Question

Describe the matrix organizational form? What are its advantages and disadvantages? Discuss the importance of negotiations between project and functional managers?

Define each of the key elements of project planning? What is required in a project audit? What purpose do project audits serve?

Answer 1

Matrix forms in an organization happens usually when there is dual reporting structure. Simply put it means that an employee is accountable to two different reporting managers . This happens usually when an employee takes care of two different functions ,Product and Functional. Sometimes it happens if reporting manger is not in the same geography .

Advantages of matrix structure - Matrix structure helps in dual management and better productivity of resource . It also helps in additional skill building of the resource . It is specially useful when employee needs to be put on a project . Large no of employees can be deployed on to a project with a separate chain of command without disturbing the original organization structure .

Disadvantages of matrix structure : Two bosses may lead to different thought processes and result in a conflicting set of instructions to the employee . This might lead to confusion and the employee may not be able to deliver to required levels.

The two bosses may not be on the same page and might not give adequate importance to each other's requirements .This often leads to a Catch 22 situation for the employee who may be caught in between.

The project and functional manager need to be speaking continuously to one another . The functional manager is the permanent reporting authority for the employee but he needs to drive home the fact that the project manager is his short-time boss . This is required for successful completion of the project .

1. Key elements of project planning are as follows :
2. Identification of stakeholder's needs
3. Clear definition of objectives
4. Clear deliverables and deadlines
5. Blueprint of the project
6. Costs Involved
7. Systems and processes

A project audit involves if a project is going as per schedule .It helps in identifying lags and bottlenecks and rectifying them on time so that project deadlines are met .

Purpose of a project audit is to ensure that project completion is as per schedule and required quality standards . The frequencies of project audits are very important . It has to be adequate and timed more near the beginning and the middle.