What are some tools or frameworks that you use to plan and monitor cross-functional projects?

Cross-functional projects involve multiple teams or departments working together to achieve a common goal. They can be challenging to plan and monitor, as they require effective communication, coordination, and collaboration across different functions, cultures, and perspectives. However, they can also deliver significant benefits, such as innovation, efficiency, and customer satisfaction. In this article, you will learn about some tools or frameworks that you can use to plan and monitor cross-functional projects and overcome potential obstacles.

1 SMART goals

One of the first steps in planning a cross-functional project is to define clear and specific goals that align with the overall vision and strategy of the organization. A useful framework for setting goals is the SMART criteria, which stands for Specific, Measurable, Achievable, Relevant, and Time-bound. SMART goals help you to clarify the scope, expectations, and outcomes of the project, as well as to track and evaluate its progress and success.

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2 RACI matrix

Another important step in planning a cross-functional project is to assign roles and responsibilities to the project team members and stakeholders. A common tool for this purpose is the RACI matrix, which stands for Responsible, Accountable, Consulted, and Informed. A RACI matrix is a table that shows who is responsible for performing the tasks, who is accountable for the results, who needs to be consulted for input or feedback, and who needs to be informed about the status or changes of the project. A RACI matrix helps you to avoid confusion, duplication, or gaps in the project work, as well as to enhance accountability and communication.

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Paul Eder, PhD

I Lead You to New Insights | Strategy Consulting, Artificial Intelligence, & Data Innovation | Author of FIRESTARTERS
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The most important role is "Responsible" - those are the doers. If they don't carry it out correctly, the rest of the roles are irrelevant.

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Luis Guillermo Cardona

Experienced Product Leader | Strategic Innovator in B2B & D2C | Driving Cross-functional Success and Growth
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I love RACIs. Some may call them old fashioned, but them I say “what? I can’t hear you, I think you’re on mute.” In all seriousness, they provide clarity on who is responsible for what aspect of the project that you’re working on. And that’s incredibly valuable.

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3 Agile methodology

One of the most popular frameworks for managing cross-functional projects is the agile methodology, which is based on the principles of flexibility, collaboration, and continuous improvement. Agile methodology involves breaking down the project into smaller and more manageable units, called sprints, that are completed in a short period of time, usually between one to four weeks. Each sprint has a specific goal, scope, and deliverable, and is followed by a review and feedback session, where the project team and stakeholders evaluate the results and identify areas for improvement. Agile methodology helps you to adapt to changing requirements, deliver value faster, and foster a culture of learning and innovation.

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Luis Guillermo Cardona

Experienced Product Leader | Strategic Innovator in B2B & D2C | Driving Cross-functional Success and Growth
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Having worked at organizations that went through the transition from waterfall to agile, I can tell you that agile (combined with kanban) is better for the vast majority of software development. It’s faster and more nimble than it’s alternative. If you’re implementing it into an organization that has never done agile before, then you run into issues of adoption and change management. People generally don’t like change and waterfall is to agile what day-old bread is to Jamaican jerk chicken: they’re both software development methodologies (or foods). But that’s where the similarities end.

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4 Kanban board

One of the most effective tools for monitoring cross-functional projects is the kanban board, which is a visual representation of the project workflow. A kanban board consists of columns that represent the stages of the project, such as To Do, In Progress, and Done, and cards that represent the tasks or activities. The cards are moved across the columns as they are completed or updated. A kanban board helps you to keep track of the project status, identify bottlenecks or issues, and optimize the project efficiency and quality.

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Luis Guillermo Cardona

Experienced Product Leader | Strategic Innovator in B2B & D2C | Driving Cross-functional Success and Growth
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Kanban is great when working on DevOps or teams that handle a lot of support with widely varying priorities. Unlike agile, there are no sprints, per se. So it allows for maximum flexibility, so much so that it would make the US men’s gymnastic teams envious.

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5 Stakeholder map

One of the most crucial aspects of cross-functional projects is stakeholder management, which is the process of identifying, engaging, and influencing the people who have an interest or impact on the project. A helpful tool for stakeholder management is the stakeholder map, which is a diagram that shows the relationships and interactions among the project stakeholders. A stakeholder map helps you to understand the needs, expectations, and influences of the stakeholders, as well as to develop strategies to communicate with them effectively and address any conflicts or risks.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are some tools or frameworks that you use to plan and monitor cross-functional projects?

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1 SMART goals

2 RACI matrix

3 Agile methodology

4 Kanban board

5 Stakeholder map

6 Here’s what else to consider

Cross-functional Coordination

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