Defining the Team

Role clarity is essential if you are to deliver a successful project. As every project is a new and often unique scope of work, and project teams are often built from scratch, it is vital that each stakeholder^[] in your project is clear about exactly what their role entails and what they will be expected to deliver.

Stakeholder—anyone who has influence over, or interest in, the process or outcome of a project.

Understanding key roles

Every project is different, but there are a number of key roles that apply to most projects (see here). The relationship between these roles is functional rather than hierarchical. Although by the nature of the role the sponsor will usually be the most senior member of the project team—and will certainly be more senior than the manager—little else can be assumed about the relative seniority of other team members. Technical specialists, in particular, frequently have skills based on years of experience and are often “senior” to the project manager.

Knowing your team

Your project team will generally be made up of people from your organization and contractors—referred to as the internal and external team, respectively. Clearly, these are key stakeholders in the success of your project, so as project manager you must make their motivation and focus a priority. This may take some skill and effort: team members frequently have other work to juggle. In addition, they will be influenced by a second ring of stakeholders over whom you have no direct control (or of whom you have no knowledge), such as their line managers, colleagues, clients, and suppliers.

Key project roles

Manager

Has day-to-day executive responsibility for the project. Manager and sponsor must be in complete agreement about what constitutes success with respect to time, cost, and quality.

Sponsor

The person who owns the resources needed for success and on whose authority the project takes place.

Client (or senior user)

Coordinates or represents the interests of the end-user group. If there are multiple end-user groups with differing views, there may be a number of clients.

Quality assurance

In larger projects, a team may be assigned to ensure that all prescribed methodologies are carried out properly. (In smaller projects, the sponsor should do this.)

Technical specialists

In many projects, success depends on the input of a small number of people with expert skills, high levels of access, or personal decision-making authority.

Buyer

Buyers procure or commission projects on behalf of end users and are judged primarily on their ability to source suppliers and negotiate competitive rates on contracts.

End users

End users are often represented by the client, but there are key moments in most projects when it is helpful to communicate directly with this group.