Understanding Project Sponsor Roles with Productivity Suite Software | Kroolo

A project sponsor is like the captain of a team🚢.

Imagine you're all working on a big document together. A project sponsor is the leader who makes sure everyone has what they need, approves plans, and helps if there are problems.

For example, let's say you're creating a presentation. Your boss might be the project sponsor👨‍💻.

They make sure you have the right productivity suite software to give the green light 🚦 for your plans and step in if there are any challenges.

Even though it's not a button in the software, having a good project sponsor is super important for getting things done smoothly!

 

Responsibilities of Project Sponsor

Productivity software suites typically include team and collaboration features, integration with other tools, Kanban boards and document management, and task and project management.

1. Resource oversight -  Manage the allocation of budget, personnel, and tools essential for the project's success.
2. Advocacy & communication - Act as a strong advocate for the project💪, communicating its importance and benefits to stakeholders.
3. Risk Management - Identify and address potential risks, working to prevent issues or mitigating challenges that may arise during the project.
4. Decision-making authority - Participate in key decisions related to the project, including the approval of plans, changes, and major milestones🤾‍♂️.
5. Stakeholder engagement Interact with various stakeholders to ensure their needs and expectations are considered, fostering a collaborative environment👥.
6. Strategic alignment - Ensure that the project aligns with the organization's strategic goals🎯 and contributes to its overall success.
7. Progress monitoring - Regularly review and monitor the project's progress📈, intervening when necessary to keep it on track and align with objectives.

 

 

Project Sponsor Duties Throughout Project Lifecycle

A project sponsor's duties evolve throughout the project lifecycle, and they play a crucial role from initiation to closure. Here are the key responsibilities at each stage-:

1. Initiation

• Project conceptualization: Work with stakeholders to define the project's purpose, goals, and expected outcomes.
• Resource allocation: Ensure initial resources, including budget and personnel, are allocated appropriately.
• Project approval: Approve the project proposal and ensure alignment with organizational objectives.

 

2. Planning

• Approval of plans: Review and approve project plans, including timelines, milestones, and budgets.
• Risk assessment: Participate in identifying potential risks and contribute to the development of risk mitigation strategies.
• Stakeholder engagement: Engage with key stakeholders to communicate project objectives and garner support.

 

3. Execution

• Resource oversight: Continuously manage and allocate resources, addressing any changes or challenges.
• Decision making: Be available for critical decision-making, providing guidance and support as needed.
• Communication: Ensure effective communication channels are maintained, keeping stakeholders informed of project progress.

 

4. Monitoring and controlling

• Progress review: Regularly review project progress against established milestones and goals.
• Issue resolution: Facilitate the resolution of issues and roadblocks, ensuring the project stays on track.
• Adaptation: Be prepared to adapt plans based on evolving project needs or unexpected changes.

 

5. Closing

• Project evaluation: Participate in the evaluation of project success against initial goals and objectives.
• Lessons learned: Facilitate discussions to capture lessons learned for future projects.
• Transition planning: Assist in planning for the project's conclusion and any necessary handovers.

Throughout the entire project lifecycle, the project sponsor acts as a champion, providing support, guidance, and oversight to ensure the project's success and alignment with the organization's strategic objectives.

Project Sponsor V/S Project Manager

A) Project Sponsor

The project sponsor holds a pivotal role in project management, serving as a senior executive or key stakeholder.

Their primary responsibilities include setting the project's overarching vision, allocating resources, and making strategic decisions.

Acting as a liaison between the project team and other stakeholders, the sponsor ensures alignment with professional goals.

The project sponsor plays a vital role in high-level decision-making and risk management, approving major project plans and contributing to the identification and mitigation of risks.

• Project vision: Defines overall goals and objectives.
• Resource allocation: Allocates financial and organizational resources.
• Decision making: Makes strategic decisions impacting the project.
• Stakeholder management: Acts as a liaison between the project team and stakeholders.
• Risk management: Approves major project plans and helps identify/mitigate risks.

 

B) Project Manager

The project manager is tasked with the day-to-day planning, execution, and control of the project. Responsible for detailed project plans, resource allocation, and team leadership, they play a central role in communication between team members, stakeholders, and the project sponsor.

The project manager holds authority over the project's operational aspects, making decisions within the framework set by the project sponsor.

Their responsibilities span budget and schedule management, quality control, and issue resolution, ensuring the project progresses smoothly and achieves its goals.

• Project planning: Develop detailed project plans.
• Team leadership: Leads and manages the project team.
• Communication: Facilitates communication between team members and stakeholders.
• Risk management: Identifies, assesses, and manages project risks.
• Budget & schedule management: Monitors and controls project budgets and timelines.
• Quality control: Ensures project deliverables meet quality standards.
• Issue resolution: Addresses and resolves project issues promptly.

-----

In summary, the project sponsor provides strategic direction and resources, while the project manager focuses on the day-to-day operations and execution of the project. Effective collaboration between these roles is essential for project success.

 

How can Project Sponsors be benefitted from Productivity Software Suite?

Certainly, let's explore how project sponsors can benefit from using Kroolo, leveraging its Kanban view, List view, and advanced team collaboration features.

1. Kanban view

Project sponsors can use Kroolo's Kanban view to gain a visual overview of project tasks, making it easy to track progress and identify potential bottlenecks. With the drag-and-drop functionality, sponsors can move tasks between different stages, ensuring seamless workflow management. The Kanban view allows for real-time updates, promoting transparency and facilitating quick decision-making.

2. List view

For a more detailed perspective, the List view in Kroolo provides a comprehensive list of tasks, deadlines, and assignees. Project sponsors can efficiently review and manage project elements, ensuring that nothing slips through the cracks. The List view allows for easy sorting and filtering, enabling sponsors to prioritize tasks based on urgency or importance.

3. Team and tasks 

Kroolo's team task management features empower project sponsors to create multiple teams, each with specific roles and responsibilities. Sponsors can assign tasks to team members, set deadlines, and monitor progress effortlessly. The customizable team settings allow sponsors to tailor each team's structure to suit the unique needs of the project.

4. Channels, chats, and threads

Effective communication is key in project management. Kroolo offers a variety of collaboration features, including channels, chats, and threads. Sponsors can create dedicated channels for different aspects of the project, facilitating focused discussions. The chat feature ensures real-time communication, while threaded discussions allow for organized conversations around specific tasks or topics.