Functional Managers

A functional manager manages and owns the resources in a specific department, such as IT,
engineering, public relations, or marketing, and generally directs the technical work of
individuals from that functional area who are working on the project. The degree to which a
functional manager is involved in the project depends on the form of organizational structure.

In a matrix organization, the functional manager shares responsibility for directing the work of
individuals with the project manager. In a projected organization, the project manager does all of
the directing. In functional organization, the functional manager does all of the directing. It is the
responsibility of the project manager to avoid any conflicts with the functional manager and
coordinate the respective needs regarding the use of resources to complete the project work.

Functional managers are managers of a business function. Examples of functions are

accounting, human resources, procurement, sales, research and development, finance, and
manufacturing. Subject matter experts may report to the related functional manager.

In an organization with a functional or weak matrix structure, the functional managers control

the budget. Most of the staff reports through functional managers in functional and weak matrix
organizations, including the project manager or coordinator.

Functional managers are responsible for the efficiency and effectiveness of an area, such as
accounting or marketing. 

Functional managers work for a specific department in a company or on a project team. They
locate funding, raw materials, and even staff for the organization or project. In fact, they may
complete the hiring of contractors or other employees who can add their abilities to the group.
Evaluating employees after a project or at the end of each year helps these managers maintain the
efficiency of the department or team. They also schedule employees based on a master schedule.
This master schedule is controlled by the functional manager and includes all the assignments the
crew should complete within a given time frame.

Functional managers are responsible for the efficiency and effectiveness of an area, such as
accounting or marketing. 
Functional manager skills

Here are some important skills for a functional manager to develop:

 Communication skills: It's important for functional managers to have excellent verbal and
written skills. This may help them share, receive and process crucial information with clients,
stakeholders and team members.

 Conflict resolution: As functional managers lead teams, it's essential they understand how to
manage and resolve conflict. This involves addressing issues to ensure the success of the
team and prevent future issues.

 Critical thinking: Critical thinking refers to the ability to evaluate situations and determine
the ideal outcomes. It's an important skill to ensure functional managers determine the best
right options to pursue.

 Finance management: Functional managers create and manage project budgets. It's

important for them to understand how to execute projects using cost-efficient strategies and
how to allocate resources properly.

 Leadership skills: Leadership skills enable professionals to unite and motivate a team in an

effort to achieve a common goal. It's crucial they're able to coordinate and lead a team to
complete projects successfully.

 Problem-solving skills: Problem-solving skills help functional managers decide the best

resolutions for a variety of concerns. For example, they may use these skills to determine
how to best use resources or a budget to complete a job.

 Time management: Functional managers are responsible for creating project timelines and
managing the schedules for their team. It's essential they're able to balance work and ensure
everyone meets their deadlines.
Functional Manager Roles and Responsibilities

Functional managers have numerous roles and responsibilities in the IT industry. So, what are
the main tasks of a functional manager?

Below are just a handful of them:

 Hire Employees

Functional managers must hire staff for projects. As a functional manager, you will review
resumes and interview potential employees by asking various questions, including why they are
interested in the position and how they learned about the company. 

Besides this, you’ll also need to ask technical questions to verify that the interviewee has the
skills they claim they do. After this, you’ll be able to determine which people are best to hire. 

 Ensure there are adequate resources

Another responsibility a functional manager has is to make sure their department has enough
resources, such as equipment and capable employees. Otherwise, the project manager might not
have the ability to finish the project. 

 Follow a strict budget

Functional managers must follow a strict budget. In addition to this, they sometimes need to
estimate the costs their unit will need for a certain project. By doing so, they will see that their
department is functioning cost-effectively. 

 Provide career goal help

A project manager will help their team members shine for their specific project. However, a
functional manager will work with someone to assist them in their long-term goals. 

By doing so, they can see where an employee believes they will work best and place them in
project management teams where they can succeed. 
 Monitor and update the project manager

This role is a slight step above a project manager. Because of this, functional managers must be
in constant contact with project managers to check they understand the project and that it’s on
schedule. 

They also need to quickly contact the project manager should the project scope change. 

 Prepare for risks

As a functional manager, you need to prepare for risks. Because the IT industry faces countless
attacks each day, you must prepare resources and have back-ups in case something goes wrong. 

For instance, you need to make sure that if a team member makes a critical error, you can
quickly restore or provide resources to keep the project going. 

Due to this, most functional managers will prepare a business risk assessment to identify possible
problems and how to manage them. 

Other functions of a functional manager in an organization include:

 Address problems preventing projects from progressing

 Advise teams on projects and provide suggestions
 Assess the quality and effectiveness of results
 Assist with hiring and staffing decisions, particularly for specific projects
 Create the master schedule for the team
 Delegate work responsibilities fairly
 Determine cost-effective methods for completing projects
 Discuss changes to the project with the project manager that affect the deliverables
 Evaluate employees to ensure they have the best team
 Identify inefficiencies and implement ways to resolve them
 Implement process enhancements to improve efficiencies
 Perform risk analysis for projects
 Prioritize tasks and allocate the necessary resources to achieve them
  Provide subject matter expertise when required
 Share important project information, messages and data
 Track the team's progress and performance
 Train new team members about the unit's focus
 Understand the effects of the project status on the availability of resources

Conclusion

Unlike a project manager, a functional manager must certify that a project has enough resources.
They work alongside the project manager to check that they understand what is necessary for a
project. 

They also need to talk with a project manager if revisions are required or if the project is altered
to go in a different direction. 
References

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