Project coordinators are individuals that project managers sometimes need for their project management.

There are already many articles that explain the work of a project manager and his responsibilities in detail, but let’s take a look at this article to better understand who is the project coordinator.

First of all, to get a general idea of where the project coordinator is in the general structure of the organization, it is important to map the different roles in project management.

The project coordinator is the person who reports to the project manager and is immediately in the next tier of the chain of command.

Project manager vs. Project coordinator

Whilst project managers and project coordinators usually work side by side, it is very important to differentiate these two roles.

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Every information or update that the team needs should be easily accessible, thanks to the project coordinator, throughout the project lifecycle.

Meanwhile, it is the project manager’s duty to oversee the planning of the project until its completion.

In the end, the project coordinator is tasked with streamlining and simplifying some of the project manager’s functions in order to facilitate everyone’s work.

Quality of the project coordinator

A project coordinator will coordinate, needless to say, the project program, budget, issues and risks.

It is his job to make sure that the project is well organized and runs smoothly and this may include communication with various departments of the organization to make sure everybody is on the same page.

Project coordinators must stand out in a hectic and challenging work environment and be prepared to be the project manager’s right-hand man.

Furthermore, project coordinators may have experience and technical knowledge in specific areas and may be assigned to specific departments according to their qualifications.

There are many qualities that define a successful project coordinator; here are the most important ones:

• Detail-oriented: attention to detail is essential when supervising many different aspects of the project, all of which are key to the successful completion of the project.
• Reliability: the project manager will answer to the project coordinator to manage the small details of the project management and, therefore, it is essential that the project coordinator is reliable and does not work against the project manager’s guidelines.
• Good communication: the project coordinator can be considered as a bridge connecting the project manager to various other project team members. Therefore, they must have above-average communication skills.
• Productivity: The project requires productivity from the team working on it and this is particularly important in the case of the project coordinator. Coordinators are like the oil that makes the wheel of the project spin perfectly.
• Self-sufficiency: The last thing a project manager needs is a project coordinator who does not follow the task assigned to them. The project coordinator must be highly self-sufficient and capable of self-organization.

Education, training and certification of a project coordinator

A formal degree in project management is generally not required.

However, most employers do seek several years of experience in their specific field and, preferably, a degree or certification in that field as well as some experience in project work.

For example, a degree in communication, management and business management, economics or other similar fields may provide the required skills.

Employers are also looking for skills in IT, Microsoft Office and, preferably, project management software.

For those who would like to expand further, training courses are organized every year for future project coordinators.

Project coordinator responsibilities

Some project coordinator responsibilities include:

• Ensure that teams have the necessary tools to run the project.
• Create a project program, with milestones, expiry dates and estimates of required materials and resources, e.g. team members, which will be submitted to management for approval.
• Help with the documentation of each stage of the project, as well as drafting brief reports.
• Working “on field” with team members.
• Keep the morale of team members high and build relationships with them to develop a solid unit.

In conclusion, a project coordinator must not only be familiar with a hectic environment, but must also embrace it.

There are many different tasks and qualities expected from a successful project coordinator.

As stated above, coordinators perform very important tasks throughout the life cycle of a project.

We are confident that in the future, the role of the project coordinator will further develop into a highly integrated management role with the project team and will eventually become responsible for more – and increasingly important – tasks during the project lifecycle.

Knowing how to manage a talent, as long as you have it at your command, is not just a generic management of human resources.

Even when the project plan is drafted and sound, provided the project manager has the tools, technology, and time to complete the project, the key question remains: Does the project manager have the right talent and the right place to work on the project efficiently?

Effective project talent management begins even before the planning phases of a project, through selective recruitment, continuous training and career development.

Talent management should be conceived and regarded as a business strategy that will help the project manager retain exceptional employees.

For effective talent management, every aspect of recruiting, hiring and developing employees is addressed.

The ultimate goal must be to achieve a superior quality workforce.

What talent management implies

Talent management, if managed strategically, is driven by the mission, vision, values and objectives of the organization.

This allows each employee to see where their role fits into the organization and thus enables them to be involved in the overall management of the company.

From a strategic point of view, an effective talent management system helps employees to feel part of something bigger than their “simple” day-to-day business.

This management includes the following work processes:

• Develop precise job descriptions so that you know the skills, abilities and experience needed for each role.
• Use an appropriate selection process to select employees who have superior potential and fit the culture of the organization.
• Negotiate requirements and performance standards based on rationally acceptable results.
• Provide effective employee onboarding and ongoing training and development opportunities that meet both the employee’s needs and those of the organization.
• Provide ongoing coaching, mentoring and feedback, so that the employee feels appreciated and important.
• Hold regular meetings concerning service development planning focused on the interests of employees.
• Develop effective compensation and recognition systems that reward people for their contributions.
• Conduct exit interviews to understand why a talent has decided to quit the organization.

The three phases of talent management

Talent management approaches vary, however, there are three critical phases common to all organizations.

1. Talent identification and acquisition

It is increasingly difficult for organizations to find talent with the right combination of technique, leadership and strategic and business management skills.

However, without that particular talent, organizations risk not being able to ensure the proper implementation and completion of projects that are critical to achieving their objectives.

Once the skills needed for the role sought have been identified, talent can be found in two ways:

• External recruitment
• Internal recruitment

The potential to attract external talent and generate interest among internal candidates is often based on factors over which HR managers have little or no influence.

Being perceived as a first choice employer and the ability to offer a variety of interesting projects make an organization attractive to talents.

2. Talent development and preservation

Once the right talent is found, ensure that the skills are relevant to the company’s needs and that the employee remains interested in the organization are ongoing challenges.

