What Is the Role of a Project Sponsor? - A Definitive Guide
A project sponsor plays a critical role in the success of any project. As the individual who initiates, funds, and champions the project, the sponsor is ultimately accountable for the project's outcome. In this comprehensive guide, we'll examine the key responsibilities of a project sponsor and how this role differs from that of the project manager. Whether you are new to project sponsorship or looking to be a more effective sponsor, this guide will provide insights into successfully partnering with project managers to deliver project results.
Why Understanding the Project Sponsor Role Matters
Having an engaged and effective project sponsor is one of the most important factors in project success. According to the Project Management Institute (PMI), active sponsorship is a best practice for any project. When the sponsor fulfills their responsibilities, they set the project up for success from the start by ensuring alignment with business objectives, facilitating collaboration, and providing leadership and oversight.
On the other hand, unclear sponsor responsibilities or lack of sponsorship has been tied to project delays, cost overruns, and failure to meet objectives. Clearly defining the role of the sponsor and distinguishing it from the role of the project manager is key to driving strong project outcomes.
Throughout this guide, we will answer common questions about the sponsor role, including:
What are the key responsibilities of the project sponsor?
How does the sponsor role differ from the project manager role?
What value does an engaged sponsor bring to a project?
How can the sponsor best collaborate with the project manager?
What mistakes do sponsors need to avoid?
Whether you are a new sponsor seeking to understand your role or an experienced sponsor looking to improve your project oversight, this guide will provide a comprehensive overview so you can drive sponsor success.
Defining the Role of the Project Sponsor
The project sponsor is the individual who champions, funds, and oversees the project from inception to completion. As the key stakeholder representing the business needs, the sponsor has ultimate ownership and accountability for the project. They authorize the project charter and budget and are responsible for securing needed resources.
According to the Project Management Institute's definition, the sponsor's primary responsibilities include:
Providing financial resources for the project
Reinforcing commitment to the project's success
Ensuring alignment with strategy
Championing the project within their organization
Unlike the project manager who handles day-to-day tactical oversight, the sponsor focuses on high-level leadership and governance to ensure the project achieves strategic objectives. The sponsor may be supported by a project steering committee or project governance board in larger projects.
Examples of sponsors include:
A product executive sponsoring development of a new product or feature
A marketing vice president sponsoring a campaign or event project
A department head sponsoring an internal systems implementation
A customer sponsoring development of a customized solution
The sponsor is critical throughout all phases of the project lifecycle - from initiating the project through closing it down. We'll explore the sponsor's responsibilities at each stage next.
Sponsor Responsibilities Throughout the Project Lifecycle
The project sponsor has distinct responsibilities that span the full project lifecycle:
Initiation Phase
To kick off the project, the sponsor:
Identifies the need for the project based on business goals or requirements
Performs high-level scope planning and assessment of feasibility
Secures initial budget
Identifies the project manager and core team members
Develops and signs off on the project charter
Establishes governance mechanisms to provide oversight
Planning Phase
During project planning, the sponsor:
Works with project manager to align project plan with business objectives
Ensures adequate resources are allocated in the budget
Assigns project manager formal authority to execute project
Approves the project management plan including schedule and deliverables
Establishes success criteria and metrics to track performance
Execution Phase
As the project ramps up, the sponsor's focus is on enabling progress through:
Removing barriers and resolving issues escalated by project manager
Reinforcing purpose and goals with stakeholders
Monitoring schedule, budget, and risks to ensure on track
Attending project meetings and reviews as needed
Providing support and advice to the project manager
Monitoring & Controlling Phase
During project execution, the sponsor stays engaged by:
Reviewing status reports and dashboards
Following up on open issues and action items
Meeting with project manager regularly to discuss progress
Conducting stage gate or milestone reviews
Addressing any deviations from plan
Ensuring stakeholder engagement and satisfaction
Closing Phase
For the project closeout, the sponsor has final accountability:
Verify that requirements and acceptance criteria have been met
Sign off on project completion and closure
Evaluate success of project and capture lessons learned
Recognize team's efforts and celebrate successes
Transition project deliverables to operations
Conduct post-project review
This high-level overview illustrates how involved the sponsor is across all aspects of delivery - from shaping strategic direction to evaluating outcomes. The sponsor empowers the team to execute while providing supportive leadership.
