Module 4: Organizational structure and culture
Test your knowledge: Understanding organizational structure
Practice Quiz
1. Which of the following scenarios best describes a Classic structure?
- Imagine you are managing an important project at a company that requires all orders to go through its shipping department. However, your project is on a tight schedule, and the shipping department has a backlog of orders. You decide to meet with your direct manager to ask for approval to place the order through a third-party vendor. Ultimately, your direct manager has to meet with a vice president to get final approval.
- Imagine you work alongside a small group of project managers. One of your current projects shares team members with another, ongoing project. To make sure you hit your next milestone, you want your team members to work only on your project for the next two weeks. You decide to meet with your team to discuss your proposal.
- Imagine you work at a small marketing agency, and you have just begun a new project. All of the company’s graphic designers work in the Art department and report to the Art Director. However, two of those graphic designers have been assigned to your project, so they will also report to you while working on the project.
Explanation:
In a Classic (functional) structure, decision-making and approvals follow a strict hierarchy, with each request passing through multiple levels of management.
2. Why is it important for a project manager in a Matrix organization to clearly define roles and responsibilities? Select all that apply.
- Because employees may report to more than one person and have multiple responsibilities across teams
- Because project managers need to identify their single manager or director
- Because project managers must get approval from their direct superiors for any decisions they make about day-to-day project activities
- Because project managers can have the same level of authority as functional managers
Explanation:
In a Matrix organization, employees often report to both functional and project managers, leading to potential confusion about responsibilities. Clear role definitions help ensure accountability and smooth collaboration.
3. What are some ways that organizational structure can impact the role of a project manager? Select all that apply.
- Their level of authority
- Their access to resources
- Their approach to getting approvals
- Their possibility of career growth
Explanation:
Organizational structure influences the decision-making power of project managers, their resource availability, and the procedures they must follow to get approvals. It can also shape their ability to drive project outcomes effectively.
4. What are some key functions of a Project Management Office (PMO)? Select all that apply.
- Implementing project management best practices
- Creating project documentation, archives, and tools
- Managing the organization’s income and expenses
- Strategic planning and governance
Explanation:
The PMO ensures consistency in project management practices, supports documentation and tools, and aligns projects with organizational strategies through governance. Financial management typically falls under the finance department, not the PMO.
Test your knowledge: Understanding the impact of organizational culture
Practice Quiz
5. Fill in the blank. Organizational culture refers to a company’s _____.
- values and personality
- price and capital
- logo and slogan
- income and expenditures
Explanation:
Organizational culture encompasses a company’s shared values, behaviors, beliefs, and personality traits, shaping how employees interact and work together.
6. A project manager can learn about an organization’s culture in which of the following ways? Select all that apply.
- Observe employees within the organization.
- Ask employees about workplace rituals and traditions.
- Ask management questions to better understand what they expect.
- Survey employees on how their personal histories might impact their work.
Explanation:
Project managers can gather insights into organizational culture by observing behavior, traditions, and expectations. Surveying employees about their personal histories is not typically relevant for understanding workplace culture.
7. What are three reasons that it is important for project managers to understand a company’s organizational culture?
- It can help them avoid bumps in the road when their projects disrupt the status quo.
- It can help them determine if they want to accept a position with the company.
- It can help them set an accurate budget.
- It can affect many aspects of their projects.
Explanation:
Understanding organizational culture helps project managers anticipate challenges, assess alignment with personal values, and adapt project strategies to fit the organization’s environment. Budget setting is unrelated to understanding culture.
8. Imagine you are interviewing for a project manager role at a local start-up. You are very interested in the work the organization is doing, but you want to find out more about their culture to make sure the position is a good fit. How could you find out more about the organization’s culture? Select all that apply.
- You could ask current employees about their employment history at other companies.
- You could ask the HR department about the proposed salary for the role.
- You could ask your interviewer questions about the organization’s atmosphere, policies, processes, and stories.
