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This presentation (with less
text and more talk) was done
for IPMA Young Crew Finland, 

as a proposal to improve

l  thei...
Table of contents

Why the h*! # would we talk about this? 
So let's get to it:  roles and responsibilities
Reporting and ...
Have you been in a meeting in which the agenda
was endless,  and you thought you could probably
contribute to one or two o...
Have you ever been involved in
projects in which you were
constantly doing tasks
on a rush and last
minute? 

 
  
 
 
 
 ...
Where,  when the project was   t 
carried out,  you thought:  ”what,  " "  ’ 
is it really like that?  Is what I did
suppo...
This one is much worse!  Have
you everfound yourself

wondering what the point of
your project is?  What are we
trying to ...
get to it!
Team

members i
Teem ‘ D This is the model
members i _ _ _

It's not particularly innovative: 

sponsors are present in a ...
‘ ‘ President

I

This is the board.  It
should be small and

agile,  to be able to
make decisions fast

The president of ...
And here is the heart
of the organization: 

the project teams. 
These are the ones
that make the actual
change
But of course,  some
activities don't have

a start and an end. 
That's why we also
have teams

associated with
functions....
Team
manager

Team ‘ A PM
members 

Team ‘

members

And Project Managers need
to be able to manage a
team,  so we can't f...
Team
members i

Team 1
members

Team
members

Team l

members

The key for all those
projects to be
successful is the
spon...
Team
members i

Team 1
members

Team
members

Team l

members

The relationship and
understanding
between Project
Managers...
Team

members ‘ pM
Sponsor
“ President

Team 1 WSDOHSW

members am And of course,  each
maaaaa,  one of the teams

need to...
Team
members i

Team ‘
members

Team
members

Team i

members

If this structure is
part of a bigger one, 
then the Presid...
Let's have a Iool/ _ at the
resporusibilitiesl
Team members

» Ge!  tiuirigs done! 

» Resporisroilities defined inside the team

v Corrirriurucote wim the res!  oi the ...
PMs or Team Managers

J . r'1 II’ II ' 9 I II It v «V v I V 9
v ‘ ‘v , v ‘ v v ‘
.  or;  y 1 I I. 
v 9 u D
.  , J
bl , 
J ...
Sponsor

J

Prepare oaslriess case.  iricluairig KP! 
Revisit busiriess case to align witri strategy (inc.  KPI)

Help rri...
President

Coordinate generation at strate€J‘/  (in board)
R

(approval or projects.  budget increases.  etc. )

(13
us

p...
Reporting?
Team ‘ ‘
members pm ‘
fiponsor /  Mother
organization

 

President
Team /  Sponsor
members eam T
manager 
Team PM  - -
mem...
‘L
3!. 

PM responsible for keeping track of information and
decisions

Communication and decision structure decided for
e...
:. a

Sponsor communicates business case,  PM

communicates plan

Regular meetings,  where PM reports (according to plan

...
- PM must communicate decisions that affect the plan

- Sponsor only decides in resources or in cancelling,  but

can reor...
Mind that the arrow goes from the PM to the sponsor.  The
PM has authority to make any decision inside the project. 

a Th...
£1.
‘E

The board meets periodically
Sponsors keep the board informed (strategic level)

President keeps the board informe...
2.

2/

- President communicates to mother organization the

plan and any changes and/ or decisions

- President will have...
Wmio-up
Team "‘ 1

members ‘ p| /T  PRY
%OnSOr /  board

President

J The most important
T€0m Sponsor part to take
members eam  ho...
9 Awayofworking 9 Hierarchical

more efficiently (decisions come from
9 A way of making sure P0”) 95195)
we're doing the ri...
Some rules

Sponsors are not team members!  No tasks in the )/ BS! 

So many meetings are only useful if you're prepared: ...
Sponsors and Project Managers - An organizational structure proposal
Sponsors and Project Managers - An organizational structure proposal
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Sponsors and Project Managers - An organizational structure proposal

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This presentation was carried out for the board of IPMA Young Crew Finland, as a proposal (agreed with some of the current board members) on how to structure further activity in 2015, and to allow space for the organisation's growth in the upcoming years.

Enjoy!

Published in: Business
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Sponsors and Project Managers - An organizational structure proposal

