The Short Answer
Every project has key roles: The Project Sponsor provides funding and strategic direction. The Project Manager plans, coordinates, and leads day-to-day execution. The Project Team performs the work. The Steering Committee provides governance and approves major changes. Stakeholders are anyone who affects or is affected by the project. Clear role definition is critical—confusion about who owns what decision leads to delays, conflicts, and ultimately project failure.
The golden rule: One person is Accountable for each decision. Multiple people can be Responsible, Consulted, or Informed (RACI).
The Governance Structure
Clear roles and responsibilities are the foundation of project success. Confusion about who owns what decision leads to delays, conflicts, and failure. Every project needs a defined governance structure. The RACI matrix (Responsible, Accountable, Consulted, Informed) is the standard tool for clarifying who does what.
The Project Sponsor
The Champion
The Sponsor is the person who provides the resources and support for the project and is accountable for enabling success.
Key Responsibilities
- Authorizing the project (signing the Charter)
- Securing funding
- Removing high-level roadblocks (political or financial)
- Championing the project to the executive board
Key Insight: The Sponsor focuses on Strategy (Is this project still viable?), while the PM focuses on Execution (Is the project on track?).
The Project Manager (PM)
The Conductor
The person assigned by the performing organization to lead the team that is responsible for achieving the project objectives.
Key Responsibilities
- Planning (Scope, Schedule, Budget)
- Communication (Hub of the wheel)
- Risk Management
- Team Leadership
Key Insight: Authority varies by organization structure. In a "Projectized" org, the PM has full authority. In a "Functional" org, they may have little authority.
The Project Team
The Execution Core
The individuals who perform the work and deliver the project's products.
Key Responsibilities
- Delivering work packages/products
- Providing technical expertise
- Participating in planning and estimation
- Reporting progress and issues
Key Insight: In Agile, the team is "Self-Organizing"—they decide how to do the work, while the Product Owner decides what work to do.
The Steering Committee
The Governance Board
A board of senior stakeholders that provides strategic direction and oversight.
Key Responsibilities
- Governance and strategic alignment
- Approval of major changes (Scope/Budget)
- Conflict resolution between departments
- Final escalation point for decisions
Key Insight: Only engages when issues exceed the PM's authority or tolerances are breached.
Stakeholders
The Influencers
Anyone who affects or is affected by the project—customers, users, regulators, community members.
Key Responsibilities
- Providing requirements and feedback
- Accepting final deliverables
- Supporting project goals
- Communicating concerns and expectations
Key Insight: Stakeholders must be managed, not just informed. A high-power, high-interest stakeholder requires close engagement.
Key Takeaways
- The Project Sponsor provides resources and strategic direction; they own the 'business case.'
- The Project Manager leads day-to-day execution; they own the 'project plan.'
- The Team performs the work; in Agile, they are 'self-organizing.'
- The Steering Committee provides governance and only engages on major issues.
- Use the RACI matrix to eliminate confusion: one Accountable, many can be Responsible/Consulted/Informed.