Distinguishing the Project Sponsor vs. Project Manager Role
Because the project sponsor and manager serve different functions, it's important to understand how the two roles differ. The key differences include:
Accountability: The sponsor is ultimately accountable for the success or failure of the project and has final authority. The manager is accountable for day-to-day performance and delivery within constraints set by the sponsor.
Orientation: The sponsor focuses on long-term strategy and objectives. The manager focuses on tactical details and daily tasks.
Level of involvement: The sponsor is periodically involved at a high-level. The manager is directly involved full-time in project activities.
Responsibilities: The sponsor sets vision and secures resources. The manager plans details and guides execution.
Status: The sponsor represents stakeholder interests. The manager runs the project team.
Skills: The sponsor excels in business acumen, leadership and decision-making. The manager excels in project execution, team leadership and technical skills.
Authority: Direction flows from sponsor to manager. Status flows from manager to sponsor.
The table below summarizes the differences in the sponsor and manager perspective across key actions during the project lifecycle:
Project Lifecycle StageSponsor PerspectiveManager PerspectiveInitiationAligns project to business goals and metricsWorks with sponsor to define initial scope and approachPlanningEnsures objectives are met within budget; Approves scope and resourcesDevelops detailed estimates, schedule, plans and documentsExecutionRemoves roadblocks and facilitates stakeholder participationManages day-to-day activities, tasks and team membersMonitoringValidates continued alignment to strategy through stage gates and reviewsProvides status reports, KPIs and dashboards to sponsorClosingAccepts or rejects project outcomes based on success criteriaDelivers final product and transition plan
While sponsors and managers serve complementary functions, open communication and trust between the roles is vital to keeping the project aligned from start to finish.
Key Benefits of Engaged Project Sponsorship
Beyond fulfilling a necessary role on paper, an actively engaged sponsor brings tangible value to the project:
Champions the business case: An influential sponsor can reinforce the project's importance and justify the investment of resources. This commitment from above often accelerates stakeholder buy-in.
Provides air cover: Executives rally support and eliminate obstacles for the project team by leveraging relationships and political capital.
Enables quicker decisions: An authoritative sponsor can make timely decisions regarding priorities, resources and changes, avoiding delays.
Drives accountability: Through active oversight, the sponsor ensures the manager and team remain accountable and focused on the end goal.
Sets measuring sticks: The sponsor establishes clear metrics for assessing performance and validates that outcomes satisfy strategic needs.
Opens doors: Sponsors provide access to information, people and networks that facilitate project execution.
Leverages expertise: Experienced sponsors lend perspective and advice to guide the manager and validate the path forward.
Resolves escalations: When critical issues arise, the sponsor has the influence and chops to get them unstuck.
For complex or high-profile projects, having an engaged sponsor is often the difference between success and failure.
Best Practices for Partnering With Your Project Manager
To drive success, project sponsors and managers need to become aligned and collaborative partners. Here are some tips for sponsors on working effectively with project managers:
Clearly define responsibilities upfront: Ensure you agree on what falls within the sponsor's authority vs. the manager's. Document this in a RACI matrix.
Establish ongoing touch points: Set up recurring one-on-one meetings with the manager to discuss progress and issues.
Reinforce priorities frequently: Communicate which outcomes are most important for you to validate focus.
Ask probing questions: Have the manager walk through status reports or plans to provide context and analysis.
Provide high-level direction, not tactical orders: Give the manager room to leverage expertise and influence the team.
Escalate thoughtfully: Avoid delegating tactical tasks to the manager during issue escalations.