Key areas to focus on to develop and retain talent include:

• Support the effective mobility of resources from current assignments to the following opportunities.
• Interlink career advancement processes.
• Create extensive plans for progress beyond the boundaries of the organization.

Most organizations should pay attention to training and talent development.

It is therefore important that organizations, with the help of the project manager, set up a defined career and training path that allows them to develop the skills and competences of talents in their different areas of expertise.

3. Integration and transfer of talent knowledge

Project managers, human resources and business leaders will also benefit from the acquisition and sharing of knowledge.

Having a structured process to embed and transfer knowledge within an organization has a high positive impact on the success rate of projects and initiatives.

Organizational success is strongly correlated with both high maturity in talent management and the high level of matching between human resources, project managers and business leaders.

Research also supports the use of talent management strategies: in a study by the American Society for Training and Development in collaboration with The Institute for Corporate Productivity, the following practices have been identified as having a positive impact on talent management:

• Standardize review and feedback processes.
• Assign a sole functional owner – who can be the project manager – with regard to talent management.
• Develop an organizational culture that supports talent management.
• Ensure consistency between talent management activities.
• Increase the visibility of talent management initiatives.

Bottom line, the project manager’s approaches to talent management may differ from organization to organization.

Through a more collaborative relationship between project managers, human resources and business leaders, it will be possible to gain more knowledge and information about project management and its critical connection to organizational goals, enabling more efficient and effective recruitment, retention and talent development.

As an organization is more experienced in talent management, the better it performs in executing projects that meet corporate objectives, drive strategic initiatives and improve financial performance.

Whatever the industry in which the organization operates, strategic change is driven through projects and programs.

Organizations that have the right talent and the right method of talent management undoubtedly have a critical capability that gives them an advantage over their competitors in the long run.

Finally, more and more organizations are considering talent management as an opportunity to distinguish themselves in the marketplace to gain a competitive advantage.

Leading a team successfully, being an efficient manager and a charismatic leader at the same time may seem an impossible task, however, it doesn’t necessarily have to be so.

To do so, one must be a steady landmark for team members, a beacon to be followed at all times with confidence and admiration.

How can this be done? Let’s see it in this article on how to lead a team successfully, in which we have summarized the 9 basic rules that can help us in the mission.

9 basic rules to lead a team successfully

As we have already said, being a Project Manager who successfully leads a team is not an easy goal to achieve, yet at the same time it is not pure utopia.

Let’s try together to consider the following 9 rules that can smooth the way to our desired success.

Rule #1 to successfully lead a team: Find a management strategy and stick to it

There is nothing worse than a project manager who keeps changing his opinions and methods according to his mood.

Chaotic decision-making increases a team’s uncertainty and frustration, so it’s better to find a strategy and stick to it.

If you find some new methods that the manager wants to apply, they should make sure that they do not conflict with the overall direction of the project. Also, why not ask for Feedback from the Team before applying them?

Rule #2 for successfully leading a team: Set goals and track progress

This may seem obvious, yet too often a project gets stuck between client requests and monthly reports, and the overall goal and vision just seems to fade away.

Setting and achieving goals will provide a clear view of the team’s overall efficiency and daily progress.

Over time, you will be able to see weaknesses and improve results.

Rule #3 for successfully leading a team: Promote training

The key to a fast-growing organization is to empower the personal and professional development of its employees.

The idea is that as the organization grows, so do people develop in their positions, which means they have to learn constantly.

So a good manager offers training courses for employees or encourages peer-to-peer learning by asking more specialized team members to teach their particular experience or skills to colleagues.

Rule #4 for successfully leading a team:  Invest in a pleasant working environment

Research shows that a well-designed office environment can increase overall team performance by up to 20%.

Even small internal changes that do not require large investments can improve employees’ performance.

Here are some ideas for a more productive and pleasant working environment:

• Modern furniture, such as ergonomic chairs and desks.
• In-house library: recreational reading, even for just 30 minutes a day, has proven sufficient to increase productivity in the office, improve concentration and address problems such as depression and anxiety.
• Music at the office: rhythmic background music will help workers feel more energetic and enthusiastic as they perform their daily activities.
• Entertainments or break room: having the opportunity to relax and have fun at work creates a strong commitment, helps employees to relax and clear their minds and increases productivity.
• Living plants: they make the atmosphere more welcoming and it has also been observed that they guarantee better air quality, increasing workers’ productivity by 15%.

Rule #5 for successfully leading a team: Be kind and honest with the team

Most of the time, when people quit their jobs, they do so mainly because of their manager.

Being friendly and honest might not be enough to be a successful project manager, but it is a key part.

Here are some ways to appreciate and care for the team:

• Celebrate progress and achievements of team members.
• Talk regularly with the team and listen to what everyone has to say and, if necessary, implement new ideas.
• Don’t throw stress and anger at the team.
• Try not to overload the team.
• Don’t be selfish, i.e. the manager should focus on what’s good for the whole team, not just for himself.

Rule #6 for successfully leading a team:  Offer flexible working hours

The traditional working hours, Monday to Friday, from 8 a.m. to 5 p.m., are becoming less and less common.

Offering flexible hours or remote working is an effective way to inspire existing staff and give them more motivation. What matters is the final result.

Rule #7 for successfully leading a team:  Use only constructive criticism

Constructive criticism means offering rational and sound opinions about other people’s work, including both positive comments and remarks about what should be improved.

Constructive criticism is usually expressed in a friendly manner.

When evaluating the work of the team, it is important to always give useful, specific and genuine feedback.

There is no need to be shy and merely praise, although a manager should also be direct and even harsh when necessary.

Rule #8 for successfully leading a team:  Don’t give yourself special treatment

The actions of the leader are followed, directly or indirectly, by the team.

This means that employees watch, observe and often emulate the manager’s attitude towards the work and the organization, especially if his actions do not show commitment.

