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How Project Responsibilities in a Team Affect Project Success

Reading time: 10-15 min
Updated: 11.05.2024
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One of the key components of successful project execution is team organization. Clearly defined roles and responsibilities within the team can significantly enhance work efficiency and the achievement of set goals. In this article, we will examine how exactly the distribution of duties in the team affects the final success of the project, including the vital role of the project manager, and why this is an essential aspect for all participants.

What is a Project Team?

A project team is a group of specialists united by a common goal and tasks aimed at achieving that goal. In the context of web development, a project team may include web admins, developers, designers, content managers, SEO specialists, and other professionals needed to create and successfully launch a website or application.

A key aspect of forming a project team is the distribution of roles and responsibilities among team members. Each team member must clearly understand their tasks and responsibilities towards the project, which ensures the harmonious operation of the collective as a whole. For example, the webmaster is responsible for the technical side of the project, developers create functionality, and designers work on appearance and usability. Such clear differentiation allows each specialist to focus on their area of expertise, ultimately speeding up task completion and improving the quality of the result.

Additionally, clearly defined project team roles contribute to effective communication and coordination of actions. When each member knows what they are responsible for, decision-making processes become more transparent and swift. It wides your horizons if you learn more about each role exactly. This helps avoid conflicts and misunderstandings that can slow down work progress and negatively impact the project outcome. It can be noted that precise project management roles and responsibilities in the team are essential for achieving success.

Why are Distributed Roles in a Project Team Critical?

Distribution of project team roles is not just a formality but a crucial factor that determines the success of the entire endeavor. Let's explore why this is so important and what advantages it brings.

  • Effective resource utilization
Each member of the team possesses unique skills and experiences. Role distribution allows for optimal utilization of these resources. For instance, a webmaster specializing in back-end development would inefficiently use time by focusing on design. Role distribution helps to concentrate on tasks where each team member is most qualified.

  • Increased productivity
When each member knows their responsibilities, processes become smoother and more efficient. There are no misunderstandings and no unnecessary steps. It's like well-oiled gears in a machine – everything moves without resistance. For example, if a designer knows they don't need to worry about technical aspects, they can entirely focus on creating attractive and functional designs.

  • Conflict reduction
Role distribution helps to avoid conflicts within the team. When each member knows who is responsible for what, there are no disputes about tasks. For instance, if a developer and a designer start arguing about the color of a button, referring to the agreed-upon roles clarifies the situation.

  • Improved communication
When team roles and responsibilities are undoubtedly detailed, communication becomes more straightforward and more transparent. Everyone knows who is responsible for what and whom to approach for specific issues. For example, if you have questions about content, you know exactly where to turn to the content manager rather than the designer.

  • Increased motivation
When each member feels like an essential part of the project chain, it increases their motivation and dedication to the work. Everyone sees the role they play in achieving the common goal and strives for its successful completion.

Why is Improperly Distributed Responsibility within a Team Terrible?

Improperly distributing responsibilities within a project team is like confusion in a recipe when cooking a dish. Even a tiny mistake or misunderstanding can lead to severe consequences and worsen the outcome. Let's look at a few examples of how improper distribution of responsibilities can affect a project.

Consequences of Incorrect Task Distribution in Project Team

Let's consider a few examples where improper distribution of responsibilities leads to negative consequences. Here's a clear one:

Example 1: Imagine a scenario where there's no clear definition within the team about who is responsible for creating content for the website. Developers think it's the designer's task, designers believe the content manager should handle it, and the content manager awaits instructions from the project manager. As a result, content creation is delayed, its quality needs to improve, and project deadlines are missed.

Example 2: In a project team, all members have their primary responsibilities, but there's no transparent distribution of responsibility for managing time and deadlines. Everyone works at their own pace, without considering deadlines, resulting in tasks being completed late and constant delays in the project.

Example 3: In a project team, one member faces task overload because all tasks related to the technical aspects of the project are assigned to them. The rest of the team members merely observe the process or focus on their duties without assisting in workload distribution. As a result, these members experience stress, their productivity decreases, and the quality of work suffers.
The Argue between a Designer and a Developer

The Argue between a Designer and a Developer

From these examples, it's evident that improper distribution of responsibilities in a project team can lead to severe problems. Not only does it slow down the work process and decrease the quality of the outcome, but it can also lead to conflicts and dissatisfaction among team members.