- You could ask current employees about their experiences at the company.
Explanation:
Speaking with interviewers and employees about their experiences and observations provides valuable insights into the company’s culture. Questions about employment history or salary are not directly tied to understanding culture.
Test your knowledge: Understanding change management
Practice Quiz
9. What are three core concepts of the change management process? Select all that apply.
- Create a sense of ownership and urgency around the project.
- Select the right combination of skills and personalities for the team.
- Communicate effectively.
- Adopt different change management best practices for each individual project.
Explanation:
Change management involves generating urgency to motivate action, clear and effective communication to guide stakeholders, and tailoring strategies to suit the unique needs of each project. Selecting team skills is a broader project management concern, not specific to change management.
10. Which of the following project outcomes will most likely require change management in the organization? Select all that apply.
- Holding an annual meeting for stakeholders
- Adopting a new supply ordering system
- Installing new scheduling software on employees’ computers
- Kicking off planning for the next quarter
Explanation:
Change management is essential for outcomes that disrupt existing workflows, such as implementing new systems or tools. Routine events like annual meetings or quarterly planning generally don’t require formal change management strategies.
11. Which three best practices can help a project manager approach change management on their projects? Select all that apply.
- Use tools to help implement a change.
- Practice empathy.
- Communicate about upcoming changes.
- Only incorporate change management strategies during the closing phase of the project life cycle.
Explanation:
Effective change management includes using tools to streamline processes, empathizing with stakeholders to address concerns, and clear communication to ensure everyone is prepared. It’s important to apply change management strategies throughout the project lifecycle, not just during closing.
12. How does an organization align its project governance with its corporate governance? Select all that apply.
- By considering the long-term and short-term interests of the organization
- By making thoughtful decisions about which projects to take on and avoiding projects if they don’t have sufficient resources
- By providing stakeholders with timely, relevant, and reliable information
- By avoiding the input of senior stakeholders
Explanation:
Aligning project governance with corporate governance involves strategic decision-making, balancing short-term and long-term priorities, and maintaining transparency with stakeholders. Avoiding senior stakeholder input is counterproductive to alignment.
Module 4 Challenge
Graded Quiz
13. Suppose that as a project manager, you provide detailed plans and frequent project updates to both the team and stakeholders. What project management value does this represent?
- Optimism
- Delegation
- Effective communication
- Prioritization
14. As a project manager, you create plans, timelines, schedules, and other forms of documentation to track project completion. Which project management responsibility does this represent?
- Managing the budget
- Removing unforeseen barriers
- Managing tasks
- Planning and organizing
15. As a project manager on a product team, your stakeholders ask you to help the marketing team come up with a strategy to attract customers. What project management responsibility does this represent?
- Collaborate with other teams at the organization.
- Help teammates adopt the right workflows and project management styles.
- Hold all team members accountable for their assigned tasks.
- Ensure that issues and risks are tracked and visible.
16. What can a project manager do to recognize individuals’ efforts on a team?
- Ensure team members have the correct skill sets for each project function.
- Set up effective tools so the team can easily work together.
- Learn what makes team members feel supported and provide positive feedback.
- Define key items and encourage team members to ask questions.
17. You’re a project manager on a team that is improving a product. How can you make sure the project stays on schedule?
- Track daily product improvement tasks of team members in a spreadsheet.
- Have a meeting with stakeholders to make them aware of product concerns.
- Limit communication with stakeholders to avoid input until product launch.
- Provide data and feedback about how customers interact with the product.
18. A project manager forgets to assess how national holidays and team member vacations will affect the project’s completion date. Now, because of team member time off, the project delivery will be two weeks late. What flexible planning strategy could the project manager have used to avoid the delay?
- Enable decision-making
- Escalate to stakeholders
- Assessing external constraints
- Use collaboration tools
19. Suppose that unless a teammate receives additional resources, they are going to complete an activity past a deadline. You know that the stakeholders are reluctant to provide additional resources. Which interpersonal skill can you use to strike a middle ground between both the teammate’s and stakeholders’ needs?
