• Project Management

The Role of a Project Sponsor Explained

When we talk about the role of a project sponsor, we are actually talking about many things. Project sponsors are heavily involved in projects, from conception to completion. Their role must therefore change and adapt as the project moves forward. We take a look at what a project sponsor is, what their role and responsibilities entail, as well as how to work effectively with a project sponsor.

What is a Project Sponsor?

A project sponsor is someone who has overall accountability for a project. More senior than the project manager, project sponsors are in charge of moving a project forward in order to realise the values and benefits associated with its completion. Usually involved from the very beginning, a project sponsor may have conceived of the initial idea or been an advocate for it; in this way, they are often the reason for the project’s existence. 

Project Sponsor Definition

The Project Management Body of Knowledge defines a project sponsor as “a person or group that provides resources and support for the project, program, or portfolio to enable success.”

From this definition, we can begin to see how the role of a project sponsor may vary depending on the circumstances of the project. A project sponsor must act as a champion for a project, helping to provide guidance and vision, as well as any necessary resources required by the project team to reach a successful endpoint.

What is the Role of a Project Sponsor?

Whilst a project sponsor has many different roles over the course of a project, recurring roles include:

Championing the project

Many projects undoubtedly have delays or barriers that must be overcome. It is the role of a project sponsor to help ensure that both the project team and stakeholders do not lose faith in the project and continue to see the value completion could bring.

Guidance and expertise

As project sponsors are frequently the reason for a project’s existence, they should have a clear vision for the project. This means they should be able to offer expert advice and guidance to the project team, as needed.

Execution

The project sponsor needs to work together with the project manager to provide guidance, resources, and support needed to achieve project goals. However, it is important to for the project sponsor to not overstep boundaries. They must have full trust in the project manager to manage the day-to-day execution, make tactical decisions, and lead the team effectively.

Key decision maker

Linking to the idea of expertise, a project sponsor must act as a key decision-maker within projects to affirm it aligns to the expectations of stakeholders and delivers the communicated benefits.

Stakeholder communication

Whilst stakeholders are unlikely to be directly involved in a project, they may have the ability to shut it down or alter the aims. The project sponsor acts as an open line of communication between the project team and the stakeholders to ensure the project moves forward in line with the aims of the organisation.

Project closing

When the project is finishing the project sponsor is responsible for evaluating the performance and overall success of the project. It’s a good idea to evaluate the project in a meeting with other senior stakeholders including the project manager and project owner.  

The project sponsor will then finalise the project by completing any handoffs or sign-offs, and ensuring that all documentation is completed and lessons learned are documented for future projects.

What Different Roles Could a Project Sponsor Undertake?

A project may even have more than one project sponsor, taking on a unique role that matches their expertise. Working this way can allow a team to have more access to specialist resources and knowledge, helping them to deliver a successful project.

Executive Sponsor

An executive sponsor would act as the highest level of authority for a project. It is likely that they conceived of the project and communicated the need for it to stakeholders. An executive sponsor would be responsible for providing financial resources to the project team to ensure it can be completed and acting as the main point of contact between the team and key stakeholders. As the highest level of authority on the project, they are also likely to be the key decision maker for escalated issues.

Business Analyst

As a business analyst project sponsor, you would be required to continuously analyse the project team’s activities, looking at data collected in order to provide suggestions to refine the project. They must also make sure that the project is on track to deliver the value specified during the conception stage.

Technical Advisor

A technical advisor will likely take on more of a consultancy role. They should have expertise in the project area so that the project team is able to ask for advice and guidance on technical aspects of the project. The technical advisor should also be heavily involved in the planning phase of the project, helping to develop a technical infrastructure to deliver the project.

Strategic Lead

Finally, the strategic lead will be responsible for ensuring the project aligns with the overall objectives and aims of the organisation. They should be paramount in directing the strategy of the project and helping to create a plan that will allow this strategy to be actioned. They will also continuously track the progress of the project to determine if the strategy is viable or must be adjusted.

Project Sponsor Responsibilities

Of course, within these roles, project sponsors are responsible for a wide array of tasks. The Project Management Institute splits these responsibilities into 3 areas: Vision, Governance and Value/Benefits.

Vision

  • Affirm the viability and need for the project
  • Ensure the project aligns with the strategic objectives and aims of the organisation or business
  • Stay up to date with both the project and the organisation’s objectives, making sure that the project is reactive to any changes and remains viable
  • Define criteria for the ongoing success of the project that aligns with the organisation’s objectives

Governance

  • Ensure the project is planned and initiated properly
  • Act as a champion for the project, ensuring appropriate priority is given to it at an organisational level
  • Provide ongoing support to the project team, ensuring the organisation and strategy for the project are clearly defined throughout
  • Assign necessary roles to those involved in the project team and create a reporting process to track the ongoing progress of the project
  • Serve as an escalation point for issues and decisions that cannot be made by the project team or project manager
  • Provide resources required by the team in order to successfully complete the project. This could include financial resources, technical or administrative resources and more. 

