Podcast
Questions and Answers
Which of the following is NOT a component typically analyzed within the formal organization frames of companies?
Which of the following is NOT a component typically analyzed within the formal organization frames of companies?
- Human Resources
- Technological (correct)
- Structural
- Political
A 'Joint Venture' is considered a type of legal structure for companies.
A 'Joint Venture' is considered a type of legal structure for companies.
True (A)
When beginning a company, what are the two primary concerns confronting the person?
When beginning a company, what are the two primary concerns confronting the person?
- Technological infrastructure and human resources
- Financial and structural organization
- Marketing and sales strategy
- Management (Admin.) and legal organization (correct)
In the context of management (admin.) structure concerns, what is one key aspect related to the areas and levels of organizations?
In the context of management (admin.) structure concerns, what is one key aspect related to the areas and levels of organizations?
Match the organizational frame with its primary focus:
Match the organizational frame with its primary focus:
Which organizational structure is characterized by grouping staff based on their specific skills and knowledge?
Which organizational structure is characterized by grouping staff based on their specific skills and knowledge?
In a functional organization, team members typically report directly to the project manager, not to their respective department heads.
In a functional organization, team members typically report directly to the project manager, not to their respective department heads.
What is a primary disadvantage of a functional organization?
What is a primary disadvantage of a functional organization?
In a functional organization, conflicts may arise across which specific areas?
In a functional organization, conflicts may arise across which specific areas?
One of the pros to using a functional organization is that it encourages ______________.
One of the pros to using a functional organization is that it encourages ______________.
Which organizational type is described as the 'opposite' of a functional organization?
Which organizational type is described as the 'opposite' of a functional organization?
In projectized organizations, the project manager typically has less authority compared to functional organizations.
In projectized organizations, the project manager typically has less authority compared to functional organizations.
Which of the following is an advantage of project organizations?
Which of the following is an advantage of project organizations?
A disadvantage of using project organizations is that there is a lack of good ____________ information among project.
A disadvantage of using project organizations is that there is a lack of good ____________ information among project.
What is a typical example of an organization that might use a project-based structure?
What is a typical example of an organization that might use a project-based structure?
Match the organizational structure with its description:
Match the organizational structure with its description:
Matrix organizations combine elements of both functional and projectized structures.
Matrix organizations combine elements of both functional and projectized structures.
Who typically has more authority to acquire and manage resources within each department in a matrix organization?
Who typically has more authority to acquire and manage resources within each department in a matrix organization?
What is an advantage from using matrix organizations?
What is an advantage from using matrix organizations?
In matrix development, what type of channels must exist for making commitments?
In matrix development, what type of channels must exist for making commitments?
In a strong matrix organization, how are individuals from functional departments assigned to projects?
In a strong matrix organization, how are individuals from functional departments assigned to projects?
In a _______________ matrix organization, functional departments assign resource capacity rather than people to the project.
In a _______________ matrix organization, functional departments assign resource capacity rather than people to the project.
In a balanced matrix organization, functional departments assign both people and resource capacity to the project.
In a balanced matrix organization, functional departments assign both people and resource capacity to the project.
In which type of matrix organization are functional departments assigned full time to the project?
In which type of matrix organization are functional departments assigned full time to the project?
In which matrix type is the project manager's authority the lowest?
In which matrix type is the project manager's authority the lowest?
Fill in the blank: In order, what are common titles for Project Manager's Role in Functional organization, Weak Matrix, Balanced Matrix, and Strong Matrix?
Fill in the blank: In order, what are common titles for Project Manager's Role in Functional organization, Weak Matrix, Balanced Matrix, and Strong Matrix?
Project Managers never have administrative staff on projects.
Project Managers never have administrative staff on projects.
What are common elements of project management jobs?
What are common elements of project management jobs?
Match the 'Effective Project Manager' characteristic with the 'not effective project manager' counterpart.
Match the 'Effective Project Manager' characteristic with the 'not effective project manager' counterpart.
Effective project managers are known to:
Effective project managers are known to:
What is a common trait among ineffective project managers?
What is a common trait among ineffective project managers?
Effective project managers are poor motivators.
Effective project managers are poor motivators.
A sign of an ineffective project managers is if they ______ ________ ________.
A sign of an ineffective project managers is if they ______ ________ ________.
What is one of the common duties of a project manager?
What is one of the common duties of a project manager?