Typical Team to Create an Average Project

A typical team for creating a mid-sized IT project usually consists of several key individuals who play important project management roles during the development and launch process. Here are the typical team members and their general responsibilities:

1. Project Manager: responsible for overall project management, planning, control, and team coordination. The project manager makes strategic decisions and ensures the project's goals are met according to the client's requirements.

2. Project Sponsor: provides financial support and resources for project implementation. The sponsor supports the team, provides necessary resources, and makes strategic decisions that influence the project's course.

3. Project Manager: responsible for operational project management, monitoring task completion according to schedule and budget. The project manager coordinates the team's work, resolves conflicts, and ensures effective collaboration among members.

4. Resource Manager: manages project resources, including financial, technical, and human resources. The resource manager ensures the availability of necessary resources at the right time and coordinates their use according to project requirements.

5. Business Analyst: analyzes client requirements and business processes and defines functional and non-functional requirements for the project. The business analyst acts as a liaison between the client and the development team, ensuring understanding and consideration of business needs during product development.

6. Project Manager: this person is responsible for overall project management. They plan the team's work, set deadlines, monitor the budget, and facilitate communication among project participants. The duties of a project manager play a crucial role in coordinating the efforts of all team members and ensuring goals are met on time and within budget.

7. Developers: specialists responsible for creating software or web applications. Depending on the project's specifics, the development team may include front-end and back-end developers, database specialists, and testers. They are responsible for writing code, creating functionality, and ensuring application security.

8. UX/UI Designers: responsible for the product's appearance and user interface. They create the design of the website or application and develop layouts, icons, color schemes, and other elements to make the product attractive and user-friendly.

9. Testers: responsible for testing software for errors and defects. They conduct functional testing, compatibility testing, load testing, and other types of testing to ensure product quality before release.

10. SEO Specialists: in the case of web development projects, the team may include SEO specialists. They are responsible for optimizing content and technical aspects of the site to improve its visibility in search engines and attract more organic traffic.
A Typical Team for an Average Project

A Typical Team for an Average Project

All these participants work closely together to create a quality product that meets the client's requirements and user expectations. Each plays their role in this process, ensuring the overall success of the project.

What are the Differences in Roles, and how can They Collaborate?

Project team roles are key elements of completing tasks and achieving goals. The project manager is responsible for managing the entire process, resource planning, and deadlines, while developers are involved in coding or software development. Designers are responsible for the visual design of the product, and testers ensure its compliance with requirements by identifying errors.

For effective collaboration and goal achievement, each team member needs to understand their role and contribution to the overall outcome. For example, the duties of a project manager include facilitating communication among all participants and resolving issues while coordinating the team's work. Developers should collaborate in writing code and exchanging ideas for optimal problem-solving. Designers and developers should work closely to create a user-friendly and visually appealing interface, while testers should ensure product quality by identifying and fixing errors.

Open and effective communication also plays a crucial role in team collaboration. Team members should freely discuss issues and share ideas and feedback to make informed decisions and respond to changes during work. The project manager should encourage such communication and stimulate dialogue among participants.

Furthermore, distributing team roles and responsibilities and considering each member's strengths are also crucial for effective collaboration. Each member should focus on their specialization and utilize their skills to the fullest to achieve common goals. For example, if one team member is proficient in design, they should be assigned to develop the user interface, while another may focus on the technical aspects of the project.

Key Responsibilities of the Project Team

The key responsibilities of the project team are fundamental tasks necessary for the successful completion of the project. These responsibilities encompass a wide range of activities, from planning to task execution monitoring.

One of the prominent team roles and responsibilities is planning. This involves defining project goals, developing work schedules, estimating resources, and allocating tasks among team members. Planning serves as the foundation for the effective execution of the project and provides clear direction for action.

Additionally, the project team is responsible for resource management. This includes managing finances, time, material, and human resources. Effective resource allocation and utilization enable process optimization and the achievement of project goals within established timelines.

