![\"Project](\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2022\/06\/Project-Roles-scaled.jpg\")
<\/figure>\n<\/div>\n\n\n- \n
- Team roles and responsibilities vary from project to project and throughout different industries, so there isn\u2019t a universal set of project roles.<\/li>\n\n\n\n
- Project managers are a key figure in every project as they\u2019re responsible for conducting all project phases to completion.<\/li>\n\n\n\n
- You can easily set project roles by defining the goals you want to achieve and determining the necessary skill set of your team.<\/li>\n\n\n\n
- Project management software with defined user permissions can help greatly in managing different roles.<\/li>\n<\/ul>\n\n\n\n
What is a project team?<\/h2>\n\n\n\n
A project team refers to a group of people working on a shared project.<\/strong><\/p>\n\n\n\n
Project team members tend to possess diverse skills that are complementary to the skills of other members, creating a coherent group with different roles and responsibilities.<\/p>\n\n\n\n
The number of project roles and team members can vary depending on the project type and the company\u2019s industry.<\/p>\n\n\n\n
\n
\n\nFree project management software<\/h2>\n
Start managing your projects with Plaky\u2019s intuitive interface today.<\/p>\n\n
\n Sign up<\/a>\n\n Learn more<\/a>\n <\/div>\n <\/div>\n\n\n\n \n ![\"Illustration\"](\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/default.png\")
\n <\/picture>\n <\/div>\n<\/div>\n <\/p>\n\n\n\n9 key project roles and responsibilities<\/h2>\n\n\n\n
Project roles vary depending on the type of project and business, so there isn\u2019t a universally accepted list that we can apply to all cases.<\/p>\n\n\n\n
Instead, we can describe the 9 key project roles you\u2019re likely to encounter in a project team.<\/p>\n\n\n\n
Let\u2019s briefly explain what each role entails.<\/p>\n\n\n\n
Project manager<\/h3>\n\n\n\n
Project managers are in charge of <\/strong>managing projects<\/strong><\/a>. They are responsible for planning, organizing, managing, controlling, and reporting on all project phases<\/a>.<\/p>\n\n\n\n
Project managers are professionals who keep the project on schedule and within budget while achieving its objective.<\/p>\n\n\n\n
Some of the most important project manager\u2019s responsibilities are:<\/p>\n\n\n\n
- \n
- Defining the project scope<\/a>,<\/li>\n\n\n\n
- Planning and organizing tasks,<\/li>\n\n\n\n
- Managing project resources<\/a>,<\/li>\n\n\n\n
- Negotiating with contractors and suppliers,<\/li>\n\n\n\n
- Assessing & managing risks,<\/li>\n\n\n\n
- Communicating with the project sponsor and other stakeholders,<\/li>\n\n\n\n
- Managing changes,<\/li>\n\n\n\n
- Documenting the project\u2019s progress,<\/li>\n\n\n\n
- Collecting signatures, and<\/li>\n\n\n\n
- Motivating people.<\/li>\n<\/ul>\n\n\n\n
\n\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
Want to become a better project manager? Get some great tips in our guides:<\/p>\n\n\n\n
- \n
- 25 Key Project Management Skills to Make You Stand Out<\/a><\/li>\n\n\n\n
- What Makes a Good Project Manager: 13 Qualities You Need to Have<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Project sponsor<\/h3>\n\n\n\n
A project sponsor is usually a person or a group of people at the senior management level.<\/strong><\/p>\n\n\n\n
Project sponsors are accountable for the project\u2019s success and provide guidance and resources to the project team and the project manager. They have 3 key responsibilities:<\/p>\n\n\n\n
- \n
- Vision<\/strong> \u2014 making sure that the project is in line with business goals, strategy, and objectives,<\/li>\n\n\n\n
- Project governance<\/strong><\/a> \u2014 ensuring the project\u2019s launch and execution are adequately conducted, and<\/li>\n\n\n\n
- Value and benefits<\/strong> \u2014 managing risks and changes while ensuring the project\u2019s quality.<\/li>\n<\/ul>\n\n\n\n
