Rules and Hierarchical Charts: Ground Rules, Team Charter, and Organizational Structures

PMBOK v8 Definition

Ground rules are expectations regarding acceptable behavior by project team members, defined in the team charter to set expected behavior for project team members and other stakeholders with regard to stakeholder engagement. Hierarchical charts are a traditional organizational chart structure that can be used to show positions and relationships in a graphical, top-down format, including the work breakdown structure (WBS) and project organization charts.

These concepts belong to the Resource Management Knowledge Area, specifically within the processes of developing the project team and planning resource management.

Why It Matters for the Exam

Ground rules and hierarchical charts appear frequently in PMI exam questions testing your understanding of team development and organizational planning. Expect scenario-based questions where you must identify which document contains behavioral expectations (team charter with ground rules) versus which tool shows reporting structures (hierarchical charts). Traps often confuse the team charter's ground rules with other project documents or confuse hierarchical charts with other chart types like matrix diagrams.

Key Points to Remember (for the exam)

• Main Document: Team charter – contains ground rules (behavioral expectations)
• Ground Rules Purpose: Set acceptable behavior for team members AND stakeholders regarding stakeholder engagement
• Responsibility: ALL project team members share responsibility for ensuring ground rules are followed
• Team Charter Development: Works best when the team develops it or contributes to it
• Hierarchical Charts Types: Work breakdown structure (WBS) and project organization charts
• Organization Chart Detail: Can be formal/informal, highly detailed/broadly framed based on project needs (e.g., 3,000-person team needs more detail than 20-person team)
• Periodic Review: Team charter can be reviewed and updated periodically for continued understanding and to orient new team members

Typical PMI Exam Example

A project manager is forming a new team of 15 members from different departments. During the kickoff meeting, team members disagree on meeting etiquette and communication frequency. What should the project manager do FIRST?

Answer: Facilitate the team in developing a team charter that includes ground rules addressing meeting guidelines and communication expectations.

PMI Exam Traps

• Trap: Confusing ground rules with project constraints or assumptions

• Reality: Ground rules are behavioral expectations in the team charter; constraints are limitations documented in the project charter or assumptions log

• Trap: Thinking the project manager alone defines ground rules

• Reality: The team charter works best when the team develops it or contributes to it; all team members share responsibility

• Trap: Confusing hierarchical charts (organizational charts, WBS) with other charts like influence diagrams

• Reality: Hierarchical charts show positions/relationships top-down; influence diagrams show causal influences and decision-making under uncertainty

• Trap: Assuming ground rules apply only to team members, not stakeholders

• Reality: Ground rules set expected behavior for team members AND other stakeholders regarding stakeholder engagement

Important PMI Connections

Quick Review Questions

1. Which document contains ground rules, and who is responsible for ensuring they are followed?

2. A project has 3,000 team members. Should the project organization chart be highly detailed or broadly framed?

3. What is the difference between a hierarchical chart and an influence diagram?

4. When should the team charter be reviewed and updated?

5. What happens if ground rules are established without team input?

PMBOK v8 Reference

Section 2.4.3 – Ground Rules and Hierarchical Charts (Resource Management Knowledge Area)

This article is optimized for PMI exam preparation based exclusively on PMBOK v8 content.