The Project Management Team: Roles, Functions, and Spheres of Influence

PMBOK v8 Definition

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. The project management team performs various functions such as facilitating and mentoring the project team and managing the processes to deliver intended outcomes. The project manager, as a leader of the project team, is responsible for team formation and operation as an effective group.

Why It Matters for the Exam

This concept appears frequently in questions testing your understanding of who performs project management activities and how responsibilities are distributed across the organization. Exam questions often present scenarios where you must identify whether a function belongs to the project manager, project management team, sponsor, or PMO, and test your knowledge of the spheres of influence surrounding project management.

Key Points to Remember (for the exam)

• Core Function: The project management team guides the assigned team to achieve goals and deliver value, performing functions like facilitating, mentoring, and managing processes

• Composition Flexibility: The project management team may consist solely of a project manager or may include more individuals who form a team—both structures are referred to synonymously in PMBOK

• Shared Responsibilities: In many organizations, the title "project manager" or "project management team" may not explicitly denote someone managing a project; the "project team" may also share some project management responsibilities usually performed by project managers

• Project Manager's Leadership Role: The project manager is responsible for team formation and operation, including acquiring, managing, motivating, and empowering the project team

• Influencing Factors: Project managers must be aware of team environment, geographical locations, communications among stakeholders, organizational change management, internal and external politics, cultural issues, and organizational uniqueness

• Spheres of Influence: The project management team operates within various spheres including Sponsor, Portfolio Manager, Program Manager, PMO, Functional Manager, Operational Management, Regulatory Agencies, Customers/Users, and Business Partners/Sellers/Suppliers

• Reflection of Capabilities: The project management team is a reflection of the capabilities, value, and contributions of the project management profession

Typical PMI Exam Example

A project manager is assigned to a new software development project. The organization's policy allows team members to share project management responsibilities. During execution, a senior developer begins facilitating daily stand-ups and mentoring junior team members on project processes. According to PMBOK v8, this situation reflects:

• The adaptability of project management responsibilities based on organizational regulations
• The project team sharing responsibilities usually performed by project managers

PMI Exam Traps

• Trap: Assuming only the project manager performs project management responsibilities Reality: The "project team" may also share project management responsibilities usually performed by project managers

• Trap: Confusing the project management team with the project team Reality: The project management team guides and manages; the project team executes the work—though both structures are sometimes referred to synonymously

• Trap: Thinking the project management team must always have multiple members Reality: It may consist solely of a project manager or include more individuals

• Trap: Ignoring the spheres of influence when analyzing stakeholder roles Reality: The project management team operates within multiple spheres (Sponsor, PMO, Functional Manager, etc.) that affect project performance

Important PMI Connections

Quick Review Questions

1. According to PMBOK v8, what are the primary functions performed by the project management team?

2. In what ways might the "project team" share responsibilities typically performed by project managers?

3. What factors must project managers be aware of that influence team performance?

4. Can the project management team consist of only one person? What does PMBOK v8 say about this?

5. What spheres of influence surround the project management team according to Figure 2-6?

PMBOK v8 Reference

Section 2.4 - The Project Management Team (within Chapter 2: The Standard for Project Management)