In fact, no one wants to work for a leader who does not inspire motivation or looks like a slacker.

What a manager must do is therefore set an example: if, for example, they expect employees to arrive at work on time, it is important that they do the same.

Rule #9 for successfully leading a team:  Nurturing the corporate culture

Corporate culture is the personality of an organization that defines the working environment and relationships between team members and co-workers.

Corporate culture also includes corporate mission, values, ethics and objectives.

Whatever personality the organization has, it is imperative that the manager makes sure to embrace it, nurture it and pass it on to employees.

Here are a few things that might help in this regard:

• Team building events.
• Relevant books in the office library.
• Proper initial training and coaching for new employees so that everyone is on the same page.

True leaders are hard to find, at any level of the organization… yet it’s not impossible to meet them.

Leaders show a unique blend of charisma, vision, and character traits that attract people to follow them.

That’s why for a leader who applies all 9 of the factors listed in this article, it becomes automatic to successfully manage a team.

Research project managers are in charge of conducting research and development projects that lead to the achievement of a business and/or scientific objective.

To achieve this goal, research project managers determine and manage the methodology and techniques for the development of the research itself.

Research project managers, in their field, are responsible for reviewing the work, validating the data collected, creating reports and communicating with the different constituencies and project teams.

Research project management

Specialized research project managers possess advanced program and project management skills, strong analytical skills and knowledge of discovery and development processes.

They are capable of coordinating and easing the life cycle of research project management, including the initiation, development, and implementation of various complex experimental projects.

Research PMs coordinate study teams and manage the timing of research projects to ensure that studies are completed within the specified time frame.

Research project managers also regularly meet with stakeholders, including their research team, clients and study groups, to assemble and communicate business and research requirements and set expectations for the work.

Qualifications and skills of a research project manager

A Bachelor’s degree is generally required to qualify for a research project manager position.

Many employers, however, at the time of selection prefer candidates with advanced academic qualifications, such as a specific master’s degree.

In addition, five to seven years of direct research experience is usually required, as well as proven expertise in project management, including budgeting, planning, execution, delivery, quality control (Deming cycle) and reporting.

Qualified candidates are proactive resolvers with planning skills, outstanding management and leadership.

They can communicate with relevant parties from different functional areas and can convey complex data in tangible business terms.

Here are the 11 best skills that every research project manager should have.

The 11 best skills that every research project manager should have

There are definitely many more skills required, but if you have these 11, you will have the basis on which to build a successful career in managing research and development projects.

1. Leadership

A research project manager is in charge not only of following the project through to successful completion, but is responsible for leading a team to achieve this goal. This requires motivating and mediating when necessary.

2. Communication

Communication skills complement leadership. You cannot be an effective leader if you are unable to communicate with the team.

3. Planning

The only way to achieve the objectives of the project within the time period that has been decided is to divide this objective into activities on a time line. That is what planning is all about, and it is at the very heart of what a project manager does: setting up a realistic schedule and then managing resources to keep track of the route so that the project can be completed successfully and on time.

4. Risk management

Everything carries its potential risks and the planning of a project, whether simple or complex, is also related to a dose of risk. It is part of a project manager’s job to see these risks before they become real problems. Therefore, before you execute the project, you must try to identify, assess, and control the risk.

5. Cost management

You can’t do anything without money. One of the first tasks assigned to the research project manager is therefore to make sure that the budget is realistic and able to meet the financial needs of the project and, secondly, to monitor these costs during the project life cycle.

6. Negotiation

Negotiation does not simply mean contracting the best price from a supplier; managing a project means being in constant negotiations. A project manager must negotiate with stakeholders, team members or other people involved in the project.

7. Critical thinking

Many of us do not think, but rather react and follow a series of automatic responses, learned throughout life. In general it does not necessarily mean that this is bad, but in certain situations it is better to know how to disable this mechanism and activate critical thinking. Critical thinking is simply being as objective as possible in analyzing and evaluating a problem or situation, so that we can form an impartial judgment.

8. Activity management

If planning is the foundation of project management, activities are what compose it. There will be many activities to create, assign and manage, which means that poor management of this process can severely affect the success of the project.

9. Quality management

Quality management is often neglected by project managers and requires the greatest attention. Quality management must oversee the activities necessary to create a product or service worthy of the level required by the client. Adhering to the time frame is important, but a project is useless if it produces something that is sub-standard.

10. Patience

Nothing gets sorted out when you’re in a hurry or when frustration takes over in case of unforeseen circumstances. Projects take time, from research to planning, and must be carefully designed to run smoothly. That doesn’t mean there won’t be problems: whether it’s a change request or a team member acting negatively, if you don’t have patience to handle things, the result will be worse.

11. Ready for innovation

Technology evolves constantly; as soon as you get used to one tool, another takes its place. In order to keep up with the times, you need to constantly learn and train, so that you can follow the path of a successful project manager. Especially in the field of research and development, there is nothing more truthful than that.

So here are the responsibilities and skills required in the case of a research project manager.

These do not differ much from what is required for a “traditional” project manager, but obviously the scope will be more specific.

Problems with the Team can be a daily occurrence for a Project Manager. Finding and retaining valuable employees is critical, but identifying and dealing with so-called “toxic” employees is vital to the team’s compactness.

We all know that there are characters you can’t stand. We met at school, at university, or work.

If hired, employees are expected to bring value to an organization, but what toxic employees (i.e., employees with personalities that are not tolerated by the remaining team members) bring is just annoyance and problems that quickly affect the success of the project and the organization.

Human resources and top managers should be able to detect toxic behavior and take immediate action to prevent chaos. If not neutralized in time, these elements could even lead to the destruction of the corporate culture.

