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Why we need defined roles and responsibilities

Project roles and responsibilities

One of the simplest preventions of project failure is knowing exactly what each team members roles and responsibilities are. This is surprisingly overlooked!

While most organizations have a project manager, a project board, a project support office, team managers and product owners, I ask how clear are the roles and responsibilities of these individuals and where have you got this information documented?

How defined roles and responsibilities aid project success

Once each project team member is aware of their responsibilities they will have the confidence and clarity to work with purpose and efficiency. Until an individual knows their responsibilities, they are fighting a losing battle. How do they know what is going to add value to the project? How do they know that somebody else isn’t doubling up on any particular task? How do they know that no task is being overlooked? Without a clear team structure (containing full roles and responsibilities) then project failure is imminent and wasted resources will be one of the first signs of this.

The importance of documented roles and responsibilities

These roles and responsibilities need to be documented. Project teams cannot operate on a “my word vs your word” basis. While there may be great trust among your team, we have to remember that all of the projects' team members fill roles, not jobs. Should one individual leave the team and a new individual fills that role, it is far easier to bring them up to speed when there is a document containing the details of the role. Additionally, streamlining of teams and communication streams is far easier when details about who needs what information and when, is documented for all to reference back to. When roles and responsibilities are formally documented, efficiency is achieved much easier, more quickly and on a greater scale.

Where to find roles and responsibilities

Unsure of what a successful team structure looks like? Well the truth of the matter is that they come in all shapes and sizes depending on your team, organization, project and even industry. While no singular team structure fits all, it is of paramount importance to have whatever structure and R&Rs you deem appropriate documented. There are lots of principles that apply to all projects, but having defined roles and responsibilities has to be one of the most overlooked; together, let’s make sure this changes!

If you are looking to understand how to structure your team, why not join me on my next project management training course? We can run through question and answer regarding the fundamentals of project teams and discuss how to tailor and adapt a project management method for you. 

Call;    01202 736 373 

email: sales@spoce.com

Much of what I have discussed here is aligned with PRINCE2® project management and APM.

Click to take a look at PRINCE2 courses

Click to take a look at APM courses

About Harley

Having worked in the industry since 2016, Harley’s experience is vast and knowledge of project management methods is of an elite standard. He has covered a wide variety of roles in a plethora of projects and has worked with some incredible project professionals over the years; there is seldom a scenario that Harley has not encountered.

Residing in Poole, Dorset Harley has specialized in maritime projects and programmes in and around the stunning natural harbour. From project managing major yachting events, to advising on risk management approaches, the natural elements have thrown endless challenges into projects where Harley has strategically extracted the best outcomes from each scenario. These tales make up some of Harley’s most interesting  examples used when delivering his training of which attendees enjoy.

SPOCE is proud to have industry leading pass rates for delegates in the PRINCE2® and APM methods which Harley has played a vital part in achieving. Starting his training career in 2019, he would run sessions such as “what makes the perfect business case?” and the much loved “PRINCE2 Practitioner exam workshops”.