Appoint the Team with Project Management Templates
At this point, you will have created a Business Case, undertaken a Feasibility Study and defined the Project Charter for your project. You will have a sound understanding of the project vision, structure, activities and general timeframes for delivery. You’re now ready to take the first step to formally establishing the project environment by recruiting the project team. While the recruitment activity is a standard business function and does not need to be covered here in detail, we have described the general steps involved in recruiting a team of skilled professionals for a typical project.
Regardless of company size or industry, most projects will undertake the above steps in order to recruit a team of skilled and qualified staff. The first step involves identifying the roles involved in undertaking the project, as well as the number of staff required to fill each role. The responsibilities of each role are then listed and a formal recruitment process implemented to appoint people to the project.
The actual processes and procedures described here may be slightly different in your organization; however, they will give you an insight into the tasks required to recruit a successful team for your project. If you believe in the philosophy that “Great teams deliver great projects,” then the activity of recruiting the project team is a critical step towards delivering a successful project.
Note: At this stage, you need to recruit the key roles to the project, such as the Project Manager, Project Sponsor and Board (if not already defined). You may also wish to recruit other staff to the project to help you to undertake the remaining steps within the initiation and planning phases, however you may not need “all staff on deck” at this point in the Project Lifecycle. Make sure you appoint staff to the project, in accordance with the schedule provided in the project management templates Resource Plan.
List the Project Roles
The first step in appointing the project team is to define the generic roles within the project. The size of the project will determine the number and types of roles to be appointed. For instance, large projects may require the following full-time roles (as specified within the Project Charter within the project management templates):
- Project Sponsor, Project Board, Project Manager
- Project Administrator, Quality Manager, Procurement Manager
- Communications Manager, Project Office Manager, Team Member
Small projects may combine several roles into one. For instance, the Project Manager may also be the Quality Manager, Procurement Manager and Communications Manager.
Once you have a clear list of the roles to be filled, you need to specify the number of people to be appointed to each role within the project. For example, most projects will required one Project Manager and a number of Team Members.
Define the Responsibilities of each Role
With a clear understanding of the types of roles required and the number of staff required to fill each role, you then need to summarize the key responsibilities of each role within the project management templates you will use. An example is provided below:
For each of the roles identified, you need to create a detailed Job Description. A Job Description is a document that describes the specific responsibilities for a project role. The purpose of a Job Description is to clarify the scope of work that a particular role is responsible for undertaking, as well as the skills, experience and qualifications needed to undertake the role effectively.
Identify the Recruitment Process
By now, you will have a clear understanding of the roles required to undertake the project, and the responsibilities, skills and experience required to fulfill them. The next step is to specify the process for recruiting staff into the roles that need to be filled. Most companies already have specific processes for recruiting staff for project roles, so there is no need to cover the recruitment process in detail here.
Recruit the Project Staff
Once you have gained approval from the Project Sponsor to appoint new team members, it’s time to undertake each of the steps listed above to recruit suitably skilled applicants for each role in your project. Make sure that you only recruit the staff needed to complete the immediate project steps. You may not need to recruit all the staff required to complete the entire Project Lifecycle at this stage. Finally, make sure that you comply with your company policies and procedures for recruitment of contract, part-time and full-time staff to the project.