- Positive attitude
- Conflict mediation
- Understanding motivations
- Negotiation
20. As a project manager impacting an organization, you want to effectively manage the project. Which of the following would a project manager do to effectively manage the project? Select all that apply.
- Frequently communicate the larger project goal to the team.
- Check in with the team as little as possible to increase productivity.
- Change the project end goal to meet the needs of project tasks.
- Understand the impact of each process within the project.
21. Fill in the blank: In project management, a _____ is a person or an organization that defines the project requirements. They also may set important guidelines, such as the budget and deadlines.
- vendor
- customers
- competitor
- teammate
22. Which of the following are examples of how a project manager empowers their team? Select all that apply.
- Asks team members to get approval before communicating directly with stakeholders
- Delegates project responsibilities
- Uses team members’ input in project planning and execution
- Allows team members to make some decisions for the project
23. As a project manager you are transparent, which means being up front with plans and ideas and making information readily available. What project management value does this represent?
- Effective communication
- Optimism
- Delegation
- Prioritization
24. As a project manager, you choose the best project management methodology for your team and ensure they adhere to it throughout the project. What project management responsibility does this represent?
- Hold all team members accountable for their assigned tasks.
- Ensure that issues and risks are tracked and visible.
- Help teammates adopt the right workflows and project management styles.
- Collaborate with other teams at the organization.
25. What is an example of measuring progress for a cross-functional team?
- Defining key items and encouraging team members to ask questions.
- Learning what makes team members feel supported and giving positive feedback.
- Asking team members if they anticipate being finished on time and, if not, how you can help them succeed.
- Setting up effective tools so the team can easily work together.
26. You’re a project manager on a team that is improving a product. How can you enable your teammates to make decisions?
- Keep the task schedule vague and allow flexibility on deadlines.
- Require teammates to include stakeholders during brainstorming sessions.
- Provide data and feedback about how customers interact with the product.
- Limit communication with stakeholders to avoid their input until product launch.
27. As a project manager impacting an organization, you want to build a great team. Which of the following would a project manager do to build a great team? Select all that apply.
- Address the team’s needs whenever it’s most convenient for the project manager’s schedule.
- Take the time to understand each team member’s motivations, strengths, and weaknesses.
- Allow the team members to have input and ask questions.
- Understand the customer’s requirements to better shape the skills needed for the team.
28. Which of the following are examples of internal customers? Select all that apply.
- Suppliers
- Team members
- Management
- Organizational departments
29. As a project manager, you take the time to share the lessons that you, as a project manager, have learned. In doing this, you are utilizing interpersonal skills to fulfill what responsibility?
- Controlling change
- Communicating status and concerns
- Teaching and mentoring
- Planning and organizing
30. To be an effective project manager, what important actions/steps should you take?
- Limit communication between team members so they can complete their work
- Gain mastery over every detail of a project at all times
- Ensure team members understand the team’s objectives and their individual tasks
- Confirm team members handle the documentation and organization necessary to finish the project
31. When budgeting a project, what is the responsibility of a project manager?
- Creating a schedule so team members know when their task should be complete
- Controlling costs to ensure more money isn’t spent than what key stakeholders approved
- Setting a period of time for a team member to complete an activity
- Using a productivity tool to share information across the team
32. How can a project manager better communicate goals and clarify those goals for a cross-functional team?
- Learn what makes team members feel supported and provide positive feedback.
- Be direct and concise, avoiding extraneous details and explanations.
- Ensure team members have the correct skill sets for each project task.
- Record meeting notes and document how much work the team has completed.
33. After several years as a project manager, you’ve learned that project plans often face unexpected changes, even with careful upfront planning. When this happens, you are able to adjust while helping your team stay calm. Which core project manager skill set are you demonstrating with these behaviors?
