Project Organization and its Responsibilities

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Project organization is a structure that facilitates and motivates coordination and implementation of activities of the project.

In other words, Project organization refers to the way a project team is structured and how its members are coordinated to achieve the project’s objectives.

It involves defining

• roles and responsibilities,
• setting up communication channels, and
• establishing a framework for decision-making and problem-solving.

Project Organization Structures

Project organization can vary depending on the size, complexity, and nature of the project. However, some common structures include

• functional,
• projectized, and
• matrix organizations.

In a functional organization, team members are grouped by their areas of expertise and report to a functional manager.

In a projectized organization, the team is structured around the project and works exclusively on it until completion.

In a matrix organization, team members are assigned to both functional and project managers, and have dual reporting lines.

The choice of project organization depends on various factors, including the project’s goals, scope, timeline, budget, and available resources. Effective project organization is essential for ensuring project success, as it helps to align team members’ efforts towards achieving the project’s objectives, mitigate risks, and optimize resource utilization.

Here is a table comparing functional, projectized and matrix organization

	Functional Organization	Projectized Organization	Matrix Organization
Definition	Team members are grouped by their areas of expertise and report to a functional manager.	The team is structured around the project and works exclusively on it until completion.	Team members are assigned to both functional and project managers, and have dual reporting lines.
Communication	Communication flows vertically within departments and between functional managers.	Communication flows horizontally within the project team, and vertically to the project manager.	Communication flows both horizontally within the project team and vertically between functional and project managers.
Focus	Team members focus on their functional areas and may work on multiple projects simultaneously.	Team members focus solely on the project and its objectives.	Team members balance their functional responsibilities with project work.
Decision-Making	Decisions are made by functional managers based on their areas of expertise.	Decisions are made by the project manager or project team members.	Decisions are made jointly by functional and project managers.
Resource Allocation	Resources are allocated by functional managers based on their department’s needs and priorities.	Resources are allocated by the project manager based on the project’s needs and priorities.	Resources are shared between functional departments and projects, and allocated based on the matrix manager’s priorities.
Flexibility	Offers greater flexibility to move team members between projects as needed.	Offers the highest level of flexibility and adaptability, as the team is dedicated solely to the project.	Offers a balance between flexibility and stability, as team members have dual reporting lines and can work on both functional and project tasks.
Advantages	Efficient use of resources, promotes functional expertise and specialization.	Strong project focus, fosters clear accountability and responsibility, promotes team cohesion.	Allows for a balance between functional and project work, promotes teamwork and cross-functional collaboration.
Disadvantages	Limited flexibility and adaptability, potential for siloed thinking, challenges in coordinating cross-functional activities.	Limited opportunities for functional growth and development, potential for duplication of resources, challenges in transitioning between projects.	Potential for role confusion and conflicts, increased communication and coordination requirements, complex reporting structures.

Responsibilities of a Project Organization

The responsibilities of a project organization depend on the structure and type of the organization. Generally, the project organization is responsible for the following:

1. Defining project goals and objectives: The project organization must clearly define the goals and objectives of the project. This includes identifying the project scope, timeline, budget, and deliverables.
2. Planning and scheduling: The project organization is responsible for developing a detailed project plan that outlines the activities, tasks, timelines, and resources required to achieve the project goals.
3. Resource management: The project organization must ensure that the necessary resources, including people, equipment, and materials, are available and allocated appropriately to complete the project on time and within budget.
4. Risk management: The project organization must identify potential risks that could impact the project and develop strategies to mitigate those risks.
5. Communication and collaboration: The project organization is responsible for establishing clear communication channels and fostering collaboration between team members, stakeholders, and project sponsors.
6. Monitoring and controlling: The project organization must track project progress, identify variances, and take corrective actions as necessary to ensure the project stays on track.
7. Quality control: The project organization must ensure that project deliverables meet the required quality standards and that quality assurance processes are in place.
8. Reporting and documentation: The project organization must maintain accurate project documentation and provide regular status reports to stakeholders and sponsors.
9. Project closure: The project organization is responsible for ensuring that all project activities are completed, final deliverables are approved, and that the project is formally closed.

Overall, the project organization plays a critical role in ensuring the success of a project. By defining roles, responsibilities, and processes, the project organization can help to ensure that project goals are achieved on time, within budget, and to the required quality standards.

While project organization has many advantages, there are also some disadvantages that should be considered:

1. Limited expertise: In a projectized organization, team members are often focused solely on the project, which can limit their exposure to other areas of the organization and their development of a broad range of expertise.
2. Duplication of resources: In a projectized organization, resources are dedicated solely to the project, which can result in duplication of resources and reduced efficiency.
3. Lack of continuity: In a projectized organization, team members are often dispersed once the project is completed, which can result in a lack of continuity and a loss of knowledge and expertise.
4. Difficulty in transitioning between projects: In a projectized organization, team members may struggle to transition between projects due to differences in project goals, timelines, and requirements.
5. Challenges in coordinating cross-functional activities: In a functional organization, team members may be focused on their functional areas, which can result in challenges in coordinating cross-functional activities and communication.
6. Role confusion and conflicts: In a matrix organization, team members have dual reporting lines, which can result in role confusion and conflicts.
7. Complex reporting structures: In a matrix organization, reporting structures can be complex, which can result in challenges in decision-making and communication.

It’s important to note that these disadvantages can be mitigated through effective project management, including clear communication, well-defined roles and responsibilities, and robust risk management strategies. By identifying potential challenges and developing strategies to overcome them, project organizations can achieve their goals and deliver successful outcomes.

Project Organization Chart

A project organization chart, also known as a project organizational structure, is a graphical representation of the roles and responsibilities of the team members involved in a project. It is a visual tool that shows the reporting relationships and hierarchy within the project team, as well as how the team interacts with stakeholders, sponsors, and other departments or teams within the organization.

A typical project organization chart includes the project manager at the top, followed by the project team members and their respective roles and responsibilities. Depending on the complexity and scope of the project, the chart may also include external stakeholders, such as vendors, clients, and regulatory bodies.

The project organization chart is an important tool for effective project management as it helps to define and clarify roles and responsibilities, identify areas of overlap or potential conflict, and establish clear communication channels within the project team. It also helps to ensure that everyone involved in the project understands their role in achieving the project’s goals and objectives.

Overall, the project organization chart is an essential component of project planning and management, providing a clear and concise overview of the project structure and ensuring that all team members are aligned and working towards a common goal.

In conclusion, project organization is a structured approach to managing projects that involves dedicated resources, well-defined roles and responsibilities, and clear communication channels. This type of organization can help to ensure that project goals are achieved on time, within budget, and to the required quality standards. However, there are also some disadvantages, such as limited expertise, duplication of resources, and complexity in reporting structures, which should be carefully considered. To mitigate these challenges, effective project management strategies should be implemented, including risk management, resource management, communication and collaboration, and quality control. By leveraging these strategies, project organizations can deliver successful outcomes and achieve their goals.