Forms of Project Organization from Gautam Chopra
Project management plays a significant role in the success of every organization. It ensures that the project is on track, aids in efficient management of resources, and also keeps the stakeholders know what is happening in the project.
In this blog, we will look at three different project organizational structures: functional, matrix, and process. We shall also go over some of the pros and cons of each type, as well as some best practices that can help you decide which one works best for your team.
What is Project Management Structures, and Why is it Important?
Project management is the process of planning, organizing, executing, and controlling a project. There are many different types of project management structures that you can choose from depending on the structure of the project you are running or the specific needs of your business.
1. Waterfall Modeling
The most common type of project organizational structure is called Waterfall Modeling or Waterfall Methodology [also known as sequential or traditional methodology]. The waterfall is a widely used project management structure that organizes work into phases.
Each phase has its own set of tasks, which must be completed before moving on to the next step. Waterfall projects typically have a long-term timeline, so they're good for large-scale initiatives that take time to complete.
2. Agile Modeling
Another popular model is called Agile Modeling or Agile Methodology [also known as "iterative" or "incremental"]. The agile method is based on smaller chunks of work completed in parallel rather than consecutively. This helps speed up delivery time by breaking down large projects into smaller ones with smaller timelines.
This means that Agile projects have shorter timeframes and more frequent milestones along the way, and they can be great for smaller projects or when there's limited time or funding available.
Types of Project Management Structure
The three primary types of project management structures are functional, matrix, and projectized.
1. Functional Organization Structure
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Functional organization is a Project Management Structure that focuses on specialization and departmentalization to achieve efficiency and effectiveness. This structure is usually used in organizations with a flat hierarchy, where the project team is formed of different units or departments.
The benefit of this [PMO] project organizational structure is that it allows more specialized employees to contribute to a project without going through layers of management. The disadvantage is that it may be difficult for the project manager to keep track of everything happening within the team since each employee will have their responsibilities and deadlines.
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2. Projectized Organization Structure
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Projectized organizations are those that have a structure that is designed to create and deliver projects rather than complete long-term goals. In this way, it is similar to an ad hoc organization in that it is temporary and focused on a specific task or set of functions.
The advantage of a projectized organization is that it can be very flexible in terms of how it organizes its resources, which helps to ensure that the most appropriate people are assigned to each task at hand. This can be especially beneficial when the scope of a project changes significantly over time.
However, it may not be able to effectively manage large projects if there isn't enough time spent planning ahead of time.
3. Matrix Organization Structure
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Matrix organizations are one of the most flexible project management structures available. It can be more responsive than other types of project management structures because it allows teams to quickly shift their focus when necessary. It is also less costly than other types of project management structures. Besides, they allow for greater employee involvement in decision-making processes, resulting in better-quality decisions and higher employee satisfaction.
However, Matrix organizations may be less efficient than other structures because they require more communication between teams and management. They may also be demanding for new employees to understand.
Features of Project Organization Structure
Many features make up a good project organization structure, but the four main features are-
1. Flat Management Structure
A flat management structure means everyone is responsible for their work and reports directly to the higher-ups. In some cases, this can lead to accountability and transparency concerns. Therefore, we recommend creating a project organization structure as part of your process.
When you have a flat management structure, it's vital that everyone understands what their role is within the company and how they fit into the bigger picture. Having a clear idea of what each person needs to do will help them feel more empowered and motivated about their work.
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2. Clear Communication Guidelines And Procedures
A project organization structure helps get clear communication guidelines and procedures because it is used to communicate the roles and responsibilities of each team member. It also contains information about reporting relationships, forms, templates, and checklists required for various processes.
3. Comprehensive Planning
A project organization structure is an integral part of comprehensive planning because it helps ensure everyone involved in the project understands their role. It can be used to show how different departments or teams will work together on a given project, and where each department or team falls in a hierarchy. This can help to ensure that everyone knows who they should report to if they have any questions or concerns about their role.
How to Make a Project Organizational Chart?
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If you need to make an organizational project chart, you have come to the right place. Here we will show you how to create an organizational project chart and help you understand it.
1. Identify Personnel
Before making an organizational project chart, you must list all the personnel involved. This includes everyone from those who will be building the project to those who will be managing it and even those who are providing support services.
2. Create Senior Management Team
Once you have identified all the personnel involved in your project, create a senior management team that will oversee each area of expertise [marketing, design, etc.]. These people should be skilled leaders with significant years of experience in their respective fields. You can also include them on your project organizational chart if they are not directly related to your department.
3. Assign Project Coordinators
The next step is to assign people who will act as coordinators for each department. They should be knowledgeable about what goes on within each department but not necessarily skilled at carrying out tasks themselves.
4. Note Stakeholders
A stakeholder is a person or group with a vested interest in a project, whether directly involved or not. These people have something to gain from the project's success or loss because of its failure. For example, if you're planning a fundraising event for your local dog shelter, the stakeholders include everyone who benefits from the event's success: donors, volunteers, shelter staff and volunteers, and even potential adopters of dogs from the shelter.
5. Identify Training Requirements
Once you've identified all the stakeholders and their interests in your project, you'll need to identify any training requirements for each group. This includes identifying what training each group will need and how long they'll take to complete training. Keep in mind that some groups may need more time than others; this could be due to their schedule or other factors like language barriers.
6. Create Project Organization Chart
Once training requirements are identified for each stakeholder group, it's time to create a project organization chart for your project team members and their responsibilities within the project organization structure.
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Points to Consider When Making a Project Organizational Chart
Here are seven points to consider if you're working on an organizational project chart-
- Make sure you're using the right kind of chart for your needs.
- Consider the level of detail and granularity needed in your chart.
- Identify and label the data sources used in your chart.
- Ensure you have all the information and expertise needed to create a quality chart.
- Work with an expert who can help you craft a compelling project organizational structure.
- Use visual cues to help readers follow the flow of information through your organization.
- Ensure everyone involved in creating or using your project's organizational structure understands it.
Best Practices When Picking a Structure and Making a Chart
Choosing an appropriate chart structure can be daunting. But here are a few best practices that can ease the process.
1. Structure
Keep in mind that the structure you choose will determine the effect of your chart. Simple structures are easier to read, while more complex designs can be visually appealing.
2. Color Palette
Make sure you pick colors that are easy to read and contrast with one another so viewers can easily distinguish them at a glance.
3. Typeface
Choose a font that is easy to read and readable across platforms [for example, one that is available on mobile devices].
4. Size
Large fonts make data easier to see, but smaller fonts may convey more information per unit area of space on the page or screen where the data is displayed [called "data density"].
5. Layout
The layout helps people understand the relationships among different parts of a chart by showing what goes with what. For example, connecting lines that represent other things with different shapes such as circles or squares at each end of those lines; putting related text labels next to their corresponding bars or columns, and so forth].
Project Management Organizational Structure Examples
Following is the work breakdown structure examples of project management org structures:
1. Functional Organizational Structure
It focuses on the specific functions that need to be completed by each employee. For example, an employee who works in accounting may have multiple tasks within their job description, like processing payables and receivables. Functional organizations are suitable for companies with several employees who have similar roles and responsibilities.
2. Matrix Organizational Structure
A matrix organizational structure is a type of organizational structure in which two or more organizational units share a common goal but have different responsibilities. The administrative units in a matrix structure may be departments or projects with other reporting structures.