Imagine you’ve decided to develop a custom software solution crucial for your business operations. Rather than building an in-house team, you choose to outsource the entire project to an external software development company, thinking it would save both time and money. Soon, things start to go off track – requirements aren’t clear, deadlines are missed, and the project seems to be moving in circles. The team is frustrated, and you’re left wondering where it all went wrong.
In this case, the problem is likely related to how the outsourced project was managed. If a business analyst had been involved from the outset, they would have ensured that every requirement was clearly defined and understood, preventing the costly rework that’s now plaguing the project. Similarly, if a project manager had been steering the project, they would have kept the team aligned, managed the timeline effectively, and maintained transparent communication with you, ensuring the project stayed on course. This is how essential these roles are in ensuring your project’s success.
In today’s article, we’ll examine the critical management roles within an IT project, examining their distinctions and their impact on the project’s overall success.
Key management roles in IT projects
Imagine a project as a car – just like a car needs all its parts working together to move, a project needs all its roles to function seamlessly for success. A car can’t move with just wheels or a chassis; it requires the engine, steering, and every other component to work in harmony.
Similarly, in a project, just having individual roles like developers or designers isn’t enough. It’s the coordination and smooth operation of all roles that keep the project moving forward, adapting to changes, and ultimately crossing the finish line successfully. That’s why, in our solutions, we always strive to involve these crucial roles from the very beginning. Ensuring that business analysts, project managers, and other key positions are integrated into the project not only helps avoid pitfalls but also drives the project to success. Here are some key management roles in any IT project and the reasons why they are so important for the success of your project:
Project manager (PM)
One of the biggest fears for both the team and the client is that everything will go wrong and the project will fall apart. And this can be a reality because clients tend to underestimate the critical role of a manager, not realizing just how essential it is to have a professional who can take over project management and steer it toward success.
PM is the backbone of any successful project, responsible for overseeing the entire project lifecycle from planning to execution and closing. Key responsibilities of PMs include:
- coordinating with team members;
- managing resources;
- monitoring progress to ensure that the project stays on track;
- develop a comprehensive project plan that outlines timelines, resources, and budgets, ensuring that all project activities are aligned with the overall objectives.
Besides, statistics say that companies that implement project management practices successfully achieve their project goals 92% of the time.
Of course, the PM must possess skills like strong leadership and effective communication because, as we remember, communication is the key. These competencies allow the PM to guide the team, address challenges, and keep stakeholders informed and satisfied.
Delivery manager (DM)
Who should you consult when project milestones are at risk or quality standards aren’t being met? Right, a Delivery manager. At this point, you might ask: what is the difference between a project manager and a delivery manager then? Their roles do indeed seem similar, but while the PM focuses on the overall project strategy, including planning, budgeting, and client communication, the DM hones in on the execution and delivery phase, ensuring that the project’s deliverables meet quality standards and are completed on time.
In essence, the PM drives the project as a whole, while the DM ensures that the outputs are delivered efficiently and effectively.
Some of the most important tasks of elivery managers are:
- to keep a clear focus on deadlines and quality;
- minimize project risks;
- ensure that deliverables meet or exceed client’s expectations.
In essence, the delivery manager is responsible for delivering the project on time, within scope, and meeting the required quality standards.
Account manager (AM)
Any client needs to feel heard and understood and should have a dedicated person to reach out to whenever they encounter any issues or concerns. This is the role of the account manager. By the way, did you know that according to Gallup’s B2B report, 29% of customers are fully committed, while the remaining 71% are considering switching to a competitor if they find a better option.
This is where account manager steps in. The AM’s focus is to maintain the overall relationship with the client. They ensure that the client is satisfied, happy, they manage client expectations, and are responsible for the commercial aspects of the relationship, such as negotiations and upselling additional services.
At its core, the AM acts as the client’s main point of contact for all non-technical aspects, such as communication, contract management, and ensuring that the client’s broader business needs are met. They often manage the client relationship over the long term, beyond the scope of a single project. This way client feels heard, valued, and confident in the project’s direction.
Project owner
Imagine a company is launching a new online store. The team builds a stunning website with all the latest design trends, but customers struggle to navigate it, and sales fall flat. Despite the impressive look, the site isn’t achieving its primary goal: driving revenue. So, who ensures the project stays aligned with the original goal – to create a user-friendly experience that turns visitors into loyal customers?