The different kinds of toxic members

Here are some signs of a toxic employee within the team and some suggestions on how to handle the situation.

Toxic members: The gossiper

It is undoubtedly a good sign if employees develop friendly relationships and get along well with each other.

An open communication culture should be encouraged; however, office gossip can lead to a significant reduction in productivity if it exceeds the limit.

Gossips are everywhere: chatting by the coffee machine, walking around during lunchtime, always trying to find exciting office “stories.”

This type of employee becomes toxic when they become hyper-focused on collecting funny stories and gossip rather than working.

In addition, excessive gossip and unfounded rumors can create drama among employees.

To avoid this, you need to make sure that employees have enough time to interact with each other during lunch or social events after work.

This way, they should remain more focused on work during regular office hours.

If however, this behavior persists, you will have to talk to those directly concerned and, in the most severe cases, act accordingly.

Toxic members: The one who always says yes

This is a rather tricky case to identify. As such, an employee does not seem to cause many problems, on the contrary.

However, you might notice that an individual team member always agrees at the end of every discussion and meeting, without ever bringing anything new.

If an employee behaves like this and never asks questions, this may be an indicator that they are not willing to learn.

These people make the least effort to do precisely what is expected of them and nothing more. They will wait for detailed instructions without any initiative.

In these cases, you need to talk to them to find out the reasons for their lack of motivation.

Toxic members: The procrastinator

In a world where employees use the internet daily for their work or even have to stay in touch with customers and suppliers on social media, from time to time, there may be distracted a bit.

However, when these distractions stop being quick and innocent, problems arise.

If the employee begins to miss deadlines or perform poor quality work, action must be taken.

Stricter deadlines and more demanding tasks can be the solution and, not to forget, positive words if a project is successfully completed.

Getting recognition on a regular basis ensures that employees are more committed to their work and perform better.

Toxic members: The apology maker

This kind of employee is similar to the procrastinator, as they both try to stay away from work, but the apology maker is definitely more creative as he always seeks justification for his delay.

Other “symptoms” include high absenteeism, low energy, and lack of motivation.

You can identify these employees with unscheduled visits, requesting regular reports, and making them personally responsible for specific tasks.

Toxic members: The narcissist

A narcissistic employee is usually an excellent interpreter but does not seem to recognize the value of a strong team.

This person prefers to work independently and may even go so far as to underestimate the work of colleagues.

The organization, however, needs the collaboration of the team to achieve challenging goals.

For this, you need to promote your team’s successes and support group projects, recognize the team’s efforts to demonstrate that each member’s input is essential.

Toxic members: The grumpy

It is quite ordinary to have a colleague grumbling on Monday morning, but when this becomes a habit, it is probably a toxic person.

These are the employees who are always complaining about everything – whether there is a real reason or not: from a broken coffee machine to a low-speed Internet connection; these people don’t seem to be satisfied with anything and, as a result, create negativity in the team.

In such cases, it is a good idea to compare people and ask what is causing their dissatisfaction. Is there anything that can be done to improve the work area, which would actually be beneficial for everyone?

Listening to reasonable complaints can lead to progress, but complaining just for the sake of it is something that cannot be accepted for too long.

Toxic members: The “I-know-it-all”

In our lives, we have all come across a person who believes they know everything, both personally and professionally.

These people usually have an answer for everything and will not accept or listen to another point of view.

Employees who show this kind of behavior are toxic because they don’t want to receive feedback.

So how will they perform better if they refuse to incorporate constructive criticism into their work?

In this case, training sessions for this type of employee can be envisaged in order to broaden their knowledge.

Ultimately, having a toxic employee on the team is more expensive in the long term than having a not fully trained employee.

Toxic behavior affects the whole team and prevents them from working efficiently.

Yet firing toxic employees is not always the best approach; in most cases, it is possible to eliminate toxic behavior and retain the worker.

People are not always aware of their behavior.

In general, once a toxic employee has been identified, the first solution is always to have a personal discussion with them and try to understand the reasons for this negative behavior and act accordingly.

What is the project stakeholder register, and what is it used for? We will see it in this article.

What is certainly undeniable is that no project can be successful if the stakeholders are not happy. Stakeholder satisfaction is essential for the successful completion of the project.

According to the PMBOK Guide, “An interested party may be a person, group, or organization that may be interested or have some interest in the project or the results of the project, directly or indirectly. ”

The stakeholders are all the parties involved in the project. Therefore, to manage project stakeholders, it is essential to have a register for this purpose.

What is a project stakeholder register?

A project stakeholder register is a project-related document that includes all the information about the project’s stakeholders.

This document identifies the people, groups, and organizations that have an interest in the work, the project, and its results.

The following information can be found in a stakeholder register:

• Names
• Titles
• Roles
• Interests
• Requirements
• Expectations
• Type of influence

It is essential to create the stakeholder register when the sponsor signs the project paper, and, at this stage, stakeholders are identified and analyzed and, consequently, a strategy can be created to manage them.

This document will help the project manager to complete the project smoothly.

The content of the project stakeholder register

You can categorize the information in the stakeholder register into three areas:

• Stakeholder identification
• Stakeholder evaluation
• Stakeholder classification

If a stakeholder management strategy is then included, this will be the fourth category.

In a large organization, the stakeholder management strategy can be a separate document.

However, in a smaller organization, this information can be included directly in the stakeholder register.

Stakeholder identification

Generally speaking, the project’s stakeholders fall into three categories:

1. Organizational Stakeholders

These are the stakeholders within the organization and usually include senior management, technical management, and line managers, who are generally focused on a successful project and a successful product on the market. This type of stakeholder also includes the project team itself, which is interested in job security, fair wages, and career advancement.

