Understanding the 5 Critical Roles in Project Management

We have seen tremendous changes in the project management industry in the last two decades. Projects are much more than occasional tasks that are to be finished within the allotted time. It’s rather seen as something that contributes to the company's long-term growth.

That’s why when a manager selects or approves a project, they take several factors into consideration. The most important of all is the project’s alignment with the company’s strategic objectives. Gone are the days when managers would accept just about any project. Today, they pick projects that contribute to the company’s corporate goals.

To handle all project management operations flawlessly, you need to assign this role to a senior-level executive who has a deep understanding of your work environment, employees, and the types of projects you get frequently. It’s also important to onboard the right management team and explain their roles and responsibilities concisely.

5 Critical Roles in Project Management Industry

In this post, we will walk you through the five critical roles in the project management industry. Let’s get started.

Project Client

A client is an organization, individual, or unit that sponsors the project. They give instructions on how to accomplish the project successfully, what their expectations are, and by when the project should be completed. You must work closely with the client and keep them informed about the project’s status. If you need any extension or change in the project, you must approach the client and propose your idea.

Since the end product is delivered to the client, they will approve resources, timeline, and other components used in the project. Once the project is completed, your client will review it, evaluate the quality, and accept or reject it based on the predetermined quality standards. You might have to rework on the project or re-start it from scratch (depending on client’s requirements).

Project Managers

Here's what a project manager does.

• Setting objectives for the project

• Ensuring the projects are completed within the deadline

• Setting milestones and tracking them throughout the project’s lifecycle

• Communicating the project status with stakeholders and sponsors

• Setting an ideal budget for the project and having it approved by senior management

• Selecting employees for different projects

• Settling disputes among the internal members and external teams

The project manager oversees the project from start to finish. They are responsible for guiding their team to the finish line. From arranging the necessary resources to onboarding each member after carefully evaluating their skills and qualifications, a project manager is the most important role in project management.

They develop a project charter and send it to the senior-level executives for approval. Once they get the green light, they start work on the project, track each employee’s performance, set milestones, and keep stakeholders and the entire team up-to-date with the current status of the project. A project manager is authorized to make changes to the initial plans as and when required.

They are supposed to work with the project sponsors and stakeholders to set clear objectives, deadlines, budgets, and resources. They are also responsible for communicating the project goals, management strategy, and other requirements with the team and stakeholders regularly.

Leader

A leader is appointed for each project. The project manager has to report all activities to the leader and plan effective project management strategies together. A leader supervises the entire team, the project manager, and the outsourced teams working on the project. They oversee all tasks, collect regular reports, and document lessons learned. If it’s a small project, the manager is assigned both duties—that of a manager and project head.

A leader negotiates the offer with the sponsor, client, and other stakeholders. They suggest the most viable strategy to achieve organizational goals. They are also active listeners. If the employee faces a problem, they will report it to the leader, who then takes necessary actions to resolve their issues.

The biggest difference between a project manager and a leader is that the latter acts as a coach. People look up to a leader and feel inspired by them. The manager coordinates the project, while the leader has bigger responsibilities. They ensure the projects are in line with corporate goals.

Team Members

The success of your project lies in your team. They execute the predetermined strategies to finish the project within the deadline, without exceeding the budget and compromising on quality. They are active members who work on the project regularly to keep it going. Selecting the right team for the project is key to finishing the project successfully.

That’s why project managers conduct several meetings and talk to each employee individually before adding them to the project team. Usually, the HR department selects a team consisting of individuals with varying skill sets. It’s important to look for interpersonal skills so that the members of the team work together. Communication, technical expertise, networking, and critical thinking are a few crucial things you need to consider when onboarding people for the project.

Project Steering Committee

Some large and complex projects require a project steering committee, which consists of the sponsors and key stakeholders. These people are responsible for approving the project charter, adjusting project strategies, and approving the new budget and resource allocation requirements.

If the project manager or the team faces any difficulty, they will report it to the project steering committee and request a deadline extension or additional resources. It’s best to have a project steering committee for projects that involve third parties and cross-departmental contributions. They will ensure that everyone is on the same page and they are working together to achieve the best outcome. However, a project steering committee is completely optional. You don’t need one if your project is manageable and requires minimal effort. The project manager and leader will be enough.

There you have it-5 key roles in project management. Each professional plays a key role in completing the project. The project team is the heart of the project. They work on the tasks allotted to them and ensure that the client’s specifications are met. Likewise, the manager oversees employees and creates a productive work environment.