- Strong organizational skills
- Enabling decision-making
- Communicating and escalating
- Flexibility
34. A project manager's ability to guide teammates to complete their assigned work without acting as their direct managers is called _____.
- conflict mediation
- influencing without authority
- understanding motivations
- adjusting interpersonal dynamics
35. As a project manager impacting an organization, you want to break down barriers to help your team succeed. Which of the following would a project manager do to break down barriers?
- Make sure you clearly understand customer expectations.
- Advocate for additional resources for your team.
- Communicate the impacts of each process within the project to the team.
- Understand each team member’s motivations, strengths, and weaknesses.
36. As a project manager, how can you protect the team from changes to the project? Select all that apply.
- Clearly identify any project changes.
- Limit communication outside the team once the project begins.
- Let the stakeholders know how changes impact the budget and schedule.
- Document initial expectations of the project.
37. Jamar just landed his first project management job with a construction company. Which of the following is necessary for Jamar to be an effective construction project manager?
- Jamar must have a college degree in management.
- Jamar must have a lot of experience in construction.
- Jamar must help the engineers and construction workers communicate with one another to ensure that they are all on the same page.
- Jamar must have a college degree in engineering.
38. As a project manager on a product team, which of the following activities would be the best way to ensure that issues and risks are tracked and visible? Select all that apply.
- Establish “escalation paths.”
- Collaborate with other teams at the organization.
- Give teammates ownership over specific pieces of the project and manage the tasks, not the person.
- Choose the best project management methodology for your team and ensure they adhere to it throughout the project.
39. As a project manager, you learn that the stakeholders are changing the nature of the project and the team’s deliverables will change as a result. You aren’t sure how this will affect the team’s tasks. How will you handle this ambiguity and deliver the news to the team?
- Tell them you’re upset with the changes and you didn’t make the decision
- Tell them the vague updates from stakeholders so they know all the information that you do
- Tell them there’s nothing you can do because the stakeholders fund the project
- Tell them you care about the challenges they are facing and are there to support them
40. A key team member on the project you are managing decides to quit because they cannot come into the office every day. You offer to let them work from home three days a week, if they will stay on. Which interpersonal skill are you using?
- Positive attitude
- Negotiation
- Conflict mediation
- Understanding motivations
41. As a project manager, you ensure that everyone working on the project understands their task goal as well as the big picture goal for the finished product. This adds value to your project in which way?
- Breaking down barriers
- Fostering relationships
- Managing the project
- Focusing on the customer
42. As a project manager, you maintain an open door policy to build trust within your team and among stakeholders. In doing this, you are utilizing interpersonal skills to fulfill what responsibility?
- Communicating status and concerns
- Budgeting and controlling costs
- Controlling change
- Teaching and mentoring
43. Suppose that as a project manager, you assign tasks to the team members who can best complete them. What project management value does this represent?
- Delegation
- Prioritization
- Optimism
- Effective communication
44. As a project manager, you keep track of project activities so that you can demonstrate progress to your stakeholders. Which project management responsibility does this represent?
- Removing unforeseen barriers
- Managing tasks
- Utilizing productivity tools
- Managing the budget
45. As a project manager on a product team, which of the following responsibilities are part of your role within the team? Select all that apply.
- Hold all team members accountable for their assigned tasks.
- Directly manage each team member working on the project.
- Ensure that issues and risks are tracked and visible.
- Collaborate with other teams at the organization.
46. As a project manager, one of your team members suddenly must leave your project to deal with a family emergency. To stay on schedule, you pull another team member off of a task that is not time-sensitive and assign him to the urgent task that your departing team member was working on. Which flexible planning strategy did you use to deal with this unexpected circumstance?
- Enabling decision-making
- Assessing external constraints
- Planning for risks and challenges
- Calculating “float” in your schedule.
47. Why is it important for a project manager to build relationships with customers?
- Because customers make money for the business
- So that the other team members don’t have to talk to customers
- Because a satisfied customer will attract more customers
- Because customers define the project requirements
48. Yui is a project manager working for a clothing company developing a new line of winter sleepwear. Which of the following is necessary for Yui to manage this project effectively?
