Key Responsibilities and Organizational Structures in Project Management
Project managers have a wide range of responsibilities. Meredith, Mantel and Shafer (2017, p. 34) mention some
responsibilities as being facilitator, communicator, convener, meeting chair, and as a handler of risks and tradeoffs. Responsibilities include maintaining communication and performance levels among members of the project
team. Projects occur within many different types of organizational structures and projects themselves tend to
have varying structures as well. Organizational structures can be characterized as functional, matrix, or
projectized (most commonly found in IT-based organizations where much of the work is project focused).
Project teams may be made up of members on loan (both full- and part-time) from functional areas within an
organization and those members may be active for all or part of the project’s length.
Directions:
Part I
Select 2 areas of responsibility that a project manager has and suggest what knowledge, skills and abilities the
project manager needs to be successful in those areas.
include a short example for each area of responsibility and how the knowledge or skill might be used.
Part II
List at least one advantage and one disadvantage for one of the different types of project management
organizational structures.
Illustrate the advantage and disadvantage using an example (Types: Functional, matrix, project, and mixed
organizations).
Key Responsibilities and Organizational Structures in Project Management
Part I: Areas of Responsibility and Required Skills for Project Managers
As project managers, we are entrusted with various responsibilities that are essential for the successful completion of projects. Two key areas of responsibility include:
Facilitator: Project managers serve as facilitators who ensure smooth communication and collaboration among team members. They create an environment that fosters effective teamwork and problem-solving. To be successful in this role, project managers need the following knowledge, skills, and abilities:
Communication Skills: Strong communication skills are crucial for project managers to facilitate effective communication among team members. They must be able to convey information clearly, actively listen to others, and resolve conflicts that may arise during the project.
Leadership Skills: Project managers need leadership skills to guide and motivate team members, encouraging them to work together towards common goals. Effective leadership involves setting clear expectations, providing guidance, and empowering team members to make decisions.
Facilitation Techniques: Project managers should have knowledge of various facilitation techniques to foster productive meetings and group discussions. They should be able to encourage participation, manage conflicts, and ensure that all viewpoints are considered.
Example: Suppose a project manager is leading a software development project. In a team meeting, different team members have conflicting opinions about the best approach to address a technical challenge. The project manager uses their facilitation skills to encourage open discussion, actively listens to each viewpoint, and guides the team towards reaching a consensus on the most suitable solution.
Risk Management: Project managers play a crucial role in identifying, assessing, and managing risks throughout the project lifecycle. They must anticipate potential risks and develop strategies to mitigate their impact on project objectives. The following knowledge, skills, and abilities are essential for effective risk management:
Analytical Skills: Project managers need strong analytical skills to identify and evaluate potential risks. They should be able to assess the probability and impact of each risk event, enabling them to prioritize risks and allocate appropriate resources for mitigation.
Problem-Solving Abilities: Project managers should possess excellent problem-solving abilities to develop creative solutions when unforeseen risks arise. They must be able to think critically, adapt quickly to changing circumstances, and make informed decisions to minimize the impact of risks on the project.
Knowledge of Risk Management Techniques: Project managers should be well-versed in risk management techniques such as risk identification, qualitative and quantitative risk analysis, risk response planning, and risk monitoring. This knowledge equips them with the tools necessary to effectively manage risks.
Example: In a construction project, a project manager identifies a potential risk of adverse weather conditions that could delay the project timeline. They analyze historical weather data and consult with meteorological experts to assess the probability and impact of this risk. Based on their analysis, they develop a contingency plan that includes allocating additional resources and adjusting the project schedule to mitigate the potential delays caused by adverse weather conditions.
Part II: Advantages and Disadvantages of Organizational Structures
Organizational structures in project management can significantly impact the execution of projects. Let's explore one type of organizational structure - the matrix structure - along with its advantages and disadvantages.
Matrix Structure:
In a matrix structure, project teams consist of individuals from functional areas within an organization who work on projects while still reporting to their respective functional managers.
Advantage: Enhanced Resource Utilization
In a matrix structure, resources can be shared among multiple projects, allowing for optimal resource utilization. This structure allows organizations to leverage the expertise of individuals from different functional areas, ensuring that projects have access to specialized knowledge when needed.
Example: In an IT-based organization with a matrix structure, a software development project requires expertise from both the development team and the quality assurance team. The project manager can utilize resources from each team as per their availability and skill set, ensuring efficient utilization of resources without duplicating roles.
Disadvantage: Conflicting Priorities
A potential disadvantage of a matrix structure is that team members may have conflicting priorities due to their reporting relationships with both project managers and functional managers. This can lead to challenges in resource allocation, decision-making authority, and potential power struggles between project managers and functional managers.
Example: In a matrix structure, a team member may face conflicting priorities when their functional manager assigns them additional tasks that compete for their time and attention with the project they are working on. This can create challenges for the project manager in terms of resource availability and meeting project deadlines.
It is important for project managers to navigate these advantages and disadvantages by fostering collaboration, open communication, and establishing clear lines of authority within the matrix structure.