In general, the project sponsor:<\/p>\n\n\n\n
- \n
- Aligns the project with the overall business strategy, goals, and objectives,<\/li>\n\n\n\n
- Ensures the appropriate launch and initiation of the project, <\/li>\n\n\n\n
- Approves the project budget<\/a> and all significant scope changes,<\/li>\n\n\n\n
- Makes key decisions for the project,<\/li>\n\n\n\n
- Ensures availability of project resources,<\/li>\n\n\n\n
- Provides regular feedback to the project team on performance against expectations,<\/li>\n\n\n\n
- Evaluates project status<\/a> and progress, and<\/li>\n\n\n\n
- Defines the criteria for project success and how it fits with the overall business.<\/li>\n<\/ul>\n\n\n\n
In short, the project sponsor is involved in a project throughout its whole life cycle.<\/p>\n\n\n\n
Project stakeholders<\/h3>\n\n\n\n
Project stakeholders are people who are interested in a specific project and have an influence on its outcome. <\/strong><\/p>\n\n\n\n
What\u2019s specific about project stakeholders<\/a> is that:<\/p>\n\n\n\n
- \n
- They can be internal or external to the project.<\/li>\n\n\n\n
- They can be passively or actively involved in a project \u2014 or even unaware of their involvement.<\/li>\n\n\n\n
- Their priorities can change during the different project phases.<\/li>\n\n\n\n
- Their interests can change throughout the project, as well.<\/li>\n\n\n\n
- They provide information, as required, to ensure that the project goes as planned and meets the intended goals and deliverables.<\/li>\n<\/ul>\n\n\n\n
There is no universal list of stakeholders to apply to all projects. Also, keep in mind that projects are usually under the influence of external factors that should be accounted for.<\/p>\n\n\n\n
Project team members<\/h3>\n\n\n\n
A project team comprises people with different skills and roles in a project.<\/strong><\/p>\n\n\n\n
Project team members do the following:<\/p>\n\n\n\n
- \n
- Provide the expertise required to execute project tasks,<\/li>\n\n\n\n
- Complete assigned work,<\/li>\n\n\n\n
- Collaborate with other team members to achieve project objectives,<\/li>\n\n\n\n
- Participate in project team meetings,<\/li>\n\n\n\n
- Report issues and status of the project, and<\/li>\n\n\n\n
- Document the process.<\/li>\n<\/ul>\n\n\n\n
Project team members can be involved in a project full-time or part-time, depending on the project requirements.<\/p>\n\n\n\n
\n
\n\nTry Plaky today<\/h2>\n
Onboard the entire team and start gaining control over your projects.<\/p>\n\n
\n Sign up<\/a>\n\n Learn more<\/a>\n <\/div>\n <\/div>\n\n\n\n \n ![\"Illustration\"](\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/landing-1.png\")
\n <\/picture>\n <\/div>\n<\/div>\n <\/p>\n\n\n\nBusiness analyst<\/h3>\n\n\n\n
Business analysts work with project team members and stakeholders to establish business needs.<\/strong> They ensure project teams have the tools, technology, and resources required for completing tasks.<\/p>\n\n\n\n
A business analyst\u2019s key responsibilities include:<\/p>\n\n\n\n
- \n
- Planning and monitoring business practices,<\/li>\n\n\n\n
- Determining and prioritizing the organization\u2019s operational and technical needs and requirements,<\/li>\n\n\n\n
- Understanding business goals, strategies, and needs,<\/li>\n\n\n\n
- Verifying that project deliverables<\/a> meet the requirements,<\/li>\n\n\n\n
- Analyzing data, and<\/li>\n\n\n\n
- Documenting and analyzing project requirements<\/a>.<\/li>\n<\/ul>\n\n\n\n
Project coordinator <\/h3>\n\n\n\n
A project coordinator helps the project manager and team members with administrative tasks related to the project so that the project can keep running smoothly.<\/strong><\/p>\n\n\n\n
The tasks of a project coordinator<\/a> may include:<\/p>\n\n\n\n
- \n