Celebrate wins and recognize the team: Share credit for milestones achieved to validate team efforts.
Manage hand-offs: If transitioning out as sponsor, formally introduce new sponsor and provide knowledge transfer.
Solicit feedback: Check in with the manager on how you can provide better support or value.
Building an environment of trust and transparency with your project manager will pay dividends. By taking a collaborative partnership mindset over a command-and-control approach, you enable greater success.
Common Mistakes Project Sponsors Should Avoid
Even experienced sponsors may fall into traps that compromise their effectiveness or undermine the project:
Remaining hands-off or invisible: Disengaged sponsors that fully delegate responsibility often miss warning signs and have inadequate context to make big decisions.
Micromanaging execution: Interfering in day-to-day activities bogs down managers and confuses team members.
Not prioritizing the project: Failure to devote time and attention due to competing priorities leaves projects under-supported.
Prioritizing pet features: Injecting personal preferences that don't align with goals wastes resources.
Not establishing metrics: Without measurable targets, it becomes hard to evaluate progress and success objectively.
Poor hand-off: Sudden sponsor transitions without knowledge transfer disrupts project momentum.
Focusing on tools over people: Over-indexing on project management software versus motivating the team causes misalignment.
Shooting from the hip: Making quick decisions without understanding trade-offs and impact sets up the project to fail.
Lack of accessibility: Being unavailable to the team and other stakeholders prevents timely guidance.
Not seeking feedback: Failing to check in on your effectiveness as a sponsor misses opportunities for improvement.
Sponsors who avoid these pitfalls through adequate engagement, strategic perspective and partnering with managers set their projects up for victory.
Summary & Key Takeaways
The dedicated project sponsor plays an irreplaceable role in transforming an idea into a successful project outcome. Their high-level oversight ensures strategic alignment, mitigates risk, and empowers the team to execute efficiently.
Here are the major takeaways for sponsors to drive value:
Secure executive commitment and investment in the project
Establish clear objectives, goals and success metrics upfront
Reinforce purpose and strategic alignment at every step
Remove barriers to empower smooth delivery by the project manager
Attend reviews and conduct oversight of progress vs. plan
Make quick decisions to avoid delays when issues arise
Check in frequently with the manager and team
Motivate and recognize the team for milestone achievement
Accept accountability for project outcomes based on criteria
Partner effectively with the project manager through open communication and trust
A highly-engaged project sponsor committed to the success of the project can make the difference between a struggling initiative and a smoothly-executed one. Clarifying the sponsor's responsibilities distinct from the project manager enables a dynamic partnership. By driving active sponsorship and avoiding common pitfalls, organizations can enable project excellence and consistent delivery of strategic results.
What Is the Role of a Project Sponsor? - A Definitive Guide
A project sponsor plays a critical role in the success of any project. As the individual who initiates, funds, and champions the project, the sponsor is ultimately accountable for the project's outcome. In this comprehensive guide, we'll examine the key responsibilities of a project sponsor and how this role differs from that of the project manager. Whether you are new to project sponsorship or looking to be a more effective sponsor, this guide will provide insights into successfully partnering with project managers to deliver project results.
Why Understanding the Project Sponsor Role Matters
Having an engaged and effective project sponsor is one of the most important factors in project success. According to the Project Management Institute (PMI), active sponsorship is a best practice for any project. When the sponsor fulfills their responsibilities, they set the project up for success from the start by ensuring alignment with business objectives, facilitating collaboration, and providing leadership and oversight.
On the other hand, unclear sponsor responsibilities or lack of sponsorship has been tied to project delays, cost overruns, and failure to meet objectives. Clearly defining the role of the sponsor and distinguishing it from the role of the project manager is key to driving strong project outcomes.
Throughout this guide, we will answer common questions about the sponsor role, including:
What are the key responsibilities of the project sponsor?
How does the sponsor role differ from the project manager role?
What value does an engaged sponsor bring to a project?
How can the sponsor best collaborate with the project manager?
