete their projects 100% successfully. This suggests a need for improvement, highlighting the importance of having the right people in the right project roles. Behind the scenes, a dedicated team of individuals works tirelessly to bring the project to life. Let’s delve into the five critical roles that form the backbone of successful project management:
1. The Visionary Leader: The Project Sponsor
The project sponsor is the champion and driving force behind the project. They hold the vision, secure the necessary resources, and provide high-level guidance throughout the project lifecycle. Often a senior leader within the organization, the sponsor acts as the bridge between the project team and executive stakeholders.
Examples:
- Company CEO championing a new product launch. The CEO defines the product vision, secures funding, and ensures the project aligns with the company’s overall strategy.
- Hospital director overseeing the construction of a new wing. The director provides high-level direction, advocates for the project’s benefits to the board, and allocates resources for construction.
Responsibilities:
- Securing project funding and resources.
- Aligning the project with the organization’s strategic goals.
- Removing roadblocks and advocating for the project at the executive level.
- Providing high-level direction and guidance to the project manager.
- Representing the project to stakeholders and ensuring their buy-in.
Project Management Institute (PMI): A Guide to the Project Management Body of Knowledge (PMBOK Guide), Sixth Edition. PMI, 2017. (This resource defines the role of the project sponsor and their responsibilities in project initiation)
2. The Conductor: The Project Manager
The project manager is the maestro of the project orchestra. They translate the sponsor’s vision into a concrete plan, lead the project team, and ensure all tasks are completed on time, within budget, and to the required quality standards. Project managers wear many hats – they are planners, organizers, communicators, motivators, and problem-solvers all rolled into one.
Examples:
- Software development project manager. Oversees the development process, manages the development team, creates and tracks the project schedule, and ensures the software meets user requirements.
- Event planning project manager. Develops the event plan, coordinates with vendors and suppliers, manages the event budget, and ensures the event runs smoothly on the day.
Responsibilities:
- Defining project scope, objectives, and deliverables.
- Creating and managing the project plan, schedule, and budget.
- Leading and motivating the project team.
- Communicating effectively with stakeholders and keeping them informed.
- Identifying and mitigating risks.
- Managing issues and resolving conflicts.
- Monitoring and measuring project progress.
International Project Management Association (IPMA): IPMA Competence Baseline (ICB) Version 4.0. IPMA, 2018. (This document outlines the core competencies expected of a project manager, aligning with the responsibilities mentioned above).
3. The Players: The Project Team
The project team is the heart and soul of the project. This group of skilled individuals brings their expertise and experience to the table, carrying out the tasks outlined in the project plan. The team composition depends on the project’s nature, but may include developers, designers, engineers, marketing specialists, content creators, and other professionals.
Examples:
- A construction project team. May include architects, engineers, construction workers, electricians, plumbers, and interior designers.
- A marketing campaign project team. May include graphic designers, copywriters, social media specialists, web developers, and market researchers.
Responsibilities:
- Completing assigned tasks according to the project plan.
- Communicating progress updates and any challenges encountered.
- Collaborating effectively with team members from other disciplines.
- Contributing their expertise and knowledge to the project.
- Adapting to changes and working within established deadlines.
Agile Alliance: The Agile Manifesto (While the Agile methodology focuses on self-organizing teams, the concept of a project team with diverse skill sets contributing to the project’s success is a core principle in most project management approaches).
4. The Scorekeeper: The Resource Manager
The resource manager ensures the project team has the necessary resources to complete their tasks effectively. This role often involves managing people, equipment, materials, and budget allocations. Resource managers may also play a part in capacity planning, ensuring team members are not overloaded and deadlines are met.
Examples:
- Human resources manager responsible for staffing a software development project. They allocate experienced developers to the project based on skill sets and ensure enough resources are available to meet project timelines.
- Construction project material manager. Tracks material inventory, ensures timely delivery of materials to the construction site, and manages material budgets to avoid cost overruns.
Responsibilities:
- Managing project resources, including people, equipment, materials, and budget.
- Allocating resources to project tasks based on need and priority.
- Monitoring resource utilization and identifying potential resource conflicts.
- Implementing strategies to optimize resource use and avoid resource bottlenecks.
Project Management Institute (PMI): Practice Standard for Resource Management. PMI, 2017. (This standard details the essential processes involved in managing project resources effectively).
5. The Cheerleaders and Watchdogs: The Project Stakeholders
Project stakeholders are individuals or groups who have an interest in the project’s success or are affected by its outcome. Stakeholders can be internal (e.g., project team members, executives) or external (e.g., customers, vendors, regulatory bodies). Project managers need to identify stakeholders early on and manage their expectations throughout the project lifecycle.
Examples:
- Customers of a new software product. They are stakeholders with a vested interest in the product’s functionality and usability. The project manager needs to keep them informed of progress and gather their feedback during development.
- Investors in a construction project. They are stakeholders concerned with the project staying within budget and on schedule to ensure a return on their investment. The project manager needs to provide regular updates on project progress and finances.
Responsibilities:
- Providing feedback and input throughout the project lifecycle.
- Championing the project and advocating for its success.
- Offering resources and support when needed.
- Holding the project team accountable for deliverables and deadlines.
- Monitoring project progress and addressing any concerns they may have.
International Institute of Project Management (PRINCE2): Directing a Project (PRINCE2), Sixth Edition. AXELOS, 2019. (PRINCE2 emphasizes the importance of stakeholder engagement throughout the project lifecycle, aligning with the role of stakeholders as described above).
The Symphony of Success
The success of any project hinges on the successful collaboration between these five critical roles. The visionary leader (sponsor) provides the direction and resources. The conductor (project manager) translates the vision into a plan and leads the team. The players (project team) execute the plan with their expertise. The scorekeeper (resource manager) ensures everyone has the tools they need to succeed. And the cheerleaders and watchdogs (stakeholders) keep everyone motivated and accountable.
Here, Nimble can effectively help you in managing your projects at various levels – Enterprise or Mid Size or Smaller organizations having employees with different roles and responsibilities through its Custom Persona and Access level configuration capabilities and the accountability of the team members can be ensured through unique Personal Analytics and Card ageing Features.
Just like a well-rehearsed orchestra, these roles work together in perfect harmony to achieve the project’s goals. When each member understands their role and plays their part effectively, the project has a much greater chance of achieving a successful and impactful outcome. Signup for a Free trial of Nimble here.