2. Product and market-based stakeholders

This category contains stakeholders who have an “interest” in the product, though not in the organization. This category includes customers interested in purchasing a product that improves their lives at a fair price and also contains suppliers who provide tools, equipment, and services to carry out the project successfully. This category also contains governments that have a regulatory interest in the product and want to protect the public from the negative consequences of using the product. And finally, the general public is also included here, even if they are not stakeholders until they experience the outcome of the project.

3. Financing-based Stakeholders

The third group of stakeholders in the financial person or organization that supports the project. Investors, creditors, and banks that have financed the project are interested in achieving a return on investment within a reasonable time frame.

Each of these stakeholders should, therefore, be recorded, complete with contact details, job descriptions, position in the organizational structure, level of authority, and role in the project.

In short, effective stakeholder management requires the project manager to know who has the ability to influence the project so that quick decisions can be made in case of problems.

Stakeholder evaluation

In most cases, stakeholders have a definite “interest” in the project, e.g., a regulatory agency requiring an environmental assessment before issuing permits.

However, this is not always so immediate; often, stakeholders have minor requirements that only arise when they are not met.

Each stakeholder should be evaluated on what their requirements are.

In addition, each stakeholder has expectations about how the project will proceed, and its actions are governed by those expectations that may not be visible until they are met.

Furthermore, stakeholders have various levels of influence: from providing simple feedback to the complete shutdown of a project.

Each stakeholder has a different power over the project, and the project manager should assess where each stakeholder’s continuum is located.

Obviously, stakeholders who can shut down the project need to get proportionately more attention from the project manager.

Stakeholders also enter the project at different stages of the project life cycle. This is why the project stakeholder register must be updated regularly.

In short, in this part of the stakeholder register, stakeholders will be evaluated according to the following criteria:

• Their requirements
• Their communication needs
• Their expectations
• Their influence on the project
• Their interest and power

This part, if duly filled in, will help the project manager to complete the project with a minimal setback.

Stakeholder classification

Stakeholders can be classified in different ways.

One of these is internal or external stakeholders, which can be used to determine contractual and procurement requirements.

Internal stakeholders are stakeholders that are within the leading organization, for example, the project team, technical managers, or managers.

External stakeholders are outside the parent organization, e.g., suppliers and regulatory agencies.

Another method of classifying stakeholders is called impact/influence and is used to determine the potential negative impacts of the project. In this classification:

• The effect is the extent of the possible interruption of the project.
• Influence is the ability to motivate others to stop the project.
• Those with leverage must be kept satisfied.
• Those with impact must be kept informed.
• Those that have both impact and influence need to be managed very carefully.

Another classification is as follows and is an excellent way to distinguish between the types of communication required by each stakeholder.

In this classification model, each stakeholder is classified into one of the following four types of classification:

• “Upward” is related to the core organization: executives, investors, and sponsors of the project. These stakeholders hold commercial and financial interests in the project.
• “Downward” are the stakeholders below the project hierarchy: suppliers, contractors, service providers, and so on. The project team itself also counts as a descendant.
• “Outwardly” are stakeholders who have an “interest” in the project, such as government regulators, adjacent landowners, end-users, customers, and even the general public.
• “Laterally” are stakeholders who are in competition with the project due to scarce resources, such as other project managers and organizational departments.

Stakeholder analysis and management strategy

After completing the stakeholder classification, the stakeholder management strategy is developed.

This will help the project manager to manage them according to their needs, influence, and interest in the project.

A more influential stakeholder will require a different strategy than another stakeholder with a lower level of influence.

The stakeholder register may contain confidential information, and not everyone may be allowed access to this document. Therefore, it is crucial to keep this document in a safe place.

However, many organizations do not restrict access to the stakeholder register, in which case a separate stakeholder strategy document can be created and kept in a safe place.

As the project progresses, new stakeholders will be identified, and their attributes may also change.

This is why it is crucial to keep the register up-to-date throughout the life cycle of the project.

Stakeholder management, therefore, plays a vital role in the success of a project.

Inadequate management of project stakeholders, especially those with high power and interest, can even lead to project failure.

Therefore, project teams and the project manager must perform timely and accurate stakeholder analysis, ranking, and prioritization, considering the ability of stakeholders to influence the project.

In a company there are shareholders and stakeholders. Both have invested something, however, they are separate entities.

Although they have similar names, their investment and role in an organization is fairly different and it is critical to not confuse them.

Shareholders are always also stakeholders in a company, although stakeholders are not always necessarily shareholders.

A shareholder owns a share in a public company, while a stakeholder shares an interest in the performance of an organization for reasons beyond the performance or value of the shares.

This means that both parties share a common interest: the organization must be successful in the long term.

The shareholder is an individual who has invested money in the organization by purchasing shares in the company itself. The reach of the stakeholder is wider. Stakeholders represent, in a nutshell, the entire micro-environment of the company and not just the shareholders.

While the shareholder owns a share of the organization and thus pays the price for it, and is therefore partly owner of the company, the stakeholders are not the owners of the company, rather they are the parties who take care of the company.

We take a look at all the key and specific differences between stakeholders and shareholders in this article.

Definition of shareholder

All companies raise their own capital from the market by issuing shares to the public.

The shareholder is therefore the person who buys these shares of the company from the primary or secondary market, thereby obtaining part of the legal ownership in the capital of the company.

A share certificate is issued to each individual shareholder for the number of shares he holds.

The simple subscription of shares does not constitute ownership of the shares. One only becomes the owner when the shares are actually allotted.

A shareholder is therefore any party – a physical person, a company or an institution – that owns at least one share in an organization. So, the shareholder owns a financial interest in its profitability.

If the company’s share price increases, the value for shareholders also increases, while if the company has a poor return and the price of its shares decreases, the value for shareholders decreases. It is clear that this trend is not trivial for a shareholder.