- Monitoring the daily project progress and providing updates to project managers or other stakeholders,<\/li>\n\n\n\n
- Ordering necessary equipment and office supplies,<\/li>\n\n\n\n
- Ensuring team members have the resources they need to complete tasks on time and within the budget,<\/li>\n\n\n\n
- Doing tasks related to billing and bookkeeping, <\/li>\n\n\n\n
- Organizing invoices, contracts, reports, and other financial documents,<\/li>\n\n\n\n
- Managing project-related paperwork, <\/li>\n\n\n\n
- Managing deadlines<\/a> and workflow, and<\/li>\n\n\n\n
- Scheduling meetings and appointments.<\/li>\n<\/ul>\n\n\n\n
Coordinate projects in Plaky<\/a><\/p>\n\n\n\n
Project management consultant<\/h3>\n\n\n\n
Unlike project managers and coordinators, project management consultants<\/strong><\/a> are third-party experts who are hired by a company to help with a specific project.<\/strong><\/p>\n\n\n\n
So, they are external PM experts who can help the project manager steer the project in the right direction.<\/p>\n\n\n\n
A project management consultant\u2019s responsibilities include:<\/p>\n\n\n\n
- \n
- Getting familiar with the company and how it works,<\/li>\n\n\n\n
- Helping the project manager<\/a> create a project strategy that works for their needs,<\/li>\n\n\n\n
- Introducing innovative solutions to help the project,<\/li>\n\n\n\n
- Troubleshooting for potential problems and bottlenecks, and<\/li>\n\n\n\n
- Providing expertise in areas the project manager is not familiar with.<\/li>\n<\/ul>\n\n\n\n
Steering committee<\/h3>\n\n\n\n
The members of a steering committee are usually the company management and senior-level stakeholders.<\/strong><\/p>\n\n\n\n
A steering committee\u2019s role is to:<\/p>\n\n\n\n
- \n
- Oversee a project from start to finish, <\/li>\n\n\n\n
- Provide guidance, and <\/li>\n\n\n\n
- Ensure the delivery of the project outputs.<\/li>\n<\/ul>\n\n\n\n
Simply put, a steering committee supports project managers working toward strategic company directions.<\/p>\n\n\n\n
The committee is responsible for:<\/p>\n\n\n\n
- \n
- Setting the strategic direction of projects,<\/li>\n\n\n\n
- Providing advice on the budget and regarding changes to the project,<\/li>\n\n\n\n
- Identifying the project\u2019s priorities,<\/li>\n\n\n\n
- Identifying possible risks,<\/li>\n\n\n\n
- Monitoring risks and timelines,<\/li>\n\n\n\n
- Prioritizing and reprioritizing project deliverables, and<\/li>\n\n\n\n
- Determining the project outcomes and helping to fulfill them.<\/li>\n<\/ul>\n\n\n\n
Subject matter expert<\/h3>\n\n\n\n
Subject matter experts have in-depth knowledge of a specific subject, business, or technical area. <\/strong>They advise and counsel project teams and help them improve business processes to meet the expected project results.<\/p>\n\n\n\n
Subject matter experts usually:<\/p>\n\n\n\n
- \n
- Communicate with project managers or project stakeholders to suggest best practices or procedures,<\/li>\n\n\n\n
- Provide input to stakeholders and project managers to help set project goals and requirements,<\/li>\n\n\n\n
- Define procedures or standards (as they are experts who know the right or best way to perform tasks),<\/li>\n\n\n\n
- Provide suggestions for procedural improvements,<\/li>\n\n\n\n
- Determine performance objectives and specify acceptable performance levels,<\/li>\n\n\n\n
- Answer questions regarding the content or strategy of project tasks, and<\/li>\n\n\n\n
- Help project managers pinpoint possible risks and fix issues related to their area of expertise.<\/li>\n<\/ul>\n\n\n\n\n
\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
Roles in a team can be very different, and managers need to find ways to actively encourage collaboration. You can find some tips on building your team\u2019s spirit in our guides:<\/p>\n\n\n\n
- \n
- What You Need to Know About Building a Team in Project Management<\/a><\/li>\n\n\n\n