Coordinating the activities of team members is also a vital responsibility of the project team. This involves organizing work, aligning actions, and exchanging information among team members. Good coordination ensures the efficient functioning of the team and prevents conflicts and misunderstandings.

The Project Owner's Role and Main Responsibilities

The role of the Project Owner plays a crucial role in the successful implementation of the project. There is a big amount of knowledge needed to cover, and all of it is uncovered in our education space. You are welcome to ask all the questions about the course and other ones.

The Project Owner is primarily responsible for achieving the project's objectives and meeting the client's needs. They not only define the project's direction but also make strategic decisions that impact its course.
The Project Owner

The Project Owner

The primary responsibilities of the Project Owner include defining project goals and requirements, developing an execution strategy, and planning resources. This individual coordinates the team's work, monitors task completion, and ensures the achievement of results within deadlines and budget constraints. They also facilitate communication among project participants and stakeholders to maintain transparency and awareness.

One of the main challenges that a Project Owner may face is managing changes and risks. Since projects are often subject to changes in requirements or external conditions, the Project Owner must flexibly respond to these changes and adapt the project execution strategy accordingly. They must also be able to identify and manage risks to minimize potential negative consequences.

Another challenge may be ensuring effective collaboration within the team. The Project Owner should be able to motivate and inspire team members, create a conducive atmosphere for work and development, and resolve conflicts while allocating resources optimally to ensure optimal task execution. There is a specific community for product owners, where all the challenges might be advised and resolved.

Additionally, ensuring that the project meets customer expectations and achieves a high level of customer satisfaction is crucial. The Project Owner must collaborate closely with the customer, understand their needs, and deliver a product that meets their expectations.

The Project Sponsor

The project sponsor is a key player with significant financial influence and strategic importance in project implementation. Essentially, the sponsor serves as the source of financial support necessary for initiating and completing the project. Typically acting as the client or stakeholder, they invest funds in the project with the expectation of certain benefits or the achievement of strategic goals.
The Project Sponsor

The Project Sponsor

One of the key tasks of the project sponsor is to remove obstacles and provide necessary resources for the project team. This may involve allocating additional funds, resolving conflicts, ensuring access to experts and resources, as well as supporting the team in challenging situations.

However, sponsors may face a range of challenges and difficulties, such as funding shortages, changing strategic priorities, conflicts of interest, or project goal ambiguity. A successful sponsor must be flexible, strategically minded, and prepared to adapt to changes during project implementation.

The Project Manager

The project manager is a specialist responsible for organizing and coordinating the execution of a project from start to finish. The primary role of project manager is to ensure the successful completion of the project within the established deadlines, budget, and quality standards. The project manager not only oversees the implementation process but also leads the team, ensuring cohesion of actions and goal achievement.

They act as a liaison between the client and the execution team, ensuring an understanding of project requirements and their practical realization. Additionally, the role of project manager lies in the responsibility for providing transparency and accountability throughout the project execution, providing clients and stakeholders with information on progress and results.
The Project Manager

The Project Manager

Characteristics of a project manager include leadership qualities, organizational abilities, analytical skills, and the ability to manage resources efficiently. They must be flexible and adaptive, capable of making decisions in uncertain conditions and responding quickly to changes in the external environment. Moreover, project managers must possess excellent communication skills to effectively interact with various stakeholders and maintain positive relationships within the team.

Responsibilities of a Project Manager

The responsibilities of a project manager are crucial for the successful completion of tasks. Here are several vital duties of this role:

1. Project Planning: The project manager is responsible for developing a detailed plan of action, including defining goals, tasks, timelines, and resources. This involves creating schedules, assigning tasks, and determining team roles.

2. Resource Management: The project manager coordinates the allocation of resources, including financial, time, and human resources. They monitor the project budget, manage expenses, and ensure the availability of necessary resources for task completion.

3. Communication and Coordination: One of the main aspects of the project manager's role is to ensure effective communication within the team and with stakeholders. They organize meetings, discussions, and reports to maintain transparency and communication among project participants.

4. Risk Management: The project manager identifies potential risks and develops strategies to manage them. They analyze possible threats and take measures to prevent or minimize their impact on the project.

