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How can you build relationships with colleagues in different departments?

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As a program manager, you need to coordinate and collaborate with colleagues from different departments to deliver successful projects. But how can you build relationships with them, especially if you don't work in the same location or have different priorities and perspectives? Here are some tips to help you network and communicate effectively with your cross-functional peers.

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Henrique Martins

Portfolio Manager | Program Manager | Project Manager | Product Manager | PMO | Agile | Strategic Layer | Engineering &…
Dmitry Gulyaev

PMO Lead | Program Management | Operational excellence | Aligning People, Process & Software implementation for Clear…

1 Identify your stakeholders

The first step to building relationships is to identify who are the key stakeholders for your program, both internally and externally. Stakeholders are anyone who has an interest, influence, or impact on your program's objectives, scope, budget, quality, or risks. You can use a stakeholder analysis matrix to map out their roles, expectations, needs, and preferences. This will help you understand who you need to engage with, how often, and in what way.

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Henrique Martins

Portfolio Manager | Program Manager | Project Manager | Product Manager | PMO | Agile | Strategic Layer | Engineering & IT
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This is definitely one of the key points for the success of any project. Identification of stakeholders and their involvement at the right time. Many projects and programs fail mainly on cost or schedule due to this factor. I will give an example, in a project to implement a new unit, the Environmental functional sector will most likely be responsible for requesting licenses from the city hall, environmental licenses, among others. If this stakeholder is not involved at the beginning of the project, you will have serious problems, especially in terms of deadlines, since bodies have very long deadlines for approval, thus impacting the final deadline of the project.

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Tony Lam, MBA

Global Marketing Manager, Ionex Energy Inc.
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As a Marketing Manager interfacing daily with agencies, product teams, and engineers, I cultivate robust cross-departmental relationships. Communication is key—I tailor it to each department's preferences, fostering transparency. By understanding their goals and aligning marketing strategies, we create a shared vision of success. Regular cross-functional meetings, joint projects, and seeking input build collaboration. Social interactions, shared training, and recognition activities foster a sense of unity.

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2 Establish trust and rapport

The next step is to establish trust and rapport with your stakeholders. Trust is the foundation of any relationship, and it can be built by being honest, respectful, reliable, and competent. Rapport is the connection and harmony that you create with others, and it can be enhanced by showing interest, empathy, and appreciation. You can use various techniques to build trust and rapport, such as asking open-ended questions, listening actively, giving feedback, acknowledging contributions, and sharing personal stories.

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Henrique Martins

Portfolio Manager | Program Manager | Project Manager | Product Manager | PMO | Agile | Strategic Layer | Engineering & IT
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A very good strategy to adopt is active listening and creating a parking lot of desires/ideas. We need to involve and understand stakeholders, but it will not always be possible to implement a perfect program/project. So, using a parking lot of desires/ideas, we can map these needs that could become future projects. By doing this we show that stakeholders are being heard, as a consequence, support for the project from these stakeholders tends to increase.

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Angela Johnson

Expert in Developing Products, Businesses, and People in Life Sciences | Biotech, Medtech, & Health Tech | Women in STEM and Inclusive Leadership Champion
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If there’s ever been a universal truth, it’s that everyone’s favorite subject is—you guessed it—themselves. Active listening can be your key to opening up others in different disciplines, no matter what their background or yours. Ask questions with an open mind to learning. Ask cross-disciplinary colleagues about their work, what do you in their field, and the challenges that they’ve been facing recently. A key here is to resist the urge to talk yourself. Often when we’re feeling insecure or out of our depth, we lean on over talking to assert ourselves. Instead focus on active listening and being like a “sponge”, absorbing not technical details, but more importantly, who this person is, how they work, and their way of interacting.

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3 Communicate clearly and consistently

The third step is to communicate clearly and consistently with your stakeholders. Communication is the key to alignment, collaboration, and problem-solving. You need to communicate your program's vision, goals, status, and changes in a way that is relevant, concise, and engaging for each stakeholder group. You also need to communicate frequently and regularly, using the appropriate channels and formats. For example, you can use email for updates, video calls for discussions, and dashboards for reports.

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Dmitry Gulyaev

PMO Lead | Program Management | Operational excellence | Aligning People, Process & Software implementation for Clear, Streamlined & Scalable Operations in FinTech | Process Improvement | Product Development | KPI
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I have learned a few strategies to foster strong relationships and manage expectations and conflicts in a cross-functional environment. Firstly, open and proactive communication is key. Regularly reach out to colleagues in different departments to understand their roles, responsibilities and challenges. Actively listen to their perspectives and seek opportunities for collaboration. Secondly, it is important to understand and respect the priorities and constraints in different departments. Recognize that they may have different goals and objectives, and be willing to find common ground and align your efforts.

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4 Manage expectations and conflicts

The fourth step is to manage expectations and conflicts with your stakeholders. Expectations are the assumptions and beliefs that stakeholders have about your program's outcomes, processes, and benefits. Conflicts are the disagreements and disputes that arise when expectations are not met or aligned. You need to manage expectations and conflicts by setting clear and realistic objectives, scope, and deliverables; involving stakeholders in decision-making and feedback; and resolving issues proactively and respectfully.

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5 Appreciate diversity and differences

The fifth step is to appreciate diversity and differences with your stakeholders. Diversity and differences are the variations in backgrounds, cultures, personalities, styles, and opinions that stakeholders bring to your program. They can be a source of creativity, innovation, and learning, but they can also cause misunderstandings, biases, and stereotypes. You need to appreciate diversity and differences by being open-minded, curious, and respectful; learning about your stakeholders' values, preferences, and motivations; and adapting your communication and collaboration styles accordingly.

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6 Nurture and maintain relationships

The final step is to nurture and maintain relationships with your stakeholders. Relationships are not static, but dynamic and evolving. You need to nurture and maintain them by following up, staying in touch, and providing support. You also need to recognize and celebrate achievements, successes, and milestones; express gratitude and appreciation; and seek feedback and suggestions for improvement. By nurturing and maintaining relationships, you can create lasting and positive impressions, and foster loyalty and advocacy for your program.

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7 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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How can you build relationships with colleagues in different departments?

1

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3

4

5

6

7

1 Identify your stakeholders

2 Establish trust and rapport

3 Communicate clearly and consistently

4 Manage expectations and conflicts

5 Appreciate diversity and differences

6 Nurture and maintain relationships

7 Here’s what else to consider

Program Management

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How can you build relationships with colleagues in different departments?

1

2

3

4

5

6

7

1 Identify your stakeholders

2 Establish trust and rapport

3 Communicate clearly and consistently

4 Manage expectations and conflicts

5 Appreciate diversity and differences

6 Nurture and maintain relationships

7 Here’s what else to consider

Program Management

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