Project Team Roles and Responsibilities | Hubstaff Tasks

Project management team matrix organization

So where do you begin? If you don’t already have a team in place, you’ll want to create a project management team structure. This can be accomplished with some key team members:

1. Project sponsor

Project team member roles and responsibilities wouldn’t be complete without a project sponsor. This person oversees the project from a high level. They are usually a member of senior management and are responsible for steering the overall vision. The project sponsor will create S.M.A.R.T. goals, resolve conflicts, remove obstacles, and sign off on any major project components.

Responsibilities

1. Create overall project vision

2. Make key decisions within the project

3. Approve budget and changes

4. Take inventory of project resources

2. Project leader

The role of a project leader, or project manager, is primarily to oversee the day-to-day details of the project. Some of the project lead’s roles and responsibilities include making sure the project proceeds within a given timeframe, under the stated budget, and achieves the goals and objectives set. The project manager’s responsibilities also include the people component. This person needs to oversee the project team to keep everyone on task, mitigate problems and make sure that everyone understands their individual role within the greater project.

Responsibilities

1. Create the project plan

2. Manage components of the plan

3. Delegate tasks to key team members

4. Create a project schedule

5. Lead team members through each phase

6. Pivot directions when problems arise

7. Communicate to team members and senior management

3. Project team members

Once you’ve established a project lead, you’ll need to fill in support team members. A project team member could be an external consultant brought in to create a new website or an internal employee who researches and gathers feedback from various department heads. Project team member roles can be both full-time or part-time depending on the project’s unique demands.

Responsibilities

1. Solve project objectives

2. Complete tasks in areas of expertise

3. Deliver project responsibilities within deadlines

4. Communicate with project lead on roadblocks

5. Document progress, setbacks, and new processes

4. Business analyst or resource manager

A project can’t run efficiently without the necessary resources. A business analyst, sometimes also called a resource manager, makes sure the tools are in place for the project to keep moving forward efficiently. They will also recommend new tools when needed to streamline the overall process and maximize deliverables.

Responsibilities

1. Solve problems with resources

2. Use available tools to help team members

3. Document and analyze project requirements

4. Analyze that resources meet the defined objectives

5. Assess solutions to make sure they are effective

5. Committees

Projects have various scopes and involve different audiences. Committees can be comprised of senior management (Steering Committee), customers (Project Client) and employees (Project Management Office). Depending on the size and complexity of your project, all three of these committees could be part of your project team.

Steering Committee – This committee represents the company management and other senior-level stakeholders. This group’s goal is to oversee the project by providing strategic direction. They serve as a support for the project and solve problems in which the Project Manager may need some assistance, help steer a project in a different direction, and approve budget changes.

Project Client – If your project has a direct effect on your clients or customers, then it’s smart to include them in your project management team structure. For larger projects, you might even dedicate a second Project Manager to oversee the needs of your clients. This committee can approve project plans, request changes, raise issues, approve timelines, and approve project benchmarks.

Project Management Office – This committee is formed from a group of employees. Their job is to look at the project management structure within your organization. By dedicating time to the project management process, there’ll be a better synergy across all company projects. Their tasks include sharing project resources, tools, techniques, and successful case studies to strengthen all future projects.