What mistakes do sponsors need to avoid?
Whether you are a new sponsor seeking to understand your role or an experienced sponsor looking to improve your project oversight, this guide will provide a comprehensive overview so you can drive sponsor success.
Defining the Role of the Project Sponsor
The project sponsor is the individual who champions, funds, and oversees the project from inception to completion. As the key stakeholder representing the business needs, the sponsor has ultimate ownership and accountability for the project. They authorize the project charter and budget and are responsible for securing needed resources.
According to the Project Management Institute's definition, the sponsor's primary responsibilities include:
Providing financial resources for the project
Reinforcing commitment to the project's success
Ensuring alignment with strategy
Championing the project within their organization
Unlike the project manager who handles day-to-day tactical oversight, the sponsor focuses on high-level leadership and governance to ensure the project achieves strategic objectives. The sponsor may be supported by a project steering committee or project governance board in larger projects.
Examples of sponsors include:
A product executive sponsoring development of a new product or feature
A marketing vice president sponsoring a campaign or event project
A department head sponsoring an internal systems implementation
A customer sponsoring development of a customized solution
The sponsor is critical throughout all phases of the project lifecycle - from initiating the project through closing it down. We'll explore the sponsor's responsibilities at each stage next.
Sponsor Responsibilities Throughout the Project Lifecycle
The project sponsor has distinct responsibilities that span the full project lifecycle:
Initiation Phase
To kick off the project, the sponsor:
Identifies the need for the project based on business goals or requirements
Performs high-level scope planning and assessment of feasibility
Secures initial budget
Identifies the project manager and core team members
Develops and signs off on the project charter
Establishes governance mechanisms to provide oversight
Planning Phase
During project planning, the sponsor:
Works with project manager to align project plan with business objectives
Ensures adequate resources are allocated in the budget
Assigns project manager formal authority to execute project
Approves the project management plan including schedule and deliverables
Establishes success criteria and metrics to track performance
Execution Phase
As the project ramps up, the sponsor's focus is on enabling progress through:
Removing barriers and resolving issues escalated by project manager
Reinforcing purpose and goals with stakeholders
Monitoring schedule, budget, and risks to ensure on track
Attending project meetings and reviews as needed
Providing support and advice to the project manager
Monitoring & Controlling Phase
During project execution, the sponsor stays engaged by:
Reviewing status reports and dashboards
Following up on open issues and action items
Meeting with project manager regularly to discuss progress
Conducting stage gate or milestone reviews
Addressing any deviations from plan
Ensuring stakeholder engagement and satisfaction
Closing Phase
For the project closeout, the sponsor has final accountability:
Verify that requirements and acceptance criteria have been met
Sign off on project completion and closure
Evaluate success of project and capture lessons learned
Recognize team's efforts and celebrate successes
Transition project deliverables to operations
Conduct post-project review
This high-level overview illustrates how involved the sponsor is across all aspects of delivery - from shaping strategic direction to evaluating outcomes. The sponsor empowers the team to execute while providing supportive leadership.
Distinguishing the Project Sponsor vs. Project Manager Role
Because the project sponsor and manager serve different functions, it's important to understand how the two roles differ. The key differences include:
Accountability: The sponsor is ultimately accountable for the success or failure of the project and has final authority. The manager is accountable for day-to-day performance and delivery within constraints set by the sponsor.
Orientation: The sponsor focuses on long-term strategy and objectives. The manager focuses on tactical details and daily tasks.
Level of involvement: The sponsor is periodically involved at a high-level. The manager is directly involved full-time in project activities.
Responsibilities: The sponsor sets vision and secures resources. The manager plans details and guides execution.
Status: The sponsor represents stakeholder interests. The manager runs the project team.
Skills: The sponsor excels in business acumen, leadership and decision-making. The manager excels in project execution, team leadership and technical skills.
Authority: Direction flows from sponsor to manager. Status flows from manager to sponsor.