5. Quality and Control: The duties of a project manager include ensuring the quality of the product or service created within the project. They develop quality control systems and conduct audits and checks to ensure compliance with standards and client requirements.

6. Problem Solving and Conflict Resolution: Various problems and conflicts may arise during project execution. The project manager acts as a mediator, resolving disputes and seeking solutions to overcome obstacles on the path to project success.

7. Documentation and Reporting: The role of project manager also involves maintaining documentation on the project's progress, including progress reports, budget reports, action plans, and other documents. This is necessary for tracking progress and ensuring transparency in the project execution process.

There we can see the influence of training courses, so everyone could try their own in the role of project manager and become a successful specialist..

The Resource Manager – Basic Information

The resource manager is one of the most crucial project management roles. They ensure efficient management of all resources necessary for the successful completion of the project. Their responsibilities cover various aspects, ranging from finances and time to human resource management. They develop a detailed budget, taking into account all expenses, from team salaries to equipment and materials costs. Afterward, they monitor expenditures, control budget constraints, and seek ways to optimize costs.
The Resource Manager

The Resource Manager

Additionally, the resource manager is responsible for managing the project's time resources. They develop schedules, determine task sequences, set deadlines, and ensure compliance with them. Their goal is to provide the project's timely completion without unnecessary delays. However, an equally important aspect of the resource manager's work is human resource management. They assemble the project team, assign roles and responsibilities, coordinate team efforts, resolve conflicts, and motivate the team to achieve project goals. Their task is to create conditions for the team to work effectively and achieve the best results.

The Business Analyst – Brief Knowledge

The business analyst plays a crucial role in projects by using analytical methods to identify business needs and determine optimal solutions. Business analysts can enhance project efficiency through their ability to analyze data and identify critical insights.
The Business Analyst

The Business Analyst

Imagine we have a decentralized platform for trading and selling NFTs. This platform allows users to create, buy, and sell unique digital assets. A business analyst can analyze user behavior data on the platform, such as the frequency of NFT purchases, popular categories and artists, sales volumes, etc. Based on this information, the business analyst can identify key trends in the NFT industry and determine user needs.

Additionally, the business analyst can analyze data on transaction fees and commissions on the platform. Based on this information, they can help optimize processes on the platform, for example, by suggesting ways to reduce transaction fees or improve platform performance.

The Business Analyst – Responsibilities

The responsibilities of a business analyst in a project may include:

1. Analysis of Business Processes:
  • Study current business processes and identify bottlenecks and potential improvements.
  • Determining fundamental business needs and objectives.

2. Data Collection and Analysis:
  • Gathering and processing data about the business, market, competitors, and consumers.
  • Conducted statistical analysis and interpreted the results.

3. Requirement Identification:
  • Engaging with stakeholders to identify project requirements.
  • Formulating functional and non-functional requirements for the product or service.

4. Development of Business Plans and Strategies:
  • Creating business plans and strategies based on data analysis and requirements.
  • Preparing forecasts and recommendations for strategic decision-making.

5. Supporting Communications:
  • Facilitating communication between business units and technical teams.
  • Preparing presentations and reports to present analysis results and recommendations.

6. Testing and Evaluation of Solutions:
  • Testing the effectiveness and suitability of developed solutions for the business.
  • Evaluating results and adjusting strategies as needed.

These responsibilities help the business analyst effectively analyze business needs and objectives, identify opportunities for improvement, and develop efficient strategies to achieve success in the project.

Individual Contributors Assigned for Different Project Tasks

Various specialists are involved in the project, each responsible for specific aspects of project development and implementation. These include:

  • Web Designers
  • Front-end and Back-end Developers
  • Testers
  • For sure, Product Managers
  • Other specialists necessary for the effective creation and promotion of the product.
A Web-development Team

A Web-development Team

Each of these contributors plays a crucial role in the project, collaborating to achieve common goals and ensure successful project completion. Today, we will take a closer look at the most common ones.