Right, a project owner. The project owner is the key stakeholder who represents the client’s interests, ensures that the project stays aligned with the business goals, and delivers the intended value.
The project owners should have a strong understanding of the product or service being developed and its strategic importance to the organization. They are responsible for:
- defining the project’s vision;
- making key decisions about the product;
- prioritizing tasks and features to ensure that the project delivers maximum value.
This role is crucial for the project’s success because it guides the project team, making sure that every aspect of the project aligns with the overall business strategy and meets the needs of the stakeholders.
Scrum master
Imagine a development team trying to build a complex product but constantly running into issues. Deadlines keep slipping, meetings become chaotic debates, and team members are frustrated as miscommunications pile up. Critical tasks fall through the cracks, and progress feels like two steps forward and one step back. This is where a scrum master becomes essential.
The scrum master’s main focus is on the team and the Scrum process. They ensure the team follows Agile practices, facilitate Scrum ceremonies (like daily stand-ups, sprint planning, and retrospectives), and remove any obstacles that might slow down the team.
A scrum master acts as a coach and leader, helping the team work more efficiently and encouraging collaboration. They are not responsible for the overall project delivery but for assisting the team in delivering their best work within the framework.
Business analyst
In many IT projects, the technical team and the non-technical client might struggle to communicate, as they speak different “languages” when it comes to understanding project details. For example, a client might request a “simple” feature like a personalized dashboard, not realizing the complex backend work required to make it functional. This is where the business analyst steps in to bridge this gap.
The BA’s primary focus is on understanding the client’s business needs and translating those needs into technical requirements for the development team and vice versa. They are deeply involved in the details of the project, ensuring that the final product aligns with the client’s objectives.
The BA’s primary focus is on understanding the client’s business needs and translating those needs into technical requirements for the development team. They are deeply involved in the details of the project, ensuring that the final product aligns with the client’s objectives.
The critical roles that drive a project’s success
According to Statista, the percentage of projects delivered on time by software companies worldwide consistently surpassed 71% between 2015 and 2023. In the 2023 survey, it was reported that, on average, 73.7% of projects were completed on schedule. But could it all be done without key management roles?
Imagine a mid-sized retail business looking to quickly launch a new e-commerce platform to expand its online presence. Even with developers and designers on the team, the lack of proper management leads to issues. Without a business analyst, the technical team misinterprets the business needs, resulting in features that don’t align with the company’s sales strategy or customer expectations. However, with a skilled BA onboard, requirements would be clearly defined and communicated, ensuring the final product meets both business goals and user needs.
During development, the team encounters several roadblocks that threaten to delay the project. Without a scrum master to facilitate Agile processes and remove impediments, these issues derail the timeline, causing frustration among team members and stakeholders. The scrum master would ensure that the team remains focused, productive, and adaptable to changes, keeping the project on track and preventing these costly delays.
As the project progresses (by some miracle😅), challenges keep arising. The team is now on the verge of missing deadlines and, on top of that, is facing internal miscommunication about budget management. If the project had a project manager, he would have overseen the overall strategy, managed resources, and ensured that the project stayed within scope and budget.
Without a delivery manager, the project struggles with team coordination, leading to delays and quality issues. A delivery manager ensures smooth execution across all stages, keeping the project on time and meeting quality standards, preventing these setbacks.
The situation is further complicated by the lack of an account manager. Without someone dedicated to managing client communication and expectations, stakeholders are left in the dark, leading to dissatisfaction and potential scope changes late in the project. An account manager would keep the clients (or internal stakeholders) informed and engaged, ensuring their concerns are addressed promptly and that the project aligns with their vision.
When considering outsourcing, it’s important not to fall into the trap of only hiring for immediate issues. Every role plays a critical part in the overall success of the project. Skimping on key management positions might solve today’s problem, but it leaves you vulnerable to tomorrow’s challenges. To truly succeed, you need a well-rounded team that can handle every aspect of the project, not just the most pressing concerns.
Bottom line
In any IT project, having the right management roles in place is not just a luxury – it’s a necessity for a successful outcome. Each management role, from the project manager to the business analyst, plays a critical part in ensuring that the project stays on track, meets deadlines, and delivers a product that aligns with business objectives. As we’ve seen in our example above, the absence of these roles can lead to miscommunication, delays, and, ultimately, a product that fails to meet expectations.
Don’t cut corners on the solution that will elevate your business. Partner with a company that prioritizes results, providing both comprehensive technical coverage and an optimal price.
