How to create an internal structure: Role sharing model for PM, technology, QC, and trade

Understanding the Role Sharing Model

Creating an efficient internal structure is fundamental to the success of any organization, particularly for project-based operations.
The role sharing model is an organizational structure that emphasizes the assignment of specific roles to individuals based on their expertise and job function.
This model includes roles for Project Management (PM), Technology, Quality Control (QC), and Trade, each playing a critical part in the entire workflow.

Project Management (PM)

The project manager is the backbone of any project.
A PM is responsible for planning, executing, and closing projects.
They ensure that projects are completed on time, within scope, and on budget.
PMs must communicate effectively with stakeholders, coordinate with team members, and solve problems that arise during the project’s lifecycle.

One of the key responsibilities of a PM is to define the project’s objectives and scope.
They do so by consulting with stakeholders and understanding the project’s requirements.
Once the scope is clear, they outline a detailed plan that comprises timelines, resources, and milestones.
Effective PMs are skilled in risk management and regularly assess potential hazards to address them proactively.

Technology

In the role sharing model, the Technology team is responsible for the technical aspects of a project.
This includes the development, implementation, and maintenance of technological solutions that meet the project’s needs.
The Technology team often works closely with the PM to ensure that all technical requirements align with the project’s goals.

A crucial aspect of the Technology role is to stay updated with the latest technological trends and innovations.
By doing so, they can integrate cutting-edge solutions that can greatly enhance the project’s efficiency and effectiveness.
The team also troubleshoots technical issues and works on optimizing existing systems to ensure seamless operation.

Quality Control (QC)

Quality Control is an indispensable component of the role sharing model.
The primary purpose of QC is to maintain and improve the quality of the project’s deliverables.
This team is tasked with developing quality standards, conducting inspections, and implementing corrective measures whenever necessary.

QC professionals employ a range of testing methodologies to ensure that outputs meet or exceed established quality criteria.
They are responsible for identifying any non-conformance and guiding the necessary adjustments to address them.
The QC role often involves preparing detailed reports to document findings, which are essential for ongoing quality improvement processes.

Trade

The Trade role in the internal structure deals with the economic and logistical side of projects.
This encompasses negotiations, procurement, and supply chain management.
The Trade team ensures that all necessary materials and resources are procured cost-effectively and delivered to the right place at the right time.

A strategic approach to trade involves building solid relationships with vendors and suppliers.
The Trade team negotiates contracts to achieve favorable terms, which can significantly impact the project’s budget and schedule.
Their expertise in logistics helps avoid disruptions in the project timeline due to unforeseen supply chain challenges.

Integrating the Roles

While each of these roles has its own set of responsibilities, their success is interdependent.
For a project to succeed, there must be effective communication and collaboration among all roles.
When these teams work cohesively, the project can be executed efficiently with minimal disruptions.

This synergy can be achieved by encouraging regular meetings and updates where each role shares its progress and challenges.
Technology may need adjustments based on QC findings, while Trade might need updates from the PM to align resources accordingly.

Challenges of Role Sharing

Although the role sharing model can enhance efficiency, it also comes with challenges.
Role confusion can occur if responsibilities overlap significantly, leading to duplication of effort or gaps in important areas.
Clear role definitions and accountability are essential to prevent this issue.

Another challenge is inter-role communication.
Inadequate information sharing can result in misunderstandings or misaligned priorities.
Establishing formal communication channels and documentation practices can help mitigate these challenges.

Fine-tuning the Model

To maximize the benefits of the role sharing model, organizations should tailor it to their unique needs.
Regularly reviewing the effectiveness of each role and making adjustments where necessary can lead to continuous improvement.

Investing in team development is also beneficial.
Providing training and resources helps individuals within each role perform their tasks more effectively and adapt to changes quickly.

Conclusion

In conclusion, the role sharing model is a strategic approach to internal structuring that assigns specific responsibilities to individuals based on their expertise.
By defining roles for Project Management, Technology, Quality Control, and Trade, organizations can optimize project execution and efficiency.
Despite its challenges, when implemented correctly, this model facilitates a harmonious team environment where each member knows their role and contribution towards the common goal.