The table below summarizes the differences in the sponsor and manager perspective across key actions during the project lifecycle:
Project Lifecycle StageSponsor PerspectiveManager PerspectiveInitiationAligns project to business goals and metricsWorks with sponsor to define initial scope and approachPlanningEnsures objectives are met within budget; Approves scope and resourcesDevelops detailed estimates, schedule, plans and documentsExecutionRemoves roadblocks and facilitates stakeholder participationManages day-to-day activities, tasks and team membersMonitoringValidates continued alignment to strategy through stage gates and reviewsProvides status reports, KPIs and dashboards to sponsorClosingAccepts or rejects project outcomes based on success criteriaDelivers final product and transition plan
While sponsors and managers serve complementary functions, open communication and trust between the roles is vital to keeping the project aligned from start to finish.
Key Benefits of Engaged Project Sponsorship
Beyond fulfilling a necessary role on paper, an actively engaged sponsor brings tangible value to the project:
Champions the business case: An influential sponsor can reinforce the project's importance and justify the investment of resources. This commitment from above often accelerates stakeholder buy-in.
Provides air cover: Executives rally support and eliminate obstacles for the project team by leveraging relationships and political capital.
Enables quicker decisions: An authoritative sponsor can make timely decisions regarding priorities, resources and changes, avoiding delays.
Drives accountability: Through active oversight, the sponsor ensures the manager and team remain accountable and focused on the end goal.
Sets measuring sticks: The sponsor establishes clear metrics for assessing performance and validates that outcomes satisfy strategic needs.
Opens doors: Sponsors provide access to information, people and networks that facilitate project execution.
Leverages expertise: Experienced sponsors lend perspective and advice to guide the manager and validate the path forward.
Resolves escalations: When critical issues arise, the sponsor has the influence and chops to get them unstuck.
For complex or high-profile projects, having an engaged sponsor is often the difference between success and failure.
Best Practices for Partnering With Your Project Manager
To drive success, project sponsors and managers need to become aligned and collaborative partners. Here are some tips for sponsors on working effectively with project managers:
Clearly define responsibilities upfront: Ensure you agree on what falls within the sponsor's authority vs. the manager's. Document this in a RACI matrix.
Establish ongoing touch points: Set up recurring one-on-one meetings with the manager to discuss progress and issues.
Reinforce priorities frequently: Communicate which outcomes are most important for you to validate focus.
Ask probing questions: Have the manager walk through status reports or plans to provide context and analysis.
Provide high-level direction, not tactical orders: Give the manager room to leverage expertise and influence the team.
Escalate thoughtfully: Avoid delegating tactical tasks to the manager during issue escalations.
Celebrate wins and recognize the team: Share credit for milestones achieved to validate team efforts.
Manage hand-offs: If transitioning out as sponsor, formally introduce new sponsor and provide knowledge transfer.
Solicit feedback: Check in with the manager on how you can provide better support or value.
Building an environment of trust and transparency with your project manager will pay dividends. By taking a collaborative partnership mindset over a command-and-control approach, you enable greater success.
Common Mistakes Project Sponsors Should Avoid
Even experienced sponsors may fall into traps that compromise their effectiveness or undermine the project:
Remaining hands-off or invisible: Disengaged sponsors that fully delegate responsibility often miss warning signs and have inadequate context to make big decisions.
Micromanaging execution: Interfering in day-to-day activities bogs down managers and confuses team members.
Not prioritizing the project: Failure to devote time and attention due to competing priorities leaves projects under-supported.
Prioritizing pet features: Injecting personal preferences that don't align with goals wastes resources.
Not establishing metrics: Without measurable targets, it becomes hard to evaluate progress and success objectively.
Poor hand-off: Sudden sponsor transitions without knowledge transfer disrupts project momentum.
Focusing on tools over people: Over-indexing on project management software versus motivating the team causes misalignment.
Shooting from the hip: Making quick decisions without understanding trade-offs and impact sets up the project to fail.
