Project Formation

In the initial stage of the project life cycle, most of the conflict centers around the inherent confusion of setting up a project in the environment of matrix management. Almost nothing about the project or its governance has been decided. Even the project's technical objectives, not clearly defined or established, are apt to be understood only in the most general sense. Moving from this state of semi-chaos to the relatively ordered world of the buildup stage is difficult. To make this transition, four fundamental issues must be handled, although not necessarily in the order presented here.

First, the technical objectives of the project must be specified to a degree that will allow the detailed planning of the buildup stage to be accomplished. Second, commitment of resources to the project must be forthcoming from senior management and from functional managers. Third, the priority of the project, relative to the priorities of the parent organization's other projects, must be set and communicated. (Our comments about priorities at the end of Section 6.2 notwithstanding, we feel the project's priority must be set as early as possible in the life of the project. While it will probably not save the project from delay in the event of a mandate, it stands as an important political signal to functional managers about which projects take precedence in case of resource conflicts.) Fourth, the organizational structure of the project must be established to an extent sufficient for the WBS and a linear responsibility chart, or its equivalent, to be prepared during the next stage of the life cycle.

These conditions are not sufficient, but they are most certainly necessary if the conflicts typical of the formation stage are to be resolved—at least at a reasonable level—and not simply carried forward to the buildup stage in an exacerbated state.

The project manager who practices conflict avoidance in this stage is inviting disaster in the next. The four fundamental issues above underlie such critical but down-to-earth matters as these: Which of the functional areas will be needed to accomplish project tasks? What will be the required level of involvement of each of the functional areas? How will conflicts over resources/facility usage between this and other projects be settled? What about those resource/facility conflicts between the project and the routine work of the functions? W/to has the authority to decide the technical, scheduling, personnel, and cost questions that will arise? Most important, how will changes in the parent organization's priorities be communicated to everyone involved?

Note that three of the four fundamental issues—delimiting the technical objectives, getting management commitment, and setting the project's relative priority— must be resolved irrespective of what organizational form is selected for the project. It should also be noted that the organizational structure selected will have a major impact on the ways in which the conflicts are handled. The stronger the matrix, having the pure project as its limit, the more authoritative the role played by the PM. The weaker the matrix, having functional organization as its limit, the more authority is embedded in the functional managers. Lack of clarity about the relative power/influence/authority of the PM and the functional managers is a major component of all conflicts involving technical decisions, resource allocation, and scheduling.

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