Definition of stakeholder

Stakeholders are the parties involved in helping the organization to exist. Without the stakeholders, the organization cannot survive for long.

According to the traditional governance model, the management of the company is only accountable to shareholders. Nowadays, this scenario has completely changed and is no longer believable.

Many organizations, in fact, believe that, in addition to shareholders, there are many other components in the corporate environment and that management is also their responsibility.

A stakeholder is a party that has an interest in the success of the company and can affect or be affected by the policies and objectives of the organization.

Stakeholders can be internal or external. Internal stakeholders have a direct relationship with the company through employment, ownership or investment. Internal stakeholder examples may include employees, shareholders and management.

External stakeholders, on the other hand, are individuals who do not have a direct relationship with the organization but can still be influenced by the actions and manoeuvres of that company. Examples of external stakeholders include suppliers, creditors, communities and public groups.

Key differences between stakeholders and shareholders

Below are the differences between stakeholders and shareholders in detail:

• Shareholders own the company because they have purchased financial shares issued by the company. On the contrary, stakeholders are those who influence or are influenced by the company’s policies and objectives.
• Shareholders are part of the stakeholders. It can also be said that shareholders are stakeholders, but stakeholders are not necessarily shareholders of the company.
• Shareholders focus on the return on their investment in the company. On the other hand, stakeholders focus on the performance, profitability and liquidity of the company.
• The scope of stakeholders is relatively broader compared to that of shareholders because there are other elements in addition to shareholders.
• We can only find shareholders in the case of public limited companies. However, every company or organization has its own stakeholders, whether it is a government agency, a non-profit organization, a partnership or a sole proprietorship.

Conclusion

It is thus clear that stakeholders and shareholders are terms that refer to different roles.

Stakeholder and shareholder have different points of view depending on their interest in the company.

Shareholders expect the company’s management to carry out activities that have a positive effect on the prices and performance of the shares and on the value of their dividends to shareholders. Furthermore, they would like the company to focus on expansion, i.e. acquisitions, mergers and other activities that could increase the company’s profitability and overall financial health.

On the other hand, stakeholders focus on the longevity of the organization and better quality of service. For instance, an organization’s employees may be interested in better wages and salaries, rather than higher profitability. Suppliers may be interested in timely payments for goods delivered to the company, as well as better rates for their products and services. Customers would be interested in receiving better customer service and purchasing high quality products.

Many organizations have therefore begun to accept the fact that, in addition to shareholders, the company is also responsible for many other components of its business environment.

Getting feedback from the project team is one of the things that seem most obvious for a project manager, but that can be very difficult.

It is a task of the project manager to support and challenge the team, so that together they can achieve the expected results.

To do this effectively, however, the project manager needs to know if he is supporting and challenging the project team in the right way or if, despite his good intentions, he is unwillingly holding it back.

A project manager must know what he does well, so that he can continue to do it, but he must also understand his weaknesses in order to correct them. In short … the project manager needs feedback. How to get it then?

First, if a project manager wants to receive feedback from the project team, he must focus on the actions he can take to receive it.

The tactics that we will illustrate in this article will help the project manager increase the chances of receiving the much desired feedback from his project team.

Exit interviews and feedback

Usually, companies rely on employee exit interviews to get information on a manager’s effectiveness. But what is the use of understanding how an employee feels about his manager when he has already decided to leave the company?

Although it is not too late for the manager to hear this feedback, it is still too late to use it in the proper way.

Quality feedback should help the project manager to work better with his team, improve leadership style, and make sure that he is aware of the problems before they become serious and dangerous for the project. Gathering interviews only when the collaborators leave the organization, although not completely useless, makes little sense.

How to get feedback from the team: Ask specific questions

Have you asked the project team specifically for feedback lately? In fact, there is a big difference between thinking that you want to receive a feedback and asking it directly.

Adopting an “open door policy” is often not sufficient and it is necessary to ask the team directly for feedback.

Moreover, it is not optimal to ask for generic things like “Do you have any feedback for me?”. This is a vague request and it is difficult to know what the person really wants to know without specifying a context.

Instead, it is good practice to ask for a feedback and ask specific questions such as:

• How could we organize our team meetings in order for them to be more effective?
• Would you like more or less direction / support from me during your work?
• What could I do to make your job more enjoyable?
• Do you think your ideas are considered by the team? And by me as a project manager?

With specific and targeted questions, it is easier to receive an honest feedback.

How to get feedback from the team: Be grateful and accept feedback – especially if negative

Think of the last time you provided someone with a strong and potentially negative feedback. Did the person immediately accept it? Or did he argue and try to say it was not true?

Any person who receives a rather negative feedback may be slightly on the defensive at first, but if the attitude is really extreme, to the point of not accepting feedback, answering badly, and even being offended, you will probably think twice before providing a feedback again.

Same thing applies in the case of the project manager! If he remains defensive towards the feedback team, it is not surprising that in the future the team members will hesitate to provide further feedback.

This means that the person cares a lot about sharing his point of view, so that things can improve for both.

It is undeniable that some pills are more difficult to ingest than others, but it does not change the fact that the final intent is to help.

The next time you receive feedback from a team member, try this approach to make sure you continue to receive constructive feedback:

• Take a break and thank for the feedback before saying anything else.
• Ask the person to share a recent situation that is linked to the feedback, in order to contextualize it.
• Ask for clarifications to make sure you understand the essence of the feedback.
• Discuss possible solutions or changes or, if the behaviour cannot be changed, explain why.

Receiving feedback is not always a pleasant experience. However, with a little practice and an open mind, it is possible to make the project team more peaceful when providing feedback.

This inevitably makes employees more likely to give more feedback in the future.

How to get feedback from the team: Act

When the project manager receives feedback from his team, his work has just begun.