- Yui must know every single detail about the project at all times.
- Yui must ensure team members understand their objectives and have what they need to be successful in their tasks.
- Yui must directly manage her team members while they do their tasks.
- Yui must be able to do the things that each of her team members can do.
49. As a project manager, you're an expert at determining which tasks are most critical to the success of a project and helping team members identify and break down large tasks into smaller steps. What project management value does this represent?
- Delegation
- Prioritization
- Effective communication
- Optimism
50. You’re a project manager on a team that is improving a product. You employ a variety of helpful tools and templates, along with your familiarity of popular project management styles, to help you document the project throughout its lifecycle. Which core project manager skill set are you demonstrating with these behaviors?
- Communicating and escalating
- Enabling decision-making
- Flexibility
- Strong organizational skills
51. Which of the following are examples of external customers? Select all that apply.
- Consumers
- Suppliers
- Contractors
- Team members
52. Which of the following is necessary to be an effective project manager?
- You must trust team members on the technical aspects of a project.
- You must know all of the technical details of a project before starting.
- You must have a college degree in management.
- You must have been in the project’s industry for at least two years.
53. As a project manager, you are careful to recognize team members’ particular strengths and match them to tasks they are most capable of completing. What project management value does this represent?
- Delegation
- Optimism
- Effective communication
- Prioritization
54. As a project manager, you use productivity tools and develop processes to improve information sharing across the team. Which project management responsibility does this represent?
- Managing tasks
- Managing the budget
- Planning and organizing
- Removing unforeseen barriers
55. Suppose you are trying to figure out how a team member prefers to receive positive recognition. Which interpersonal skill can you use to make this determination?
- Work ethic
- Understanding motivations
- Conflict mediation
- Negotiation
56. As a project manager impacting an organization, you want to build a great team. Which of the following would a project manager do to build a great team? Select all that apply.
- Ensure the team knows that each individual is valued, trusted, and appreciated.
- Bring on people with the right skills.
- Address the team’s needs whenever it’s most convenient for the project manager’s schedule.
- Communicate the impacts of each process within the project to the team.
57. As a project manager building a relationship with your customer, which of the following questions will help you focus on the customer? Select all that apply.
- How did you hear of our organization?
- Have you participated in any other projects with our organization?
- What prompted you to ask for help at this time?
- What is your hope for the outcome of this project?
58. What is an example of measuring progress for a cross-functional team?
- Setting up effective tools so the team can easily work together
- Recording milestones and documenting when tasks are completed
- Learning what makes team members feel supported and giving positive feedback
- Defining key items and encouraging team members to ask questions
59. As a project manager impacting an organization, you want to build a great team. Which of the following would a project manager do to build a great team? Select all that apply.
- Take the time to understand each team member’s motivations, strengths, and weaknesses.
- Understand the customer’s requirements to better shape the skills needed for the team.
- Allow the team members to have input and ask questions.
- Address the team’s needs whenever it’s most convenient for the project manager’s schedule.
60. Which of the following is true of an effective project manager in an organization?
- Have had a previous role in the organization sponsoring the project
- Have personally met the project’s stakeholders
- Must know all of the specific details of the project
Have the necessary skills, knowledge, tools, and techniques for the project
61. As a project manager, you establish “escalation paths.” These allow you to quickly communicate task hindrances, also called roadblocks, to the right people. When escalating a roadblock, you document it and make sure everyone that needs to know is aware of the challenge. What project management responsibility does this represent?
- Hold all team members accountable for their assigned tasks.
- Ensure that issues and risks are tracked and visible.
- Collaborate with other teams at the organization.
- Help teammates adopt the right workflows and project management styles.