  1. 1. This presentation (with less text and more talk) was done for IPMA Young Crew Finland, as a proposal to improve l their internal structure and i Young Crewflflmm’ communication. Daniel Colludo-RU” . . The different ideas come from the experience from the IPMA Young Crew Management Board expressed by Dr. Daniel Collado—Ruiz, multiple references, and further discussion for the fitting in IPMA Young Crew Finland.
  2. 2. Table of contents Why the h*! # would we talk about this? So let's get to it: roles and responsibilities Reporting and decisions Wrap—up QEA
  3. 3. Have you been in a meeting in which the agenda was endless, and you thought you could probably contribute to one or two of the agenda points?
  4. 4. Have you ever been involved in projects in which you were constantly doing tasks on a rush and last minute? Or that the tasks that you were i expected to do were changing every now and then? Or even worse. ..
  5. 5. Where, when the project was t carried out, you thought: ”what, " " ’ is it really like that? Is what I did supposed to fit there? ” What? ! And that's not the worst question you might ask yourself. ..
  6. 6. This one is much worse! Have you everfound yourself wondering what the point of your project is? What are we trying to achieve? When are you more or less successful?
  7. 7. get to it!
  8. 8. Team members i Teem ‘ D This is the model members i _ _ _ It's not particularly innovative: sponsors are present in a lot of professional organizations Tedm L But let's tackle it members C one step at a time members ‘ D D members
  9. 9. ‘ ‘ President I This is the board. It should be small and agile, to be able to make decisions fast The president of the board is in charge of coordinating their activities
  10. 10. And here is the heart of the organization: the project teams. These are the ones that make the actual change
  11. 11. But of course, some activities don't have a start and an end. That's why we also have teams associated with functions. Let's imagine them as departments
  12. 12. Team manager Team ‘ A PM members Team ‘ members And Project Managers need to be able to manage a team, so we can't fo the team m ers. k ‘ President ‘ As a matter of fact, in voluntary associations I alwa ecommend that no proj , however small, has less than two pe allocated ' . Team PM A You want to have manager someone to call ‘ ‘ ‘ Team in case ‘ members Of trouble
  13. 13. Team members i Team 1 members Team members Team l members The key for all those projects to be successful is the sponsors. They're part of the board, and make sure projects are aligned with the strategy. A Team members
  14. 14. Team members i Team 1 members Team members Team l members The relationship and understanding between Project Managers and sponsors is key for the organizations wellbeing. They should meet periodically to discuss the project A Team members
  15. 15. Team members ‘ pM Sponsor “ President Team 1 WSDOHSW members am And of course, each maaaaa, one of the teams need to meet fl periodically, either to PM Team run the project, or to members Team P PM coordinate the ‘Amanager 1 strategy. TEGTTT 4 Team member5 members
  16. 16. Team members i Team ‘ members Team members Team i members If this structure is part of a bigger one, then the President is responsible for coordinating the strategy with the mother organization. A Team members
  17. 17. Let's have a Iool/ _ at the resporusibilitiesl
  18. 18. Team members » Ge! tiuirigs done! » Resporisroilities defined inside the team v Corrirriurucote wim the res! oi the Ieorn » Keep PM iniorrned on the project » 'rlrJve iun!
  19. 19. PMs or Team Managers J . r'1 II’ II ' 9 I II It v «V v I V 9 v ‘ ‘v , v ‘ v v ‘ . or; y 1 I I. v 9 u D . , J bl , J . I‘ r 9! or v 9 0 0 ti: 7 I , . n y o o 5 0 , I A, , . V. 7' :9!’ I IV ‘ 1 ; , a 1 J . ,. 1 v I . ' I It or 1 ll '9 I V. v ~ I 1 I it ‘ ‘ r I’ V 9! I r c r I I I 07 I J 9‘. v o ' ' ' J I ' J I ll‘ 7 I ' I I I Irv J " . . . n
  20. 20. Sponsor J Prepare oaslriess case. iricluairig KP! Revisit busiriess case to align witri strategy (inc. KPI) Help rriariage proalerris witri resources (rriore budget. rriore people. etc. ) or key boards) Keep 'ooarc| iriiorrriecl at strategic level Cari cancel project it resources clori't iollow Have iuri? Learn and lead!
  21. 21. President Coordinate generation at strate€J‘/ (in board) R (approval or projects. budget increases. etc. ) (13 us porisible ior 0 Reports t Can nave a representative role (e. g. ivitn nosts) Enjoy, learn and definitely lead!
  22. 22. Reporting?
  23. 23. Team ‘ ‘ members pm ‘ fiponsor / Mother organization President Team / Sponsor members eam T manager Team PM - - members Team PM manager Team Team member5 members
  24. 24. ‘L 3!. PM responsible for keeping track of information and decisions Communication and decision structure decided for each project PM is expected to be a coach for team members
  25. 25. :. a Sponsor communicates business case, PM communicates plan Regular meetings, where PM reports (according to plan and by exception)
  26. 26. - PM must communicate decisions that affect the plan - Sponsor only decides in resources or in cancelling, but can reorient the PM for strategic alignment - Sponsor is expected to be a coach for PMs
  27. 27. Mind that the arrow goes from the PM to the sponsor. The PM has authority to make any decision inside the project. a The sponsor decides on aspects that impact the strategy. The key is to periodically have discussions, in which one part focuses on the bigger picture and the strategy, and the other one focuses on the activities and plan.
  28. 28. £1. ‘E The board meets periodically Sponsors keep the board informed (strategic level) President keeps the board informed about PRY changes Decisions are agreed (if tied, President rules)
  29. 29. 2. 2/ - President communicates to mother organization the plan and any changes and/ or decisions - President will have a proactive role in knowing what other activities are happening in the mother organization
  30. 30. Wmio-up
  31. 31. Team "‘ 1 members ‘ p| /T PRY %OnSOr / board President J The most important T€0m Sponsor part to take members eam home of this presentation is to maaaa understand the relationship between the sponsor (the ‘t person who thinks mainly Team er Team PM about the business plan) and members ‘ ’ , PM the Project Manager (the person who m0FlOg€l '1 thinks mainly about T the project plan) Team 4 it Team members members
  32. 32. 9 Awayofworking 9 Hierarchical more efficiently (decisions come from 9 A way of making sure P0”) 95195) we're doing the right 9 Bureaucracy (the things point of a plan is 9 A Way of giving never the document) structure, to grow faster
  33. 33. Some rules Sponsors are not team members! No tasks in the )/ BS! So many meetings are only useful if you're prepared: 9 All meetings should have an agenda in advance, a meeting without agenda on time should be cancelled 9 Meetings should only have the right people 9 If it's half an hour, it's half an hour and not more 9 Decisions taken are not revisited unless there's a change 9 Make them fun! Information flows all ways: generate information not text

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