The team has indeed shared feedback with the project manager, because they want to see things change. Otherwise, why would they worry about sharing it?

If a fact is so important that it is worthy of feedback to the project manager, it is something the team wants to see changing. And if this progress is not shown, it will certainly be discouraging for them.

A project manager who does nothing with the feedback he receives is unlikely to get more feedback in the future, or have a long-term committed team.

For this, it is necessary to transform the feedback into action.

When getting feedback, the project manager should take a few minutes to discuss the next steps.

This action gives the team members the feeling of being heard and helps them understand what progress could be made in relation to their feedback.

Each situation will be slightly different, in general there are three possible feedback scenarios:

• The project manager changes something: his actions will positively confirm the team’s courage to give feedback.
• The project team changes something: the project manager helps the team create the type of organization they want to work for.
• The project manager explains why that particular behaviour cannot be changed: when something cannot be changed, it is necessary for the project manager to help the team understand why the situation must remain the way it is and must create empathy.

How to get feedback from the team: Use reciprocity

Are you giving – as a project manager – your feedback to the team? Are you taking actions that you would like to be reproduced by the group as well?

It is important in this case to know the power of reciprocity. Reciprocity lies deep in the psyche of human beings.

A small example: if you give someone a gift or do something for a person, this person will feel indebted to you and will therefore be more inclined to return the favour or do something else requested by you with a similar value.

Reciprocity prevails over feelings.

Even if you don’t have a good relationship with all the team members, reciprocity can still help you get more feedback.

As Kennedy said, “Ask not what your country can do for you, ask what you can do for your country.” By changing the concept of “country” with that of “team” in the context of project management, we have the definition of reciprocity.

How to get feedback from the team: Give the example

There is nothing more important than the example that a project manager, as a leader, gives to the team.

In fact, the project team observes daily what the project manager does, and his actions are even more relevant than his words.

If the project manager wants feedback to be a fundamental part of his team’s culture and habits, then he must learn to give the right example to follow.

Here are some ways to do it:

• Provide feedback and praise to the team: as discussed above, it is important to create a situation of reciprocity.
• Hold a reflection meeting on the project: when a major problem occurs or a project ends, it is important to take time to meet with the team to talk about what went well or wrong and what to do differently next time. It is a great way to make everyone focused on improvement.
• Take responsibility for your own mistakes: if the project manager shows that the feedback is appreciated and that this brings a change, the team members are more likely to do the same when it comes to them. If a project manager is open to constructively criticizing himself, this automatically makes the entire team more open.

Receiving constructive feedback may not always be easy, especially when it comes from employees.

However, feedback can provide very useful information about the expectations of team members, about things that need to be improved in the workplace, and how employees perceive their manager.

Following the advice we have listed in this article, will help you encourage team members to feel comfortable when providing constructive feedback.

As the name suggests, a steering or coordination committee helps guide and coordinate a project from beginning to end.

Sometimes, the committee is formed entirely by the team that is directly involved in developing and implementing the project.

More often, however, the steering or coordination committee is composed of representatives of key organizations who are partners in the project and / or who have particular experience in the project sector or whose clients are the final users of the project output.

In general, it is very important and useful to include at least one client or potential user of the output of the project. Their feedback, in fact, can be useful for the success of the project.

A steering committee must be useful to the project manager and not be a distraction or a cause for disturbance, which is why its members should be carefully selected.

What is the role of a steering committee?

The role of the steering committee is to provide advice and ensure the achievement and delivery of project results.

This can include activities such as:

• Provide input to the development of the project, including the evaluation strategy;
• Provide advice on the project budget;
• Define and help achieve project results;
• Identify the priorities in the project, ie the activities where most of the energy must be directed;
• Identify and monitor the potential risks of the project;
• Monitor the quality of the project as it progresses;
• Give advice, and if necessary make decisions, on project changes

In short, the steering committee provides support, guidance and supervision of progress.

As a rule, the project manager will attend the meetings of the steering committee in order to report and inform on the development of the project and to answer any questions raised by the committee members.

The role of the steering committee is to provide advice and ensure the achievement and delivery of project results.

What role do individual members of the steering committee play?

The members of the Steering Committee are not directly responsible for project management and activities, but provide support and guidance for those who directly work on the project, ie the project team.

Committee members should:

1. Understand the goal, strategy, and expected results of the project;
2. Appreciate the importance of the project for the organization and its customers;
3. Be sincerely interested in the project and the desired results;
4. Be a supporter of the project by doing everything possible to promote the results;
5. Have a broad understanding of project management problems.

 In practice, it means that the members of the steering committee should:

• Ensure that the planned strategy matches the purpose of the project;
• Review the progress of the project with respect to milestones;
• Consider ideas and problems;
• Provide guidance to the project team;
• Help balancing priorities and conflicting resources;
• Promote positive communication outside the committee;
• Actively promote project outputs;
• Contribute to project evaluation.

Often, a President of the Steering Committee is also elected. It will be a member of the committee that will moderate and ensure that the meetings run smoothly.

It should therefore be emphasized that the first responsibility of the members is to achieve the success of the project and only in the second place, there is the interests of the organization as a whole.

For this reason, members who have experience in a particular area should avoid focusing only on that part. They have to remember that they work on the general project support.

Sometimes, it is useful for the project manager to prepare a simple description of the roles of the members of the steering committee, in which the expectations and the commitment required are defined.

How often should a steering committee meet?

The frequency of the Committee’s meetings is determined by the size and scale of the project.

Usually, for smaller projects it is sufficient to schedule a meeting during the planning phase, another around half of the project in order to monitor progress and a final meeting to evaluate the project results and contribute to its evaluation.

For larger projects, the committee should instead plan meetings that coincide with the milestones of the project.