Project managers will ____ initial PM processes.
Project managers will ____ initial PM processes.
Flashcards
Structural Frame
Structural Frame
Focuses on roles, responsibilities, coordination, and control within an organization.
Human Resources Frame
Human Resources Frame
Focuses on providing harmony between the organization's needs and the needs of its people.
Political Frame
Political Frame
Assumes organizations are composed of diverse individuals and interest groups, with conflict and power as key issues.
Symbolic Frame
Symbolic Frame
Focuses on symbols and meanings related to events within the organization, emphasizing culture.
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Functional Organization
Functional Organization
An organizational structure where staff are grouped by specialty.
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Pros of Functional Organization
Pros of Functional Organization
Authority is clearly defined, eliminates duplication, encourages specialization, and provides clear career paths.
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Cons of Functional Organization
Cons of Functional Organization
Can lack customer orientation, create longer decision cycles, and lead to conflicts across functional areas.
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Projectized Organization
Projectized Organization
An organizational structure where staff are grouped according to project.
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Pros of Project Organization
Pros of Project Organization
Involves unity of command, effective inter-project communication, and clear responsibility.
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Cons of Project Organization
Cons of Project Organization
Involves career path limitations, duplication of facilities, and inefficient use of specialists.
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Matrix Organization
Matrix Organization
Combines elements of both functional and projectized organizations.
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Pros of Matrix Organization
Pros of Matrix Organization
Project integration across functional lines and efficient use of resources.
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Cons of Matrix Organization
Cons of Matrix Organization
Personnel may report to two bosses, and can lead to complexity.
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Strong Matrix
Strong Matrix
When individuals from functional departments are assigned full time to the project.
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Weak Matrix
Weak Matrix
When departments assign resource capacity, rather than people, to the project.
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Balanced Matrix
Balanced Matrix
When departments assign both people and resource capacity to the project.
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Project
Project
A temporary endeavor to create a unique product, service, or result.
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Project Integration
Project Integration
Ensuring all project elements fit together.
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Loyalty Improvement in matrix development
Loyalty Improvement in matrix development
Loyalty increases as participants focus entirely on project work.
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Strong Matrix
Strong Matrix
Full-time involvement on a project.
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Horizontal/Vertical Channels
Horizontal/Vertical Channels
Channels for commitments should exist horizontally AND vertically.
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Project Management Basics
Project Management Basics
Planning, Stakeholder Identification, Risk Management.
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Project Job Functions
Project Job Functions
Defining scope, evaluating risks, managing change.
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Ineffective PM traits
Ineffective PM traits
Examples: Setting a bad precedent and lacking expertise.
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Effective PM traits
Effective PM traits
Technical Skill, Communication, Vision.
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Lecture 3: Organizational Structures
- Lecture focuses on analyzing companies' organization frames and various types of legal structures.
- The administrative organization and the legal organization are concerns when starting a company.
Types of Organizations
- Several concerns confront the person who would like to constitute a company.
- Management and legal organizations are two concerns.
Analyzing Company Structures
- Companies formal organization frames comprise structural, human resources, political, and symbolic elements.
- Companies various types of legal structures include Proprietorship, Partnership, Corporation, and Joint Venture.
Management Organization
- Management structure concerns the areas and levels of organization's responsibilities (Hierarchy).
- It also concerns how members of the organization communicate to each other.
Organizations - Frames
- The Structural frame focuses on roles and responsibilities, coordination and control and is defined by organization charts.
- The Human Resources frame focuses on providing harmony between needs of the organization and needs of people.
- The Political frame assumes organizations are composed of varied individuals and interest groups, where conflict and power are key issues.
- The Symbolic frame focuses on symbols and meanings related to events, indicating that culture is important.
Organizational Structures
- Includes Functional, Project, and Matrix Structures.
- Functional organizations focus on engineering, marketing, design, etc.
- Project based organizations focus on Project A, Project B, and income from projects.
- Matrix combines functional and project based approaches.
- Program Management Models, feature shorter cycles, need for rapid development process, used in matrix organizations.
Functional Organization
- Groups staff by specialty.
- Each department has representatives on the project team and work together towards the project's goals.
- Team members report to their respective department heads.
- The project manager works across boundaries in gaining authority and resources during the project.
Functional Organization - Pros
- Has a clear definition of authority, eliminates duplication, encourages specialization, and provides clear career paths.
