Project Org Chart for Beginners: Link Roles by Lines and Agree Who Decides at Kickoff

Project & Development

Project Org Chart for Beginners: Link Roles by Lines and Agree Who Decides at Kickoff

First-time project leaders use this beginner template before launch to link the owner, team leaders, members, and advisors with lines and agree who decides what by kickoff. The whiteboard has 4 pages: page 1 sets the goal and period and places stakeholders by influence and interest, page 2 draws an org chart that branches left and right from the center and writes each team's turf, page 3 builds a meeting table and splits decisions among the owner, leaders, and members, and page 4 sets the reporting flow and each team's first task to check at kickoff. The task board has four columns - preparing, drafting, check at kickoff, and ready - with 4 parent tasks, one per page, and 3 subtasks each. For a top-down chart, the Org Chart framework (president, department head, member) can also be added in the editor. Team leaders can write on the board as members of a limited-visibility team, so everyone checks the same chart on the day.

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project org chart kickoff meeting structure roles and responsibilities for beginners
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① Start here: the project goal and pe... ② Place stakeholders by influence and... Keep satisfied (high influence × low ... Manage closely (high influence × high... Monitor (low influence × low interest) Keep informed (low influence × high i... ③ From the people in ②, decide the ro... ⑤ Who decides ⑥ Who does ⑦ Advisors ⑧ Each team's turf ⑨ From the chart in ④, build the meet... ⑩ What the owner decides ⑪ What leaders decide ⑫ What members decide ⑬ How to decide when you are unsure ⑭ From the meetings set in ⑨, line up... ⑯ What to check at kickoff Project Org Chart... How to use (4 pag... Goal and deciders Rules, meetings, ... Doubts and worries Advisors and insi... 1/4 Set the goal and ... Ctrl+F / ⌘F : 2/4... → 2/4 2/4 Draw the org chart ↙ 3/4 What the project is fore.g. Move expense claims from paper to a new system and cut the time from claim to payment from 10 days to 5 Period and kickoff datee.g. Period: Apr 1 to Sep 30 (6 months)Kickoff: Apr 8, 10:00-11:00 a.m. What worries you nowe.g. Not sure how much cooperation we will get from each department 縦軸: Influence (to... e.g. Executives, head of IT. Brief them only at key points and consider them as advisors. e.g. Finance director. A candidate for owner or steering meeting. Talk to them early. e.g. Vendor contact. Tell them only when a big change comes up. e.g. Employees who file claims, department admins. Reach them with a briefing and a monthly notice. Duty Headcount Who to ask Owner e.g. Makes the final call, keeps budget and deadline e.g. 1 person e.g. Finance director Team leader e.g. Pulls together the team plan and progress e.g. 3 people (1 per team) e.g. A senior from each department Member e.g. Carries out assigned work and reports e.g. 9 people (3 people x 3 teams) e.g. 4 from finance, 3 from IT, 2 from admin ④ Draw the org ch... e.g. Expense System Rollout Project Owner e.g. Taylor, finance director (final call) Business team e.g. Lead Clark, 3 members Rollout team e.g. Lead Hall, 3 members Departments e.g. Department admins (kept informed) Office e.g. Young (meeting prep and notes) Systems team e.g. Lead Evans, 3 members Advisors e.g. Head of IT, legal contact e.g. Owner Taylor (finance director), stand-in Brown if absent e.g. Business Clark, Systems Evans, Rollout Hall (team leaders) Write a stand-in for when they are absent Split what each decides on page 3 (⑩-⑫) e.g. Business team: Adams, Baker, Carter (finance) e.g. Systems team: Davis, Moore, Lee e.g. Rollout team: 1 from finance, 2 from admin If someone holds two roles, write their name on both branches e.g. Head of IT: fit with company rules e.g. Legal contact: retention periods and policies Write down what to ask them An advisor is not a decider Leader Turf Out of scope Headcount (incl. ... Business team e.g. Clark e.g. Decide the claim and approval steps e.g. System settings e.g. 4 people Systems team e.g. Evans e.g. Setup, testing, data migration e.g. Wording of the manual e.g. 4 people Rollout team e.g. Hall e.g. Briefings, notices, help desk e.g. Deciding the steps e.g. 4 people 3/4 Set meetings and ... → 4/4 4/4 Start moving at k... Who attends How often, how long What is decided Where recorded Steering meeting e.g. Owner, 3 leaders, office e.g. Monthly, 60 min e.g. Budget, deadline, stop decisions e.g. Tasks on this board Leader meeting e.g. 3 leaders, office e.g. Weekly, 30 min e.g. Coordination and order between teams e.g. Tasks on this board Team meeting e.g. Leader and members e.g. Weekly, 15 min e.g. How to split this week's work e.g. The team's sticky notes Advice session e.g. Leader and advisors e.g. 30 min when needed e.g. None (a place to hear advice) e.g. Reported at the steering meeting e.g. Whether to raise the budget e.g. Whether to move the end date e.g. Whether to change a team's size e.g. Whether to stop the project e.g. The order of the team's work e.g. What goes in the manual e.g. Requests to other teams If it spans 2 teams, decide at the leader meeting e.g. How to do their own work e.g. How to run their day e.g. Whom to ask questions If a deadline may slip 2 days or more, tell the leader Who to escalate toe.g. If you cannot tell which of ⑩-⑫ applies, escalate one level When it is not decided by the deadlinee.g. If nothing is decided in 3 days, invite the owner to the next leader meeting to decide How to announce a decisione.g. The decider tells the office the same day, and the office adds it to the tasks Every dayMembers write their progresse.g. Move the task column and write one line on any trouble WeeklyTeam meetinge.g. The leader sums up the team's progress and trouble WeeklyLeader meetinge.g. Align the 3 teams' status, with the office taking notes MonthlySteering meetinge.g. The office sums it up on one page and the owner decides ⑮ Each team's fir... First tasks after kickoff Business team e.g. Write the current claim steps on one page Rollout team e.g. Propose 3 candidate dates for the briefing Systems team e.g. Apply for a test environment Office e.g. Book 6 months of steering meeting dates What to check Owner Deadline How to check Org chart e.g. Missing names and people with two roles e.g. Office, Young e.g. Kickoff day e.g. Show ④ and get a nod from everyone Meetings and deci... e.g. How ⑩-⑫ are split e.g. Owner, Taylor e.g. Kickoff day e.g. Read it aloud and take questions First tasks e.g. The tasks in ⑮ and their owners e.g. Each leader e.g. Friday of the week after kickoff e.g. Added to this board's tasks with an owner and deadline → 2/4 Draw the org chart ↙ 3/4 Set meetings and ... → 4/4 Start moving at k...
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Task board contents

Preparing 16 items

Set goal and people
Draw the org chart
Meetings & decisions
Launch at kickoff
Write goal, period
Place stakeholders
Table the roles
Draw the branches
Name who decides
Write team turf
Build meeting table
Split who decides
Write escalation
Line up reporting
Pick first tasks
Check at kickoff

Drafting 0 items

Check at kickoff 0 items

Ready 0 items

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