Team Processes Management: Facilitating and Mentoring the Project Team
PMBOK v8 Definition
A project management team performs various functions such as facilitating and mentoring the project team and managing the processes to deliver intended outcomes. The project management team is essential for guiding the assigned team to achieve goals and deliver value to the organization and customers while considering flexibility, adaptability, and tailoring. Depending on the organization’s policies and processes, it is suggested that the project management team is involved from project initiation through closing and, in some cases, in post-project benefit analysis.
Why It Matters for the Exam
Team Processes Management appears frequently in PMI exam questions about the Executing Process Group and the Project Resource Management Knowledge Area. You will encounter this concept in situational questions where the project manager must decide how to lead, facilitate, or mentor the team to maintain momentum, optimize resources, and meet milestones. Questions often test your understanding of the project management team's role versus the project team's role.
Key Points to Remember (for the exam)
- Primary Functions: Facilitating and mentoring the project team + managing processes to deliver intended outcomes
- Project Lifecycle Involvement: From project initiation through closing, and sometimes post-project benefit analysis
- Pre-Initiation Activities: May include evaluation and feasibility analysis, consulting with executives and business unit leaders on strategic objectives, organizational performance, and customer needs
- Prioritization Approach: Manage needs and tasks effectively, prioritizing items that are most urgent and important, allocating attention accordingly
- Catalyst Role: The project management team’s presence catalyzes progress and efficiency, maintaining project momentum through strategic oversight, effective communication, and resource management
- Authority Boundaries: Executive roles address issues or remove obstacles that are beyond the project management team’s authority
- Knowledge Alignment: Directing and managing execution provides a way to align the knowledge and skills of all team members toward the project objectives
Typical PMI Exam Example
You are the project manager for a software development project. During execution, a critical team member is struggling with a new technology. The project sponsor asks you to reassign the work. According to PMBOK v8, what should you do first?
Answer: Facilitate and mentor the team member, managing the process to deliver intended outcomes while prioritizing urgent and important tasks.
PMI Exam Traps
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Trap: Thinking the project management team only works during execution
- Reality: Involvement is suggested from initiation through closing, and may include pre-initiation feasibility analysis and post-project benefit analysis
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Trap: Confusing the project management team with the project team
- Reality: The project management team facilitates and mentors; the project team performs the work. Both structures may consist of a single project manager or multiple individuals
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Trap: Believing the project management team has unlimited authority to remove obstacles
- Reality: Executive roles address issues beyond the project management team’s authority; the PM team focuses on what is within their power
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Trap: Assuming all project tasks have equal priority
- Reality: The project management team prioritizes items that are most urgent and important, allocating attention accordingly
Important PMI Connections
| Related Concept | Relationship Type | Exam Attention Point |
|---|---|---|
| Direct and Manage Project Work | Process executed by PM team | This process includes executing planned activities to complete deliverables; the PM team leads and performs this work |
| Project Resource Management | Knowledge Area containing team processes | PM team manages team resources, facilitates, and mentors to achieve objectives |
| Project Sponsor / Executive Roles | Support / Oversight | These roles communicate vision, secure resources, advocate, and remove obstacles beyond PM team’s authority |
| Organizational Process Assets | Input to team management | Organization’s policies and processes determine PM team’s involvement from initiation through closing |
| ESG Goals | Strategic alignment | Executive roles are critical for achieving project sustainability and environmental, social, and governance goals |
Quick Review Questions
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According to PMBOK v8, what are the three primary functions of a project management team?
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During which project phases is the project management team suggested to be involved?
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What pre-initiation activities might a project management team perform in some organizations?
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How should a project management team prioritize tasks when managing needs and deliverables?
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Who is responsible for addressing issues that are beyond the project management team’s authority?
PMBOK v8 Reference
Section 2.3 - Project Management Team and Project Aspects
Section 4.3 - Direct and Manage Project Work