Lack of accessibility: Being unavailable to the team and other stakeholders prevents timely guidance.
Not seeking feedback: Failing to check in on your effectiveness as a sponsor misses opportunities for improvement.
Sponsors who avoid these pitfalls through adequate engagement, strategic perspective and partnering with managers set their projects up for victory.
Summary & Key Takeaways
The dedicated project sponsor plays an irreplaceable role in transforming an idea into a successful project outcome. Their high-level oversight ensures strategic alignment, mitigates risk, and empowers the team to execute efficiently.
Here are the major takeaways for sponsors to drive value:
Secure executive commitment and investment in the project
Establish clear objectives, goals and success metrics upfront
Reinforce purpose and strategic alignment at every step
Remove barriers to empower smooth delivery by the project manager
Attend reviews and conduct oversight of progress vs. plan
Make quick decisions to avoid delays when issues arise
Check in frequently with the manager and team
Motivate and recognize the team for milestone achievement
Accept accountability for project outcomes based on criteria
Partner effectively with the project manager through open communication and trust
A highly-engaged project sponsor committed to the success of the project can make the difference between a struggling initiative and a smoothly-executed one. Clarifying the sponsor's responsibilities distinct from the project manager enables a dynamic partnership. By driving active sponsorship and avoiding common pitfalls, organizations can enable project excellence and consistent delivery of strategic results.
What Is the Role of a Project Sponsor? - A Definitive Guide
A project sponsor plays a critical role in the success of any project. As the individual who initiates, funds, and champions the project, the sponsor is ultimately accountable for the project's outcome. In this comprehensive guide, we'll examine the key responsibilities of a project sponsor and how this role differs from that of the project manager. Whether you are new to project sponsorship or looking to be a more effective sponsor, this guide will provide insights into successfully partnering with project managers to deliver project results.
Why Understanding the Project Sponsor Role Matters
Having an engaged and effective project sponsor is one of the most important factors in project success. According to the Project Management Institute (PMI), active sponsorship is a best practice for any project. When the sponsor fulfills their responsibilities, they set the project up for success from the start by ensuring alignment with business objectives, facilitating collaboration, and providing leadership and oversight.
On the other hand, unclear sponsor responsibilities or lack of sponsorship has been tied to project delays, cost overruns, and failure to meet objectives. Clearly defining the role of the sponsor and distinguishing it from the role of the project manager is key to driving strong project outcomes.
Throughout this guide, we will answer common questions about the sponsor role, including:
What are the key responsibilities of the project sponsor?
How does the sponsor role differ from the project manager role?
What value does an engaged sponsor bring to a project?
How can the sponsor best collaborate with the project manager?
What mistakes do sponsors need to avoid?
Whether you are a new sponsor seeking to understand your role or an experienced sponsor looking to improve your project oversight, this guide will provide a comprehensive overview so you can drive sponsor success.
Defining the Role of the Project Sponsor
The project sponsor is the individual who champions, funds, and oversees the project from inception to completion. As the key stakeholder representing the business needs, the sponsor has ultimate ownership and accountability for the project. They authorize the project charter and budget and are responsible for securing needed resources.
According to the Project Management Institute's definition, the sponsor's primary responsibilities include:
Providing financial resources for the project
Reinforcing commitment to the project's success
Ensuring alignment with strategy
Championing the project within their organization
Unlike the project manager who handles day-to-day tactical oversight, the sponsor focuses on high-level leadership and governance to ensure the project achieves strategic objectives. The sponsor may be supported by a project steering committee or project governance board in larger projects.
Examples of sponsors include:
A product executive sponsoring development of a new product or feature
A marketing vice president sponsoring a campaign or event project
A department head sponsoring an internal systems implementation
A customer sponsoring development of a customized solution
The sponsor is critical throughout all phases of the project lifecycle - from initiating the project through closing it down. We'll explore the sponsor's responsibilities at each stage next.
