Want to know who is responsible for what in a project team and what they do? Read on as we explore the key organisational roles behind every successful project delivery. It is important for everyone involved in a project to understand these roles and their responsibilities and how they can help in delivering a successful outcome.
What are roles and responsibilities in project management?
Organisational roles refer to specific people on a project team; for example, the project manager or a business analyst. Each role has its own areas of expertise and set of tasks. Responsibilities refer to those specific duties, deliverables and decision-making authorities that are assigned to every role. When there is clear responsibility, this can avoid confusion, duplication of effort and also help avoid missing deadlines.
Why does it matter?
Knowing about the organisational roles and responsibilities of the members of the team is important for the following reasons:
- Project Success – When roles are well-defined it ensures that every aspect of the project is covered and allows the team to work efficiently towards a common goal.
- Communication & Collaboration – Knowing which person is the right one to go to for what helps streamline communications and fosters effective teamwork.
- Accountability – When there are clearly defined responsibilities it helps ensure that everyone knows what they are accountable for, promotes ownership and reduces risk.
- Problem-Solving – With a clear understanding of roles it is possible to quickly identify the person to address issues and make appropriate informed decisions.
Common Project Management Roles & Their General Responsibilities
Now we’ve explained the benefits of defined roles and responsibilities, let’s take a look at some of the most common roles in project management what responsibilities they might have:
- Project Manager – Typically responsible for:
- Overall project planning, execution, and monitoring.
- Managing resources, budget, and timescales.
- Ensuring stakeholder engagement and communication.
- Project Sponsor – Responsible for:
- High-level support and advocacy within the project.
- Providing resources and also removing any roadblocks.
- Making any key decisions and taking ultimate responsibility for project success.
- Business Analyst – responsible for:
- Gathering and analysing project requirements.
- Translating all business needs into technical specifications.
- Ensuring that the project delivers the desired business value.
- Subject Matter Experts (SMEs) – responsible for:
- Providing specialised knowledge and skills for example technical, legal, marketing.
- Supporting any project tasks that require their expertise.
- Project Team Members – responsible for:
- Completing all assigned tasks.
- Reporting progress and raising any concerns.
- Collaborating with other members of the team
How to Clarify Roles & Responsibilities on Your Project
There are a number of ways in which you can clarify the roles and responsibilities in your project. These include:
- Project Charter/Scope Document – This is used to outline high-level roles and responsibilities.
- Responsibility Assignment Matrix (RAM or RACI Matrix) – A tool that maps tasks to specific roles (Responsible, Accountable, Consulted, Informed).
- Project Kickoff Meeting – Uses to discuss and also clarify roles and responsibilities with the full team.
- Regular Team Meetings – These provide an opportunity to review roles and responsibilities when needed throughout the lifecycle of the project in order to adapt to change.
How to thrive in your project role
If you want to thrive in your role then you need to make sure that you:
- Understand Your Role – Understand your responsibilities and how they contribute to project success.
- Communicate Effectively – Keep the team and stakeholders informed of progress, challenges, and risks.
- Collaborate – Work closely with others in the team and leverage their expertise.
- Proactively Manage Risks – Identify possible issues early on and work with the team to find solutions.