Value/Benefits

  • Consistently risk assess the project to guarantee any risks are managed effectively to confirm the viability of the project
  • Establish there are contingency plans in place for any perceived risks
  • Make sure that the intended value of the project is realised
  • Evaluate the ongoing progress and status of the project to verify the project is delivered on time and within budget
  • Approve any deliverables produced by the project team
  • Ensure that the project team are aware of limitations in terms of resources and project deliverables
  • Be responsible for the overall success of the project from initiation to completion, taking into account the quality, value, and benefits of the project

Working with a Project Sponsor

From a project management point of view, working with your project sponsor(s) is key to ensuring the success of the project. Each project has a number of different phases, including initiation, planning, implementation and completion. During each phase, the way in which you work with your project sponsor, and the role of the project sponsor, will differ. 

Initiation

During the initiation phase of a project, the project sponsor will likely select the project team, informing them of the needs, aims and objectives of the project. It will be the role of the project sponsor to ensure that all members of the project team are clear on what their role is going to be and verify the project is appropriate for the organisation.

Planning

The planning phase will entail a joint effort from the team to put together a realistic plan of how the project can be successfully delivered. It is during this phase that the team should raise any issues in relation to expectations, time or budget constraints. The project sponsor can then address these issues with stakeholders to try and resolve them to maintain the smooth running of the project.

Implementation

This stage refers to the actual carrying out of the project. Once the plan has been created in tandem with the team and the project sponsor, the project sponsor can take somewhat of a step back. By handing the reins to the project manager, the role of the project sponsor becomes guidance and evaluation. The project team can use the sponsor as a means of communicating with stakeholders should any issues arise, a source of expert information and feedback to help improve project activities and assess progress.

Completion

On completion of the project, it should be evaluated from start to finish in order to determine whether it has been a success or not. The project team and key stakeholders may offer insights at this stage on areas of the project they think worked well and areas that could be improved in the future. Costs, resources and other factors will also be taken into account during the evaluation process.

Making the Project Sponsor Role Work for You

If you’re assigned the role of project sponsor, you may feel somewhat overwhelmed by what the role entails. You must be involved in all aspects of the project while ensuring its successful completion. This can come with a lot of pressure. We have put together some tips on how you can make the role of project sponsor work for you:

  • Team Communication – Communication is key. Arrange weekly check-ins with the project manager to update on the status, as well offering both parties to communicate any issues or further resources that are needed. 
  • Stakeholder Communication – You may also want to set up meetings with key stakeholders at various phases of the project i.e. during the implementation stage, planning etc. This will help you to confirm that the organisation‘s objectives have not changed and that the project aligns with, and is fulfilling the current plans.
  • Expertise – When choosing your team, make sure to pick the right team for the job. Having the right expertise within your team will make delivering a successful project that much easier, so choose wisely.
  • Analysis – Ensure that you know what the aims of your project are, and have a process for analysing progression and success. Without this, you could find yourself wasting time and resources.

Project Sponsor vs. Project Stakeholder

Project stakeholders are individuals or groups who are affected by the project. Stakeholders aren’t necessarily directly involved in the project’s tasks or processes, they could be anyone from end-users and regulatory bodies, to project team members and suppliers. 

Stakeholders may have specific expectations, requirements, or concerns related to the project and can influence its progress. While the project sponsor focuses on the primary goals, stakeholders may be more concerned with how the project’s output impacts them directly, and they often provide valuable feedback to help shape the project’s direction.

Project Sponsor vs. Project Manager

The project manager and project sponsor work together closely throughout the project, and have important, but very different, responsibilities.

The project manager is deeply involved in the day-to-day running of the project. They are the point of contact between the project team and the project sponsor. The project manager creates the project strategy, and oversees its implementation, the project timeline, budget, and resources.

Their overall responsibility is to ensure the project meets its objectives within the project scope, time, and budget constraints, addressing any issues that arise, and coordinating team efforts to achieve the project goals.

Project Sponsor vs. Project Owner

The roles of project sponsor and project owner overlap in supporting the project’s goals, but they differ in scope and focus. The project owner is responsible for defining the project requirements, setting expectations, and making sure that the project’s deliverables align with stakeholder needs.

The project owner works closely with the project manager to make sure the project stays aligned with stakeholder’s expectations, as well as achieving the project’s objectives. The project owner then provides progress updates and feedback to the project sponsor.

How Can Verto Help?

When working with a project sponsor, it is essential to ensure that lines of communication are always open. Transparency is key in the role to guarantee the success of the project and its alignment with organisational objectives. Without being involved in every stage of the project, this will be difficult to achieve.

Verto enables you to have all the tools you need for seamless collaboration. Using Verto, you can empower your teams to work effectively together when collaborating on a project. With Verto, you can:

Working from one system where all information and documents are centralised allows organisations to work more efficiently, removing much of the lag caused by flicking between multiple platforms to complete tasks. 

Find out how Verto can amplify your project management capabilities today, by booking a short demo with our team. Alternatively, get in touch with your requirements and we’ll curate a custom solution.