Project Management with Organisational Influences

In Organisation, Project Management is very well influenced by different types of Organisation Structures. The effect can be good or bad means positive or it can be negative.

Main three basic different types of Organisation structures:

1)      Functional
2)      Matrix

a.       Weak

b.      Balanced

c.       Strong

3)     Projectized

Functional: Organisation where Resources reports to their line manager or their manager and where Project Manager has little authority to the Project.

Matrix: Organisation where Project Manager has little or more authority to the Project. He share the authority with line manager or other senior Manager for scope, time, cost or any other Project elements.

Projectized: Organisation where Project Manager has full authority to the Project of Scope, time, cost or any other Project elements.

Composite: Organisation where combination of these structures are used.

1)        Functional: In this, Project Manager has little authority for the Project. All the resources reports to the Line Manager. Here, Project Manager can be just Project Expediter. Project Manager is not responsible for any performance review or other elements of the Project.

·         Performance reviews of resources and promotions are Line Manager’s responsibilities.

·         Project Manager has little or no authority. PM is just like for part time. So no career path for PM.

·         Employees has direct reporting to the Manager.

·         Employees can be gain more expertise.

2)      Matrix: In 1970 it is developed to take benefits of both Functional and Projectized. PMI defined three types of Matrixed Organisations are there: Weak, Balanced and Strong.

Ø  Weak Matrix: Here, Project resources are directly report to the Functional Manager. It’s almost same like Functional Organisation. PM’s role is like a Project Expediter or Coordinator.

Ø  Balanced Matrix: Here, Project Manager has some authority. PM share the authority with Functional Manager for Project. PM not get full authority for Project budget or other elements.

Ø  Strong: Here, same features like Projectized structure. Project Manager has full authority of Project for scope, time, cost and other elements.

·       Project objectives can be more in depth.

·       Multiple performance reviews can be there for resources.

·       Multiple bosses to manage.

3)      Projectized: Project Manager has full authority of the Project for scope, time, resources, cost or any other elements. Organisation which are mostly depends upon the Projects for earning are fall in this type. Each resource is totally focused on Project, resources are dedicated to the Project.

·         Project can be efficiently managed.

·         Project resources are effectively communicated with each other.

·         Project Manager Job can be gone once a Project is closed.

Composite: Any of the three methods are used together Organisation to manage a Project. Project Manager interacts at project’s three levels Strategic, Middle and Operational level management. After this interaction resource availability, PM’s role, authority, Project’s scope etc. decided.

What is your Organisation Structure?

Effectively manage project status meeting with client

As a Project Manager, it’s very important and key aspect that is project status meeting with client.

It’s a time to gain client’s trust and keep their interest in project with the effective presentation of healthy project status. Client can know the progress of the Project and maintain their mind positive for the output.

Some tips we can follow to accomplish it successfully as follows:

1.      Proper Project meeting plan

Always it’s handy to make a Project meeting plan before the meeting with client. Project Plan can include:

1.      Meeting Agenda

2.      Meeting’s time schedule

3.      Actual requirements for meeting

2.      Review the Project modules

Good project manager arrange a meeting with team before client meeting. Discuss with team members for each task and glance through the progress of tasks so no any surprise come during meeting with client. If different project modules are handling by different project member then its very important to integrate the code properly and test it before meeting.

3.      Prepare meeting agenda

Project manager make clear and precise meeting agenda for meeting.

Make a bullet point wise agenda to progress meeting point to point. That will help you to drive your meeting on proper road map with accurate time schedule.

4.      Time management

Key point of the meeting is sharp time. Always start meeting on right time. Try to complete meeting with in some limited time. Long meeting can make client bore and gradually decrease the interest in discussion. Better to arrange separate session for different type of meeting agenda.

5.      Always be on the track

Good project manager always try to keep himself or the client on the track. Don’t loss the focus from meeting agenda. Keep some pictorial presentation to wrap up some complex points on time. Try to explain client about main key points of the project.

Some client can share other story also in meeting. You cannot cut the client in between the talk but at least try to keep them on the track.

6.      Make note of important suggestions

Make a note for important suggestions and any required feedback of client. Its very necessary to note down each point of meeting so after meeting you can review it whole team. If possible, record the meeting with any recording tool you have available. It will be very helpful to listen it if any point missed during meeting.

7.      Clear and perfect answers

Try to give very clear and proper answer to the client whenever required. Effective communication can impress the client and keep their interest in meeting. Don’t hesitate to say No if anywhere necessary. It will show a decision power of yourself to client. If you say yes to anything initially and then say No then it can confuse the client about your decision ability.

8.      Thanks to client

Finally, at the end of the meeting thanks the client for their time and ask them about if they any doubts to share with us. This will give client a more satisfaction and interest.

Inform the client that you will be always in touch with them. If they have any query anytime they can contact you.

9.      Minutes of Meeting

After the meeting, make “Minutes of meeting” from all those points that you had note down in meeting and email the client for their reference. Try to define due date of each action in MOM to make client confident about next delivery.

10.  Be confident and positive

This is very important in any meeting with client or at any stage in your successful career to be confident and trust on yourself. Always trust on your ability and confidently communicate with anybody. Where ever you are in your life, positive trust and confident nature can carry you towards success.

“Believe you can and you’re halfway there.”

--- Theodore Roosevelt