Sponsor Responsibilities Throughout the Project Lifecycle
The project sponsor has distinct responsibilities that span the full project lifecycle:
Initiation Phase
To kick off the project, the sponsor:
Identifies the need for the project based on business goals or requirements
Performs high-level scope planning and assessment of feasibility
Secures initial budget
Identifies the project manager and core team members
Develops and signs off on the project charter
Establishes governance mechanisms to provide oversight
Planning Phase
During project planning, the sponsor:
Works with project manager to align project plan with business objectives
Ensures adequate resources are allocated in the budget
Assigns project manager formal authority to execute project
Approves the project management plan including schedule and deliverables
Establishes success criteria and metrics to track performance
Execution Phase
As the project ramps up, the sponsor's focus is on enabling progress through:
Removing barriers and resolving issues escalated by project manager
Reinforcing purpose and goals with stakeholders
Monitoring schedule, budget, and risks to ensure on track
Attending project meetings and reviews as needed
Providing support and advice to the project manager
Monitoring & Controlling Phase
During project execution, the sponsor stays engaged by:
Reviewing status reports and dashboards
Following up on open issues and action items
Meeting with project manager regularly to discuss progress
Conducting stage gate or milestone reviews
Addressing any deviations from plan
Ensuring stakeholder engagement and satisfaction
Closing Phase
For the project closeout, the sponsor has final accountability:
Verify that requirements and acceptance criteria have been met
Sign off on project completion and closure
Evaluate success of project and capture lessons learned
Recognize team's efforts and celebrate successes
Transition project deliverables to operations
Conduct post-project review
This high-level overview illustrates how involved the sponsor is across all aspects of delivery - from shaping strategic direction to evaluating outcomes. The sponsor empowers the team to execute while providing supportive leadership.
Distinguishing the Project Sponsor vs. Project Manager Role
Because the project sponsor and manager serve different functions, it's important to understand how the two roles differ. The key differences include:
Accountability: The sponsor is ultimately accountable for the success or failure of the project and has final authority. The manager is accountable for day-to-day performance and delivery within constraints set by the sponsor.
Orientation: The sponsor focuses on long-term strategy and objectives. The manager focuses on tactical details and daily tasks.
Level of involvement: The sponsor is periodically involved at a high-level. The manager is directly involved full-time in project activities.
Responsibilities: The sponsor sets vision and secures resources. The manager plans details and guides execution.
Status: The sponsor represents stakeholder interests. The manager runs the project team.
Skills: The sponsor excels in business acumen, leadership and decision-making. The manager excels in project execution, team leadership and technical skills.
Authority: Direction flows from sponsor to manager. Status flows from manager to sponsor.
The table below summarizes the differences in the sponsor and manager perspective across key actions during the project lifecycle:
Project Lifecycle StageSponsor PerspectiveManager PerspectiveInitiationAligns project to business goals and metricsWorks with sponsor to define initial scope and approachPlanningEnsures objectives are met within budget; Approves scope and resourcesDevelops detailed estimates, schedule, plans and documentsExecutionRemoves roadblocks and facilitates stakeholder participationManages day-to-day activities, tasks and team membersMonitoringValidates continued alignment to strategy through stage gates and reviewsProvides status reports, KPIs and dashboards to sponsorClosingAccepts or rejects project outcomes based on success criteriaDelivers final product and transition plan
While sponsors and managers serve complementary functions, open communication and trust between the roles is vital to keeping the project aligned from start to finish.
Key Benefits of Engaged Project Sponsorship
Beyond fulfilling a necessary role on paper, an actively engaged sponsor brings tangible value to the project:
Champions the business case: An influential sponsor can reinforce the project's importance and justify the investment of resources. This commitment from above often accelerates stakeholder buy-in.
Provides air cover: Executives rally support and eliminate obstacles for the project team by leveraging relationships and political capital.
Enables quicker decisions: An authoritative sponsor can make timely decisions regarding priorities, resources and changes, avoiding delays.
Drives accountability: Through active oversight, the sponsor ensures the manager and team remain accountable and focused on the end goal.