- 300+ Unique, Funny, and Creative Team Names for Work<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Example of a project team<\/h2>\n\n\n\n
To explain project team roles further, let\u2019s go over a specific example. We\u2019ll focus on a web development team in a software development company.<\/p>\n\n\n\n
A web development project team may have the following professionals on board:<\/p>\n\n\n\n
- \n
- Project manager,<\/li>\n\n\n\n
- Developers,<\/li>\n\n\n\n
- QA team,<\/li>\n\n\n\n
- UX\/UI designers, and<\/li>\n\n\n\n
- Business analyst.<\/li>\n<\/ul>\n\n\n\n
The project manager performs the following actions:<\/p>\n\n\n\n
- \n
- Plans the project, <\/li>\n\n\n\n
- Develops a project schedule, <\/li>\n\n\n\n
- Assembles a project team,<\/li>\n\n\n\n
- Provides a focus for the team,<\/li>\n\n\n\n
- Manages the team\u2019s workload, and <\/li>\n\n\n\n
- Manages risks and the budget.<\/li>\n<\/ul>\n\n\n\n
Developers work on front-end and back-end development while the QA team ensures the best quality of software by testing it to detect errors.<\/p>\n\n\n\n
\n
\n\nFree project management software for developers<\/h2>\n
Organize your backlog, track bugs, and plan your product\u2019s roadmap with Plaky.<\/p>\n\n
\n Sign up<\/a>\n\n Learn more<\/a>\n <\/div>\n <\/div>\n\n\n\n \n ![\"Illustration\"](\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/features.png\")
\n <\/picture>\n <\/div>\n<\/div>\n <\/p>\n\n\n\nUX\/UI designers are in charge of:<\/p>\n\n\n\n
- \n
- Collecting and assessing user requirements in collaboration with product managers and engineers, and<\/li>\n\n\n\n
- Providing design ideas and designing graphical user interface elements such as a menu, icons, and tabs.<\/li>\n<\/ul>\n\n\n\n
Finally, the business analyst:<\/p>\n\n\n\n
- \n
- Ensures that requirements are met, <\/li>\n\n\n\n
- Acts as a connection between the client, design, and development, and<\/li>\n\n\n\n
- Translates the client requests into specifications on how a certain functionality should behave.<\/li>\n<\/ul>\n\n\n\n\n
\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
Starting a web development project? Save time and choose one of Plaky\u2019s pre-made and entirely customizable software development templates:<\/p>\n\n\n\n
- \n
- Bug tracking template<\/a><\/li>\n\n\n\n
- Product launch template<\/a><\/li>\n\n\n\n
- Product roadmap template<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
How to implement project roles in 4 steps<\/h2>\n\n\n\n
If you\u2019re not sure how to implement different project roles in your team, here\u2019s a quick 4-step guide:<\/p>\n\n\n\n
- \n
- Identify roles<\/li>\n\n\n\n
- Define skills and expectations<\/li>\n\n\n\n
- Evaluate workload<\/li>\n\n\n\n
- Assign roles<\/li>\n<\/ol>\n\n\n\n
Identify roles<\/h3>\n\n\n\n
Once you have the project milestones<\/a> and goals in front of you, start creating a plan of action on how to achieve them. <\/p>\n\n\n\n
Each project phase will require certain resources and certain professionals.<\/p>\n\n\n\n
For example, launching a new clothing line will require seamstresses, designers, sales managers<\/a>, and models. Meanwhile, construction projects<\/a> will need contractors, engineers, and architects.<\/p>\n\n\n\n
\n\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
If you\u2019re an architectural PM in need of a trusty PM tool for your projects, check out this list of tools:<\/p>\n\n\n\n
- \n
- 15 Best Project Management Software for Architects to Try<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Define skills and expectations<\/h3>\n\n\n\n
When you define the roles you need, you have to determine their responsibilities as well. <\/p>\n\n\n\n
Even if you already have an available team, you should define the necessary skills for the upcoming project and what you expect from each role. This way, you can compare right away who\u2019s suitable and who\u2019s missing. <\/p>\n\n\n\n