62. An effective manager of cross-functional teams must have which of the following abilities? Select all that apply.
- The ability to set up effective tools so the team can easily work together
- The ability to ensure that each member of the team understands their role and how they support each other
- The ability to identify skill sets needed to accomplish project tasks and T-shaped professionals with those skills
- The ability to teach new skills to a T-shaped professional.
63. As a project manager impacting an organization, you want to break down barriers to help your team succeed. Which of the following would a project manager do to break down barriers?
- Encourage stakeholders to provide feedback on new product features.
- Keep the project within the budget approved by leadership.
- Write clear goals for the project in the project’s documentation.
- Provide support for the team as they try new approaches to find solutions.
64. Which of the following refers to how a company arranges its employee hierarchy, divides and coordinates job tasks, and enables members of the organization to relate to one another?
- Authoritative structure
- Organizational structure
- Matrix organizational structure
- Project Management Office (PMO)
Explanation:
Organizational structure defines how activities such as task allocation, coordination, and supervision are directed toward achieving organizational goals.
65. Which of the following refers to an internal group that defines and maintains project standards across the organization?
- Classic organizational structure
- Project Planning Office (PPO)
- Matrix organizational structure
- Project Management Office (PMO)
Explanation:
The PMO establishes standards for project management and ensures that projects align with the organization’s goals.
66. How does a company’s organizational structure impact project management?
- It affects the project’s success rate and a team’s ability to improve.
- It affects the project manager’s authority and the success of change management.
- It affects the project manager’s authority and the availability of resources.
- It affects the success of change management and the availability of resources.
Explanation:
The organizational structure determines the level of authority a project manager has and the accessibility of resources needed for successful project execution.
67. Which of the following concepts are part of organizational culture? Select all that apply.
- A company’s mission
- A company’s stock price
- A company’s history
- A company’s shared values
Explanation:
Organizational culture includes the shared values, history, and mission that shape the behavior and attitudes of its employees.
68. Which questions can help project managers learn about a company’s organizational culture? Select all that apply.
- Which style of project management does the company use?
- How do employees prefer to communicate?
- How much revenue did the organization earn last year?
- What kind of benefits do employees receive?
Explanation:
These questions provide insight into how the organization operates, communicates, and manages projects.
69. Which term refers to the delivery of a completed project and its successful adoption by an organization?
- Change management
- Project governance
- Project management
- Change governance
Explanation:
Change management focuses on ensuring a smooth transition and adoption of new processes, systems, or policies within an organization.
70. What can a project manager do to manage changes effectively and encourage project adoption? Select all that apply.
- Create a sense of ownership and urgency around the project
- Avoid having team members as advocates because they may be too enthusiastic about the project
- Encourage supervisors to use their authority to force employee adoption
- Communicate clearly by being transparent and upfront with their ideas
Explanation:
Clear communication and creating a sense of ownership help drive successful change adoption.
71. As someone interviewing for a project management role, you ask questions about how team members provide feedback to one another, ways the company celebrates success, and whether risk-taking is encouraged. Which part of a company’s culture do these questions help you learn more about?
- Atmosphere
- Policies
- Processes
- Mission
Explanation:
Atmosphere includes how employees interact, celebrate successes, and approach feedback and risk-taking.
72. As a project manager, you want to integrate change management into your project. You do this by ensuring stakeholders are aware of the upcoming changes. You introduce the deliverable to stakeholders by hosting a demonstration and a question and answer forum. These actions represent which change management best practice?
- Practice empathy
- Be proactive
- Use tools
- Follow a consistent process
Explanation:
Proactively engaging stakeholders and addressing their concerns early helps facilitate successful change management.
73. Fill in the blank: Project governance covers _____.
- phases such as the initiating, planning, executing, and closing of a project
- decisions such as policies, regulations, functions, processes, and procedures
- documents such as the project charter, project proposal, RACI chart, and project communication plan
- roles such as sponsor, stakeholder, project manager, client, and team members
Explanation:
Project governance involves setting up frameworks to ensure projects are executed according to organizational policies and standards.