Foundations of PM - Module 4 - Organizational structure and culture

Question 1

What are the goals of the organizational structure and culture?

Answer 1

1. Define organizational structure and organizational culture, and explain how they impact project management
2. Identify common types of organizational structure
3. Define change management and summarize its relationship to the project management role

Question 2

What is organizational structure?

Answer 2

Is they way a company or organization is arranged.
1. Defines how the members of an organization relate to one another
2. How job tasks are divided and coordinated.

Question 3

What is the classic organizational structure?

Answer 3

1. Fuctional or top-down structure
2. CEO and executives at top and directors, managers, teams

Question 4

What is a matrix structure?

Answer 4

1. Direct higher-ups and stakeholders from other departments or programs to report the progress.

Question 5

Can you ask about the organizational structure of the company during a job interview for project manager?

Answer 5

Yes, knowing the company organizational structure will help you to determine if your role will fit in.

Question 6

Why is important to know the organizational structure?

Answer 6

1. To know who you report to
2. Who the members of your team reports to
3. How and where to get the necessary resources

Question 7

The amount of authority given to the project manager?

Answer 7

Ability to make decisions for the project that impat the organization.

Question 8

Resource availability?

Answer 8

Knwoing how to access the people, equimpment and budget needed for the project.

Question 9

In a classic structure affects the project resources?

Answer 9

1. Department leaders would be deciding the budget and resource allocations.
2. May need to go through a chain of command for advocate for more resources

Question 10

In a matrix structure affects the project resources?

Answer 10

1. Employees have two or more managers who reports to
2. May need to cooperate with more than one leader in the org. share resources, negotiate priorities.
3. Key is to know who are the stakeholders and who controlls what.
4. Chain of command is not clearly defined
5. May need to get approval from appropiate decision makers well before the project begins.

Question 11

What is the role of a project management office?

Answer 11

Project management office or PMO
Defines, sets, and helps maintain project management standards and processes through the organization.

Question 12

What are the functions of a PMO?

Answer 12

1. Strategic planning and governance: Define project criteria, select project for business goals, provide business case to management
2. Best practices: Share lessons learned, ensure consistency among their organization project.
3. Common project culture: Training employees about optimal approaches specially project managers.
4. Resource management: Managing and allocating resources- people and equipment- based on priorities, schedule, budgets..
5. Creation of project documentation, archives, and tools: Templates, tools and software to help manage projects. Maintains organization project history.

Question 13

What is the organizational culture?

Answer 13

1. Values employee shares as well as the org values mission and history.
2. organizational culture can be thought of as a company’s personality

Question 14

Why is important to know the organizational culture?

Answer 14

1. Minimize conflicts and complete the project as much support and harmony possible.
2. If how can a project aligns the company mission or company values, executives will support your project more.
3. Leaders of the organization value quality over speed?

Question 15

What questions can be asked about the company culture?

Answer 15

1. How does communication happen? scheduled meeting, email, phone?
2. How are decisions made? top down?majority vote?
3. What kind of rituals are in place for new commers? tour? lunch? introduct to staff?
4. How are projects run? matrix, classic?
5. What kind of practices behavious or values are reflected by people in the org? overtime? weekend work?

Question 16

What is a change agent?

Answer 16

A person from inside organization who helps the organization transform.

Question 17

Why is important to know the boundaries of the changes to implement?

Answer 17

1. Company may not approve changes that dont fall in line with the value or culture.
2. It is important to seek approvals early on.

Question 18

Questions to ask about the organizational culture atmosphere?

Answer 18

1. Company dress code?
2. How do people typically share credit at this company?
3. is risk taking encourages? What happens if fail?
4. how do managers motivate their team?
5. how do people interact with customers and users?
6. When and how do team members give fieedback to one another?
7. What are some workplace traditions?
8. What are some of the ways the company celebrates success?

Question 19

Questions to ask about the organizational culture policies ?

Answer 19

1. What are the policies around sickdays and vacations?
2. Does the company allow employee flexibility? remote work? flexible hours?
3. What policies are in place that support employees sharing their identity in workplace?

Question 20

Questions to ask about the organizational culture processes?

Answer 20

1. What is the company onboarding process?
2. How do employees measure the impact of their work?

Question 21

Questions to ask about the organizational culture values?

Answer 21

1. What are the company’s mission and value statements?
2. How might the person in this role contribute to the org mission?
3. How does the org support professional development and career growth?

Question 22

What is a change management?

Answer 22

Is the process of deliverying your completed project and getting people to adopt it.

Question 23

What are the three core concepts that change management is based on?

Answer 23

1. Creating a send of ownership and urgency aroudn the project.
2. Figure out the right combination of skills and personalities.
3. Effective communication.

Question 24

Why is important to have an effective communication with your team?

Answer 24

Being transparent, upfront with your plans and ideas, and making information available for your team to be engaged in the project.

Question 25

A Project manager’s role in change management

Answer 25

1. How will the org react to change?
2. Which influencers can affect chagne?
3. What are the best means of communication?
4. What change management practices will lead to the successful implementation of my project?

Question 26

How to be proactive in change management?

Answer 26

1. Incorporate change management into your project managment steps
2. Introduce deliverables to stakeholders in the form of demonstrations, questions and asnwer forums. Factor these decisions into your plan.

Question 27

Communicate about upcoming changes

Answer 27

1. Regular communication with stakeholders, the change managemetn team, the project team.
2. Follow consistent process: follow a clear change management process.
3. Practice empathy
4. Use tools: feedback, surveys, flowcharts, culture mapping.

Question 28

Understand your target role

Answer 28

Stand out from the crowd

Question 29

Analyze job listings

Answer 29

1. Pull up ten job descriptions for your target role
2. Combine all the job requirements
3. Order requirements based on appearance frequency

Question 30

Create your professional inventory

Answer 30

1. Technical skills
2. Non-technical skills
3. personal qualities
4. Education