Finding the necessary people before the project starts can save you additional costs later on too. When the project is already underway, lacking experts can cause costly delays that prolong the project and cause shifts in schedule and resource availability.<\/p>\n\n\n\n
Save yourself some time by using a skills matrix. We’ve got a free one you could try out:<\/p>\n\n\n\n
Get our resource skills matrix template<\/a><\/p>\n\n\n\n
Evaluate workload<\/h3>\n\n\n\n
Sometimes, some roles are a key figure only during certain project activities<\/a> and phases and completely unnecessary for the rest of the project. This is why you should determine who you need and when<\/strong>.<\/p>\n\n\n\n
If a role is already present in the company, the responsible person is probably already working on something. You can let them and the other teams know your project\u2019s schedule so that you can coordinate better. <\/p>\n\n\n\n
On the other hand, if a role doesn\u2019t exist already, you can launch a search for a freelancer or a permanent employee.<\/p>\n\n\n\n
\n\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
Find out how to effectively recruit candidates with the necessary skills and experience in our guide:<\/p>\n\n\n\n
- \n
- The Recruitment Process in 7 Steps (+ Free Recruitment Template)<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Assign roles<\/h3>\n\n\n\n
Finally, when you\u2019ve determined the roles necessary to complete your project successfully, you can choose the people who will perform them.<\/p>\n\n\n\n
Keep in mind that current employees are easier to evaluate as you\u2019re already familiar with their personality and skill set, but new people can also bring a breath of fresh air to the team. <\/p>\n\n\n\n
So, when assigning roles, focus on the knowledge and experience necessary to achieve your project\u2019s goals. New employees can contribute to expanding the overall knowledge base and improving team dynamics. Sometimes, even one additional talent can make a great difference.<\/p>\n\n\n\n
\ud83d\udcd6 Some project management methodologies and frameworks, like Scrum, have their own dedicated roles. To learn more about them, as well as other project management terms, check out our Project Management Glossary of Terms<\/a>.<\/p>\n\n\n\n
Manage project roles with Plaky<\/h2>\n\n\n\n
Wouldn\u2019t it be great to be able to manage entire projects and teams with different roles in one app? Luckily, tools like Plaky<\/a> can help you organize all your work in one place.<\/p>\n\n\n\n
With Plaky, you can easily collaborate with every team member and track how the project progresses. Here\u2019s how!<\/p>\n\n\n\n
Permission management<\/h3>\n\n\n\n
Once you invite your team, you can assign different roles and grant permissions. All team members follow the project progress without compromising information integrity or raising security concerns.<\/p>\n\n\n\n
There are 3 user roles<\/a> in Plaky:<\/p>\n\n\n\n
- \n
- Admin,<\/li>\n\n\n\n
- Member, and<\/li>\n\n\n\n
- Viewer (available in Plaky\u2019s paid plans<\/a>).<\/li>\n<\/ul>\n\n\n\n
Different roles come with different permissions, so you can assign roles based on a person\u2019s actual role on a team. For example, a project manager will be an Admin user, while an external stakeholder might be granted a Viewer role to track the project\u2019s progress.<\/p>\n\n\n\n
If you\u2019re running a project that contains sensitive information, Plaky\u2019s Pro plan<\/a> allows you to create closed spaces or private boards and limit access to members only.<\/p>\n\n\n\n
If you go a step further and sign up for Plaky\u2019s Enterprise plan<\/a>, you can even change board permissions so that only selected people can modify the board\u2019s information and structure. <\/p>\n\n\n