- Each member of staff has one boss and allows for good technology transfer in projects, plus stability, security, and morale.
Functional Organization - Cons
- Can lack customer orientation because of "Walls."
- "Silos" create longer decision cycles and conflicts may arise across functional areas.
- Project leaders have little power, and there is poor horizontal communication.
- Discipline is not program-oriented, resulting in a slower workforce.
Functional Manager Scene
- FM vs Training Representative.
- FM vs Roles.
- FM vs Job Limits.
Project Manager Scene
- PM vs. hiring an extra engineer.
- PM vs. changes in project plans.
- PM vs. request outside personnel job.
- PM vs. erasers (more than $5).
Projectized Organization
- The opposite of the functional organization structure.
- Staff is grouped according to the project, with each team containing specialists necessary to complete the project scope.
- The project manager has more authority and can direct resources for the project.
Project Organization - Pros
- Unity of command and effective inter-project communication.
- Each member of staff has one clear boss, offering good project schedule and cost control.
- Single point of customer contact and a training ground for general management.
- Construction and university research centers are examples.
Project Organization - Cons
- Duplication of facilities and career path issues.
- The organization structure has Inefficient use of specialists and Uncertain technical direction.
- Insecurity regarding future job assignments and poor crossfeed info among projects can occur.
Matrix Organization
- Combines elements of both functional and projectized organizations.
- Staff is arranged by functional departments.
- The project manager usually has his/her own supporting resources and more authority to acquire and manage resources from within each department.
- This type of organization provides the most support for projects.
Matrix Organization - Pros
- Project integration across functional lines, more efficient use of resources.
- Functional teams are retained.
Matrix Organization - Cons
- Two bosses for personnel and complexity issues.
- Each member of staff may have TWO or more Bosses.
- Resource & priority conflicts.
Matrix Development
- This develops loyalty increase, where participants spend full time on the project.
- Horizontal and vertical channels must exist for making commitments.
- Need Quick and effective conflict resolution and Good communication channels and free access between managers.
- All managers have planning process inputs and negotiate resources (horizontally and vertically).
Matrix Structure Types
- Strong Matrix: individuals from functional departments are assigned full time to the project.
- Weak Matrix: functional departments assign resource capacity rather than people to the project.
- Balanced Matrix: functional departments assign both people and resource capacity to the project.
Organizational Structure Influences on Projects
- Functional: Project Manager's Authority is little to none.
- Weak Matrix: Project Manager's Authority is limited.
- Balanced Matrix: Project Manager's Authority is low to moderate.
- Strong Matrix: Project Manager's Authority is moderate to high.
- Projectized: Project Manager's Authority is high to almost total.
- Functional: Organization's Personnel Assigned Full-time to Project Work virtually none.
- Weak Matrix: Organization's Personnel Assigned Full-time to Project Work is 0-25%.
- Balanced Matrix: Organization's Personnel Assigned Full-time to Project Work is 15-60%.
- Strong Matrix: Organization's Personnel Assigned Full-time to Project Work is 50-95%.
- Projectized: Organization's Personnel Assigned Full-time to Project Work is 85-100%.
- Functional Manager's Role: Project Coordinator/ Project Leader part-time.
- Weak Matrix: Project Coordinator/ Project Leader is part-time.
- Balanced Matrix: Project Manager/ Project Officer is full-time.
- Strong Matrix: Project Manager/ Program Manager role is full time.
- Projectized: Project Manager/ Program Manager role is full-time.
- Project Management Administrative Staff can be Part-time or Full-time in each type of structure.
Project Management Job Functions
- Define scope of a project.
- Identify stakeholders, decision-makers, and escalation procedures.
- Develop detailed task list (WBS) and estimate time needs.
- Develop initial PM process.
- Identify required resources and budget.
- Evaluate project needs.
- Identify and evaluate risks and prepare a contingency plan.
- Identify interdependencies.
- Identify and track critical milestones and participate in project phase reviews.
- Secure needed resources.
- Manage the change control process and report project status.
Project Manager Characteristics
- Effective Project Managers lead by example, are visionaries, technically competent, and decisive.
- Effective Project Managers are good communicators and motivators, stand up to management when necessary, support team members, and encourage new ideas.
- Ineffective Project Managers set bad examples, are not self-assured, and lack technical expertise.
- Ineffective Project Managers have poor communication and motivation skills.
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