Sets measuring sticks: The sponsor establishes clear metrics for assessing performance and validates that outcomes satisfy strategic needs.
Opens doors: Sponsors provide access to information, people and networks that facilitate project execution.
Leverages expertise: Experienced sponsors lend perspective and advice to guide the manager and validate the path forward.
Resolves escalations: When critical issues arise, the sponsor has the influence and chops to get them unstuck.
For complex or high-profile projects, having an engaged sponsor is often the difference between success and failure.
Best Practices for Partnering With Your Project Manager
To drive success, project sponsors and managers need to become aligned and collaborative partners. Here are some tips for sponsors on working effectively with project managers:
Clearly define responsibilities upfront: Ensure you agree on what falls within the sponsor's authority vs. the manager's. Document this in a RACI matrix.
Establish ongoing touch points: Set up recurring one-on-one meetings with the manager to discuss progress and issues.
Reinforce priorities frequently: Communicate which outcomes are most important for you to validate focus.
Ask probing questions: Have the manager walk through status reports or plans to provide context and analysis.
Provide high-level direction, not tactical orders: Give the manager room to leverage expertise and influence the team.
Escalate thoughtfully: Avoid delegating tactical tasks to the manager during issue escalations.
Celebrate wins and recognize the team: Share credit for milestones achieved to validate team efforts.
Manage hand-offs: If transitioning out as sponsor, formally introduce new sponsor and provide knowledge transfer.
Solicit feedback: Check in with the manager on how you can provide better support or value.
Building an environment of trust and transparency with your project manager will pay dividends. By taking a collaborative partnership mindset over a command-and-control approach, you enable greater success.
Common Mistakes Project Sponsors Should Avoid
Even experienced sponsors may fall into traps that compromise their effectiveness or undermine the project:
Remaining hands-off or invisible: Disengaged sponsors that fully delegate responsibility often miss warning signs and have inadequate context to make big decisions.
Micromanaging execution: Interfering in day-to-day activities bogs down managers and confuses team members.
Not prioritizing the project: Failure to devote time and attention due to competing priorities leaves projects under-supported.
Prioritizing pet features: Injecting personal preferences that don't align with goals wastes resources.
Not establishing metrics: Without measurable targets, it becomes hard to evaluate progress and success objectively.
Poor hand-off: Sudden sponsor transitions without knowledge transfer disrupts project momentum.
Focusing on tools over people: Over-indexing on project management software versus motivating the team causes misalignment.
Shooting from the hip: Making quick decisions without understanding trade-offs and impact sets up the project to fail.
Lack of accessibility: Being unavailable to the team and other stakeholders prevents timely guidance.
Not seeking feedback: Failing to check in on your effectiveness as a sponsor misses opportunities for improvement.
Sponsors who avoid these pitfalls through adequate engagement, strategic perspective and partnering with managers set their projects up for victory.
Summary & Key Takeaways
The dedicated project sponsor plays an irreplaceable role in transforming an idea into a successful project outcome. Their high-level oversight ensures strategic alignment, mitigates risk, and empowers the team to execute efficiently.
Here are the major takeaways for sponsors to drive value:
Secure executive commitment and investment in the project
Establish clear objectives, goals and success metrics upfront
Reinforce purpose and strategic alignment at every step
Remove barriers to empower smooth delivery by the project manager
Attend reviews and conduct oversight of progress vs. plan
Make quick decisions to avoid delays when issues arise
Check in frequently with the manager and team
Motivate and recognize the team for milestone achievement
Accept accountability for project outcomes based on criteria
Partner effectively with the project manager through open communication and trust
A highly-engaged project sponsor committed to the success of the project can make the difference between a struggling initiative and a smoothly-executed one. Clarifying the sponsor's responsibilities distinct from the project manager enables a dynamic partnership. By driving active sponsorship and avoiding common pitfalls, organizations can enable project excellence and consistent delivery of strategic results.