\n![\"\"](\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2022\/06\/Assign-different-user-roles-with-various-permissions-in-Plaky.png\")
Assign different user roles with various permissions in Plaky<\/figcaption><\/figure>\n<\/div>\n\n\n Task management<\/h3>\n\n\n\n
For starters, you can save yourself some time and use one of the many project management templates<\/a> Plaky has to offer. You can also start from scratch and create your own board to fit your project.<\/p>\n\n\n\n
Different projects require different structures and \u2014 out of multiple board views<\/a> \u2014 you can choose the one that suits you best.<\/p>\n\n\n\n
You can also create items<\/a> that you can assign to one or more team members. Alternatively, every team member can have a dedicated item group with all assigned tasks. That would enable project managers to easily track how work progresses.<\/p>\n\n\n\n
Best of all, every item can be as detailed as necessary \u2014 just add the fields you need, including:<\/p>\n\n\n\n
- \n
- Task description,<\/li>\n\n\n\n
- Due date,<\/li>\n\n\n\n
- Priority, and more.<\/li>\n<\/ul>\n\n\n\n
![\"\"](\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2022\/06\/Assign-items-to-the-responsible-team-members-and-set-clear-due-dates-in-Plaky.png\")
Assign items to the responsible team members and set clear due dates in Plaky<\/figcaption><\/figure>\n<\/div>\n\n\n Seamless collaboration<\/h3>\n\n\n\n
In Plaky, items can contain not only descriptions but also files<\/a>. You can attach documents and images before you start working on a task, during the work, or once the task is completed.<\/p>\n\n\n\n
This way, every piece of information and every file related to a certain topic will be in one place \u2014 so no one will have to waste time looking for it through their inbox.<\/p>\n\n\n\n
Another great Plaky feature<\/a> is the comments section where you can communicate with others in real time. As soon as someone has news or a question, they can tag the right person who will receive a notification<\/a> immediately. Plus, for quicker updates, you can use emoji reactions!<\/p>\n\n\n
\n![\"\"](\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2022\/06\/Sharing-files-and-staying-up-to-date-in-Plaky.png\")
Sharing files and staying up-to-date in Plaky<\/figcaption><\/figure>\n<\/div>\n\n\n Managing project roles is a piece of cake when you have the right admin features that Plaky is so meticulous about. So, if you want every team member to track the project\u2019s progress within their role\u2019s permissions \u2014 you know where to start.<\/p>\n\n\n\n
- The Recruitment Process in 7 Steps (+ Free Recruitment Template)<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- 15 Best Project Management Software for Architects to Try<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- Product launch template<\/a><\/li>\n\n\n\n
- Bug tracking template<\/a><\/li>\n\n\n\n
- 300+ Unique, Funny, and Creative Team Names for Work<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- What You Need to Know About Building a Team in Project Management<\/a><\/li>\n\n\n\n
- Scheduling meetings and appointments.<\/li>\n<\/ul>\n\n\n\n
- Project governance<\/strong><\/a> \u2014 ensuring the project\u2019s launch and execution are adequately conducted, and<\/li>\n\n\n\n
- What Makes a Good Project Manager: 13 Qualities You Need to Have<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- Defining the project scope<\/a>,<\/li>\n\n\n\n
![\"Illustration\"](\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/default@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n <\/p>\n\n\n\n![\"Illustration\"](\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/landing-1@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n <\/p>\n\n\n\n![\"Illustration\"](\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/features@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n <\/p>\n\n\n\n