It is a good practice to set meeting dates in advance, thus ensuring the commitment of committee members to attend.

Steering Committee: meetings

At least one week before the meeting, the Project Manager should distribute the necessary documents for the meeting to all the members of the committee.

These should include:

• An agenda, including the time scheduled for the meeting, so that members can organize their times accordingly.
• A report from the last meeting, including an updated action list.
• A report on the status of the project.
• Any other documents to be considered in the meeting

The chairman of the committee will conduct the meeting according to the agenda, making sure that all members are encouraged to provide input during the meeting.

It is important to check the list of the actions agreed in the previous meeting (if any), confirm the actions taken and the problems solved and find an agreement on how to proceed with actions that have not yet been completed.

As soon as possible, after the meeting, and no later than one week, a report of the meeting should be sent to the members.

This is important to ensure that members move in the same direction and follow the procedures.

The report should, in fact, include the list of actions agreed during the meeting, marked with the name of the „owner“ and the expected timing for its implementation.

Copies of any additional documentation discussed or produced during the meeting should also be included.

Moreover, the details of the next meeting should also be indicated.

 In conclusion, a consideration is here quite clear.

A steering committee is not in charge of running the project in place of the project manager; if, however, the members of the committee have been selected and adequately informed, their involvement and their experience will have a very positive impact on the achievement of the project goal. If we have this in mind, we can understand how this organ can become fundamental in the economy of the project.

Resource Management, or the ability to manage resources useful for the execution of a project, is one of the skills definitely required in the case of a Project Manager.

It is logic that an organization uses different resources for the execution of a single project. These resources typically include people, equipment, information, materials, time, and money. Most organizations, however, have a limited amount of resources available and, therefore, their allocation planning is essential for their effective management and use.

Project resource management involves not only the implementation of internal and external resources necessary for the delivery of a project, but also their procurement.

Having said this, it is obvious that Resource Management focuses primarily on the use of resources, on monitoring their use and productivity, and on measuring the effectiveness of the resources used.

 Plans and Processes for managing the resources of a project

Resource management also involves the creation of plans and processes that facilitate their management and there are several ways to implement them.

For example, one can create spreadsheets, documents, use project management software or use a combination of these three tools.

The main goal, regardless of the method chosen, will always be to successfully manage all the resources until the end of the project.

Let´s see the steps for a good management of project resources.

7 secrets for the good management of project resources

1. Resource estimation

Estimating the need for resources, internal as well as external, is one of the first steps in managing project resources.

One of the most common techniques used for resource estimation is the judgment of the experts, ie the estimate made on the basis of the experience acquired in previous projects.

Here every resource is evaluated, from people to machines and even to any physical space, such as an office, which is needed during the project.

It is necessary to focus well and spend sufficient time at this stage; the more complete the list of resources, the more accurate the program will be.

 2. Data collection

There are some data not only necessary but indispensable for the efficient management of resources in a project. Among the data that should not be missing, we can include:

• Available resources
• Requirements for resources
• How resources will be able to meet the demands

If these details are not deeply investigated, the PM could have serious difficulties in completing the project.

3. Resource plan

As already mentioned, each project plan must have a separate resource plan that contains various aspects relating to the need, allocation, and use of resources from the beginning to the end of the project.

Just like any other aspect of project management, also when planning resources, you should start with a plan. This will be the basis on which the management process will be built.

In the resource plan, a project manager can create, for example, a hierarchical list of resources needed to complete the project.

Since this is a plan, it is necessary to involve the other members of the project team, too. In fact, some team members may require additional resources.

4. Plan the development of the plan

Planning for development involves setting the start and end dates of all project activities in order to create a final program.

The resource plan, containing the hierarchical distribution of resources, also called Structure Breakdown Structure – RBS, is then combined with the breakdown of project activities. This helps to assign the required resources to each activity more efficiently.

These basic hierarchies should include at least the staff and, preferably, all the resources on which the project budget will be spent, but it is up to the project manager to define which type of hierarchies are relevant for each specific project.

5. Verification of over-allocations

 A project manager must ensure that the over-allocation of any resource is avoided.

The over-allocation occurs when a greater amount of work is assigned to a resource that, consequently, will not be able to complete the activity within the normal working hours.

This can lead to overtime, which will consequently affect the budget, or could even block or derail a project.

It is therefore essential that resources are balanced.

6. Negotiate for resources

Smaller projects generally rely on the organization’s internal resources. In more complex projects, however, resources can easily come from the outside.

This implies that the Project Manager should have excellent negotiating skills in order to obtain the necessary organizational resources, both internal and external, at the best cost.

7. Monitor the work schedule

You need to be able to monitor the hourly and daily availability of individual resources, and keep track of their vacations and absences.

In the case of a remote team, it is also important to take into account the time differences, as well as the various global holidays that may differ from the national holiday calendar.

The team’s workload is another metric that a project manager needs to monitor closely.

If all the work is done by a few team members, while the others are inactive, resources will need to be redistributed.

Another method could be to level the resources, ensuring that the activities are equally distributed within the team

Conclusions

In conclusion, resource management is strongly linked to project management planning.

These are different but complementary disciplines. The more resource management is implemented with a holistic approach, the greater the possibility of being able to act in a timely manner in order to keep the project on track and direct it towards success, respecting the pre-established times and budget.

Therefore, it is necessary for a project manager to have the right tools to have information about the resources while the project is in progress.

Using a Gantt chart provides a visual approach to project activities, durations, and dependencies that link one activity to another.

Other project managers could use an Excel spreadsheet or a specific and more reliable project management tool.

In general, when managing the resources of a project, there are several elements to monitor, and this process can become complicated and confusing.

However, with the right tool, it is possible to plan, monitor, and generate reports on resources with great control and precision.