Managing cross-functional teams
The dilemma
“Jerry.” I said, “I see from the work
plan that you are trending over in some of your activities. It looks like they
haven’t affected the critical path yet, but they probably will
soon.”
“Yes, I am aware of the dates”, Jerry noted with a little
irritation. “You know I have three people working on this project, but there are
also a number of other people who I need from time-to-time. I’m having
difficulty getting them allocated to the project.”
“Yes, the activities
I’m looking at seem like database administrator work.” I replied. “I know that
many of the DBAs are caught up in a database upgrade project. Is that impacting
you?”
“Yes, it is.” Jerry said. “They are not the only ones. I need some
help from the training department to help me train the manufacturing managers so
they can leverage these new system capabilities. Now they are telling me that it
will be a couple weeks before they are available.”
“Let’s talk about
these people,” I suggested. “They obviously have other work to do in addition to
helping you on your project. How did you let them know that you would need their
help?”
“I sent the project definition and work plan to their managers.”
Jerry said dryly. ”The resource needs from their groups were clearly spelled
out. However, it didn’t seem to be of much use. Now that I need them, they still
aren’t available.”
“Sending the project definition and work plan was
definitely the place to start.” I said. “However, when you are trying to manage
cross-functional people, you need to be more proactive than that.”
Mentor advice
I don’t know many project managers who
have not been in a similar situation. We all know that it is best to have
full-time resources assigned to the project team. However, many projects need
specialty resources, and you don’t need them full time.
Jerry has a
couple of good examples. He is going to need DBA help over a two-week period,
and then again during system testing. Jerry is also going to need help from the
training department to update the current training material. Obviously, it makes
no sense to have DBA and training resources assigned full time. These
specialists typically provide support to the entire company, and their skills
may be requested for competing projects
At Blue Sky Manufacturing, we
have a policy of sending project definitions and work plans to all managers
whose staff are needed for the project. This strategy is designed to give them a
heads-up on the resources being requested, and to give them a chance to respond
if they do not have the resources available. However, this step is really the
minimum requirement for making sure the people are available when you need them.
The managers of these groups are also trying to juggle their personnel to best
meet the many demands they face. Sometimes, this prioritization doesn’t match up
with the particular needs of your project.
Managing cross-functional
resources is a result of working in a matrixed organization, where project teams
are staffed, in full or in part, with resources that reside in other functional
areas. The project manager needs to be very proactive when managing
cross-functional resources. Jerry did a good job with the first step. However,
he needed to follow up by speaking personally with the managers of the groups to
make sure they understood his resource needs and the timing. After that, he
needed to send reminders continually of his requirements and dates. If Jerry had
continued the dialogue, he would have had an earlier indication that there might
be problems with resource availability. He could have raised this issue early,
and utilized his own manager and sponsor to raise the priority level of his
project. If that did not work, he could have better prepared to work around the
problem and minimize the impact of the resource delays.
The bottom line
is that you must be much more diligent when trying to manage resources that are
not within your control. Otherwise you are relying on chance and good fortune to
make sure that resources are available exactly when you need them.