Project Team 101: What is a Project Team and How to Build a Winning One?

The strength of the team is each member. The strength of each member is the team.

Phil Jackson

The essence of Phil Jackson’s quote highlights a simple truth: each person adds strength to the team, and the team, in turn, strengthens each person.

But here’s a reality check – building a perfect project team isn’t easy, and hassles can arise at every turn.

However, don’t worry, we’re here to help! In this piece, we explain what is a project team, and how to build a perfect one from start to finish.

So, it’s time to read on!

What is a Project Team?

A project team is a group of skilled individuals who collaborate on a specific project to achieve its objectives and complete it within the planned timeline and budget.

Often, the team is divided into smaller groups or departments, each focusing on its area of expertise to keep the project organized and on track. Typically, a project manager leads the team, ensuring that each member is clear about their role.

And, the real strength of a project team lies in:

• Selecting the right team structure
• Understanding the roles within the team 
• Assigning the right members to each responsibility
• Ensuring clear and open communication among different groups

So, we can say, that a project team is a group of individuals who follow a structured process, each with assigned duties and responsibilities. They work together, communicate openly to enhance the project, and are committed to achieving the project’s objectives and success.

Trello’s magic, now in WordPress!

Level up your WordPress project management game with this Trello equivalent solution –  where limitless possibilities come at an unbeatable price!

See Comparison Try Free

Common Roles and Responsibilities of a Project Team

A project team is made up of distinct roles, each with specific responsibilities that ensure tasks are completed effectively and on time.

And, having a clear idea of these roles will help us identify all the stakeholders of a project early and build a project team that covers every skill set and expertise you need to complete a project successfully.

Here are the five most common roles found in every project:

• Project manager: Guides the team, tracks time, cost, and quality, connects with stakeholders, and listens to team needs within a structured framework.
• Project team member: Works on project stages, contributes to tasks, collaborates with others, reports progress, and communicates challenges to the project manager.
• Project committee: Provides strategic direction, reviews project plans, progress, and finances, resolves key issues, ensures alignment with organizational goals, and keeps stakeholders informed throughout the project.
• Project stakeholders: Not involved in daily management, but invested in the project’s success, contributing to decision-making and providing valuable external perspectives.
• Project sponsor: Aligns the project with business objectives, supports the project manager, provides guidance, and resources, and ensures the project meets organizational goals.

Different Types of Project Team Structures

A project team can follow various structures, each tailored to the project’s needs and complexity. Common structures include functional, matrix, and projected. 

Choosing the right structure helps align the team’s skills and responsibilities, ensuring efficient communication and smooth project execution.

Functional project team structure

A functional project team structure organizes departments by expertise, with functional managers overseeing their teams. Functional managers lead departments and connect regularly with an executive. 

In this model, team members report to these managers, even when they are temporarily assigned to projects. This arrangement helps maintain centralized control, as functional managers ensure consistency across the team.

Project-based team structure

In a project-based organizational structure, team members are pulled from different functional departments to form a temporary team focused on a specific task.

In this structure, a project manager holds decisive authority and leads the cross-departmental team, ensuring that all members collaborate efficiently to successfully complete the project.

Matrix-based project team structure

A matrix organizational structure arranges team members in a grid format, allowing them to report to both a functional manager and a project manager.

This hybrid design is particularly beneficial for companies that work on many projects at once, as it fosters excellent collaboration and communication among diverse teams. 

Note: We’ve discussed only three common project team structures, but there are many more to consider

What are the Benefits of Establishing a Project Team?

Let’s get straight to it—yes, project management challenges are inevitable.

But here’s the good news: while you may not be able to eliminate every challenge, building a strong project team with clearly defined roles and responsibilities can make the journey significantly smoother.

Here’s how:

• Better collaboration: Establishing a project team has one cream-of-the-crop benefit: collaboration. This encourages open sharing of thoughts. It promotes creativity and leads to innovative solutions.

• Supportive environment: A project team creates a supportive, positive work environment where team members feel valued and motivated, leading to stronger connections, shared knowledge, and enhanced overall performance.

• Improved productivity: A well-structured project team enhances productivity through streamlined feedback, efficient task allocation, and optimized workflows, driving impactful results.

Learn more about why collaboration matters!

How to Build a Winning Project Team

Building a project team requires more than just effort—it demands a strategic approach to ensure you check all the boxes and assemble a team capable of meeting your project’s needs effectively.

Here’s a step-by-step process you can follow to build a project team that delivers results:

1. Define project goals and objectives

Clearly outline the specific goals and objectives the project aims to achieve. Use the SMART criteria—Specific, Measurable, Achievable, Relevant, and Time-bound—to ensure each goal is clear and actionable. This will guide the team and provide a reference point for measuring progress.

2. Identify required skills

Determine the skills necessary to complete each task effectively. Consider both hard skills (like technical or analytical abilities) and soft skills (like communication and problem-solving) that will be needed throughout the project phases.

3. Select team members

Choose team members who possess the identified skills and will contribute to a balanced, capable team. Look for individuals who bring complementary abilities, allowing the team to be more versatile and collaborative.

4. Recruit from outside

If specific expertise is lacking within the current team, recruit talent externally. Adding talent from outside the team ensures all important skills are covered and brings in fresh perspectives. This can improve creativity and lead to better decision-making.

5. Decide roles and responsibilities

Assign each team member a specific role and clear responsibilities. Defining roles helps avoid overlap and ensures accountability, so everyone understands their duties and the expectations for their performance.

6. Set some ground rules

Establish foundational rules to guide team interactions and workflow. These might include communication protocols, conflict resolution methods, and norms for collaboration. Ground rules promote a healthy team culture and improve efficiency by setting clear expectations for behavior and work standards.

Also, keep in mind that simply building a good project team doesn’t guarantee success! You also need to create a collaborative environment where your team can communicate, collaborate, and thrive effortlessly, free from any unnecessary obstacles that could hold them back.

Build Your Top-Notch Project Team Strategically!

That’s a wrap! Applying these insights will help you build a project team that’s confident and ready for any challenge.

Remember, each project team brings fresh opportunities to learn, grow, and work together. Be part of the journey, lift each other, and celebrate each success along the way.

Thanks for reading! Your insights are welcome! Share your thoughts below. Cheers to winning project teams!