Project Management

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How do you deal with functional managers in a matrix organization?

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Anish Abraham Privacy Program Manager| University of Washington Auburn, Wa, United States
The team worked very hard to come up with a realistic project plan but the functional manager says that the project plan is unrealistic. Losing his/her support means the project will lose key resources for completing the project.

How will you proceed or how will you handle this situation?
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Chinemerem Rufus Portharcourt, Rivers/Portharcourt, Nigeria
The functional manager is very influential ,base on his power and interest on the project.The plan might also be a very good plan to align the project to its strategic objectives.I will need to meet the functional manager for further clarification and conviction for reasons to be seen. The sponsor should be invited to help in this situation if one on one meeting with the functional manager didn't work.Going against the ethics or rules of engagement to satisfy the desire of the functional manager is unprofessional.
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1 reply by Anish Abraham
Jan 01, 2018 3:15 PM
Anish Abraham
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Chinemerem, thanks for your suggestion.
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Cheikh FAYE Microsoft Dynamics 365 Business Expert, CEO and owner| Eurêka Technologies Dakar, Senegal
In a matrix organisation where functional manager and project manager share nearly the same influence, clarifying and documenting alignment of strategic objectives and goals is crucial to the good and efficient running of the project.When needed, the arbitration of the sponsor and the other stakeholders must be required.
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1 reply by Anish Abraham
Jan 01, 2018 7:50 AM
Anish Abraham
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Cheikh, I agree on this.
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Vincent Guerard Coach - Trainer - Speaker - Advisor| Freelance Mont-Royal, Quebec, Canada
You could consider a peer review of the project plan. It would play on one side, the project or the functional manager.
From there adjustement can be made.
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1 reply by Anish Abraham
Jan 01, 2018 2:50 PM
Anish Abraham
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That's a good idea Vincent, I appreciate your input.
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Anish Abraham Privacy Program Manager| University of Washington Auburn, Wa, United States
Dec 31, 2017 1:13 AM
Replying to Sante Delle-Vergini, PhD
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Assuming the sponsor has some weight in the organization, they could assist. The weaker the organization (and this is a matrix so 50/50), the more support you might need from sponsors and influential stakeholders.
Thanks Sante, for your feedback. Support from the sponsor is very critical in these type of situations.
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Anish Abraham Privacy Program Manager| University of Washington Auburn, Wa, United States
Dec 31, 2017 2:21 AM
Replying to Drake Settsu
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I would take it up with the person the functional manager reports too. The manager sound like he/she has no confidence in the resources working on the project. The manager is trying to protect his/her staff.
Drake, thanks for your suggestion. I appreciate it.
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Anish Abraham Privacy Program Manager| University of Washington Auburn, Wa, United States
Dec 30, 2017 7:47 PM
Replying to Shivanjali Bhutkar
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Cross matrix team challenge!
1.Understand what 'unrealistic' means for the functional manager. Is it the resources number/project duration?
2.Negotiate to get a win-win situation for company and project.
3. Backing of upper management. It's not 1 functional manager. It involves the company's stakeholders which are backing the project. (Get all stake holders involved which are involved in this project plan. Is this is what only the team worked to come up with project plan , there must be some input from upper management regarding the scope and work in the plan. Reduce the scope if all are not agreeing to project plan and get approvals.)
Shivanjali, I agree with you on this.
Well, in this case the functional manager was concerned about the resources as well as the duration. In a public organization, it’s not easy to get the backing from upper management, but I guess the team can still negotiate and try to get a win-win situation.
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Sonali Malu Maharashtra, India
Better to meet functional manager for more details about why the schedule is unrealistic. Though functional manager's view is important, you are the project manager and you must assure that the project schedule should be realistic (achievable) and agreed by all stakeholders.
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1 reply by Anish Abraham
Jan 01, 2018 2:49 PM
Anish Abraham
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Thanks Sonali for your input.
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Anish Abraham Privacy Program Manager| University of Washington Auburn, Wa, United States
Dec 31, 2017 2:46 AM
Replying to Mansoor Mustafa
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Agree with Sante support of influential stakeholders and sponsors are need to get support of Functional manager. Moreover alignement of project to strategic objectives of organization is also likely to get support of all concerns
Thanks Mansoor for your input on this .
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Anish Abraham Privacy Program Manager| University of Washington Auburn, Wa, United States
Dec 31, 2017 3:30 AM
Replying to Sergio Luis Conte
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Does the functional manager mentioned into your story some influence? Two activities, focused on project, must be done from the very beginning, both closely related: elicitation and stakeholder management. If you performed both and you face this situation (by the way, I am facing this type of situations often including top management not functional management only) then it is key to answer this question: who owns the project? Project manager and project team do not own the project. So, if the functional manager owns the project then work with them and all related information to get the project plan the functional manger thinks it could be. If the functional manager sill insist into other plan than the plan the team got following the defined process then you have to request the approval. If approved as functional manager desires then record a risk and assign the risk to the functional manager.
Sergio, thanks for your feedback on this.

Yes, the functional manager has lots of influence in the organization and we had the initial bye-ins from him, but later in the project he lost interest and started to skip meetings.
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1 reply by Sergio Luis Conte
Jan 01, 2018 7:53 AM
Sergio Luis Conte
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Then is time to talk with her/him and just in case is needed to escalate to something above her/him. Just talking about my personal case we include in our project charter the governance model we will follow as simple as a pyramid where you visually can see the percentage of issues/risks that we intended to be solved into each step, the frecuency of meetings, people must participate in those meetings and the level of escalation. In our case we manage escalation showing that we are trying to help people to find the time to participate in all needed for the project, not as a mean to punish somebody. Because for us the project charter is the "contract" with all our clients then when it is agreed it must not be broken.
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Anish Abraham Privacy Program Manager| University of Washington Auburn, Wa, United States
Dec 31, 2017 7:56 AM
Replying to Peter Ambrosy
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Agree with above comments, but like to add a further thought: Assuming the project the complex and highly adaptive, to come up with a "realistic" upfront plan is in most cases not realistic and even pushing the team into certain wishful numbers by management is from my point even unethical. The one who are supposed to execute the project work are the ones who know best what is needed to do. For the first iterations, they should be able to come up with robust figures, for the further future it will be still uncertain and a forecast. The team needs to learn over the project and the estimates (plan) will be more reliable. Pushing the team by direct and control into number and even asking them to commit to it, is from my point of view a big mistake. To that extend, take the courage to "educate" the functional manager for the benefit of the team (I assume the team is motivated and has the skills and knowlege as a team to get the work done).
Thanks for your input on this, Peter. I really appreciate it.
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