The Responsibilities of Individual Contributors

In the project, each team member performs their specific duties. The responsibilities of project team members may include:

  • Web Designer:
  1. Creating the visual concept of the project.
  2. Designing the interface.
  3. Selecting color schemes, fonts, and graphical elements.
  4. Creating layouts and prototypes.
  • Front-end and Back-end Developer:
  1. Developing application functionality and logic.
  2. Building client-side and server-side components of the application.
  3. Interacting with the database and processing data.

  • Make-up Man:
  1. HTML and CSS layout.
  2. Adapting designs for various devices and screen resolutions.
  3. Optimizing code for improved performance and accessibility.

  • Tester (QA Engineer):
  1. Planning testing and creating test plans.
  2. Conducting testing for functionality, compatibility, performance, and security.
  3. Documenting bugs and deficiencies and making suggestions for their correction.

  • Project Manager:
  1. Planning and organizing teamwork.
  2. Managing project budget and deadlines.
  3. Facilitating communication and coordination among project participants.

Can Tasks for One Position Vary from Project to Project?

Yes, tasks for one position can vary depending on the specific project and its requirements. For example, in one project, a web designer may work on creating a corporate website with an emphasis on corporate style and strict design. In contrast, in another project, they may focus on developing a creative landing page with an emphasis on originality and creativity. Additionally, different projects may have different requirements for technological solutions, which affects the tasks and responsibilities of team members.

How can Romtos Help Improve Your Team's Efficiency?

Romtos, with a founder Roman Tkachenko,  offers valuable advice and strategies to help enhance your team's productivity:

1. Training and Development for Product Managers:
Product managers benefit significantly from continuous skill enhancement and knowledge development. Romtos offers courses in product management, with a focus on Web3 technologies, providing valuable tools and insights necessary for successful project management. Continuous learning helps product managers better understand market requirements, implement new methodologies and best practices, and effectively influence team performance. Sign up to pre-order the course and check all the details!

2. Application of Agile Methodologies:
Romtos recommends implementing agile methodologies in project management. This allows the team to quickly respond to changes in requirements and market conditions, improve product quality, and reduce time to market. Regular meetings, scrum sessions, and Kanban boards help manage the project more efficiently and transparently.

3. Building Transparent Communication:
Effective communication within the team and with stakeholders is a key aspect of project success. Romtos recommends using modern communication tools such as Slack, Trello, Zoom, etc., to ensure a continuous exchange of information, ideas, and feedback.

4. Focus on Results:
The team must be result-oriented. Romtos suggests setting clear and measurable goals and regularly evaluating progress toward achieving them. This helps focus the team's efforts and ensures a high level of motivation.

How can Romtos Help You Manage Different Roles?

Romtos offers a wide range of training courses to help manage various roles in the project:

1. Web3 Courses:
Users of Web3 course will learn the principles of market thinking, as well as how to find and create successful products. They will understand how to evaluate their hypotheses and competitiveness in Web3. The course will help avoid mistakes related to insufficient understanding of the target audience. They will learn to build products that meet the expectations of creators and are in demand by users.

2. Product Management Courses:
Users of course PO will learn the principles of Web3 market thinking, as well as how to find and create successful products for decentralized exchanges (DEX). They will understand the sequence of actions to evaluate their hypotheses and competitiveness in the DEX market. The course will help avoid mistakes in creating DEX related to insufficient understanding of user requirements. They will learn how to ensure the product works as intended by the author and make it popular among users.

Users of this course will learn various aspects of the Web3 market, and they will primarily have the opportunity to master the principles of product management (PO) in the context of this new technological environment. They will learn how to use PO principles for successful product creation and promotion in such a space, as well as learn to identify and understand the features of the Web3 market operation. This will allow them to build effective business models and develop products that will be in demand in this market. They will also gain the tools and knowledge necessary for successful work in this environment, enabling them to build a successful career in Web3 technologies and product management.


In this article, we have gone through an engaging overview of project management in product development. It highlights the importance of each role in the team, from web designers to project managers, emphasizing their unique responsibilities and significance for project success. The flexibility and adaptability of roles in different projects are noted. The role of business analysts in identifying business needs and optimizing strategies is examined in detail. Additionally, the article offers exciting educational courses aimed at developing skills in Web3 and product management. All of this makes reading the article engaging and useful for professionals in product development.


Project Manager Web3
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