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How can you communicate program scope to project teams?

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Program scope is the high-level definition of what a program aims to achieve, how it aligns with the organization's strategy, and what benefits it will deliver. Communicating program scope to project teams is essential for ensuring that they understand the program's vision, objectives, and constraints, and that they can plan and execute their tasks accordingly. In this article, you will learn some tips and techniques for effective program scope communication.

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Giovanni Sisinna

??Portfolio-Program-Project Management, Technological Innovation, Management Consulting, Generative AI, Artificial…
Vijay Anandhan TD

???Passionate LinkedIn Live events Host and Speaker | ??Seasoned Program and Project Management Expert | PMP?, Agile…
Dr. Ozgur Ertem

Project Management Evangelist | Agile Coach | Cultivator of High-Performing Teams | Author | Lecturer

1 Use a program charter

A program charter is a document that summarizes the program scope, goals, stakeholders, governance, risks, assumptions, and dependencies. It serves as a reference point and a communication tool for the program manager and the project teams. A program charter should be clear, concise, and consistent, and it should be updated regularly to reflect any changes in the program environment. You can use a program charter to communicate the program scope to project teams by sharing it with them, explaining its key elements, and soliciting their feedback and input.

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Giovanni Sisinna

??Portfolio-Program-Project Management, Technological Innovation, Management Consulting, Generative AI, Artificial Intelligence??AI Advisor | Director Program Management @ISA | Partner @YOURgroup
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?? Effective program charter usage extends beyond its creation. It's about ongoing engagement and dynamic usage within the project. ?? Dynamic Updating Regular updates maintain document relevance for guiding project decisions and scope understanding. ?? Stakeholder Engagement Continual engagement fosters collaboration, aligns expectations, and clarifies roles, enhancing project coherence. ??? Risk and Dependency Mapping Analyzing risks and dependencies proactively secures project integrity. ?? A dynamic charter, stakeholder engagement, and risk mapping are vital for effective program scope management.

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Dr. Ozgur Ertem

Project Management Evangelist | Agile Coach | Cultivator of High-Performing Teams | Author | Lecturer
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Creating a program charter is vital for clarifying program objectives, scope, and roles to project teams. For instance, in launching a new software development program, the charter would outline key goals like enhancing user experience, specify the scope, including the software features to be developed, and define roles like project managers and developers. This clarity ensures that everyone understands the program's direction and their responsibilities, leading to more efficient and focused work. A well-defined charter is the foundation for successful program execution, aligning all project teams with common goals.

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2 Create a program scope statement

A program scope statement is a detailed description of the program scope, including the deliverables, requirements, boundaries, exclusions, and acceptance criteria. It provides more specificity and clarity than the program charter, and it helps to avoid scope creep and ambiguity. A program scope statement should be aligned with the program charter and the project scope statements, and it should be approved by the program sponsor and other key stakeholders. You can use a program scope statement to communicate the program scope to project teams by presenting it to them, reviewing its components, and answering their questions and concerns.

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Vijay Anandhan TD

???Passionate LinkedIn Live events Host and Speaker | ??Seasoned Program and Project Management Expert | PMP?, Agile and LSS Coach, CSM? | Toastmaster
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A program scope statement acts as a compass, guiding every phase with precision. It crystallizes the program's boundaries, ensuring clarity on what's included and excluded. Aligning with the charter and project scopes, it prevents ambiguity and scope creep. Stakeholder approval and clear communication make it a crucial tool, empowering teams with a shared understanding for effective execution.

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3 Establish a program scope baseline

A program scope baseline is a snapshot of the approved program scope statement and the associated work breakdown structure (WBS) and dictionary. It defines the scope of work that the program manager and the project teams are accountable for delivering, and it serves as a basis for measuring and controlling scope performance. A program scope baseline should be realistic, achievable, and flexible, and it should be documented and communicated to all relevant parties. You can use a program scope baseline to communicate the program scope to project teams by distributing it to them, demonstrating how it relates to their work packages and activities, and emphasizing its importance for tracking and reporting progress.

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Vijay Anandhan TD

???Passionate LinkedIn Live events Host and Speaker | ??Seasoned Program and Project Management Expert | PMP?, Agile and LSS Coach, CSM? | Toastmaster
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Creating a program scope baseline sets the tone for success by outlining the program's boundaries and deliverables. It unifies stakeholders and teams, ensuring everyone understands their roles and responsibilities. This baseline acts as a benchmark, enabling effective monitoring and control, which is crucial for timely adjustments and aligning outcomes with organizational objectives.

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Bill Lowry, MBA

Aerospace & Defense Procurement & Supply Management Experts: RFP’s, Proposals, Analysis, Compliance. CPSR’s. New Business Development.
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Customer work statements define all work performed under each project. Every internal project or outsourced subcontract should incorporate the appropriate portions of the customer work statements to the internal build instructions or supplier scope of work for the subcontract.

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4 Use visual aids and diagrams

Visual aids and diagrams are effective ways to communicate complex and abstract concepts, such as the program scope, in a simple and engaging manner. They can help to illustrate the relationships, dependencies, and interactions among the program components, the project deliverables, and the program benefits. They can also help to highlight the scope changes, issues, and risks that may affect the program outcomes. You can use visual aids and diagrams to communicate the program scope to project teams by creating them with appropriate tools and formats, such as flowcharts, mind maps, Gantt charts, or dashboards, and by displaying them in meetings, workshops, or online platforms.

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Anuj Saraswat, PMP?

Program Manager @ PTS (Wabtec) | Project/Program Management
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Best way is to utilize visual tools like use case diagram, mind maps, and flowcharts. Let's consider a software development program for creating a new e-commerce platform. Now, you could create a visual representation using a combination of use case diagrams, a mind map, and flowcharts. The use case diagram illustrate how different actors interact with the system and what functionalities are expected, the mind map breaks down key components, and the flowcharts illustrate the process flow from product selection to payment. This combination of visual aids would help project teams grasp the program scope comprehensively, promoting a shared understanding and alignment toward common goals.

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5 Involve project teams in scope planning and validation

One of the best ways to communicate the program scope to project teams is to involve them in the scope planning and validation process. This means that you should consult them on their expectations, assumptions, and constraints regarding the program scope, and that you should seek their input and feedback on the program charter, scope statement, and baseline. By involving project teams in scope planning and validation, you can enhance their understanding, commitment, and ownership of the program scope, and you can also identify and resolve any potential scope conflicts, gaps, or overlaps.

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6 Communicate scope changes and impacts

Scope changes are inevitable in any program, due to internal or external factors, such as stakeholder requests, market conditions, or regulatory requirements. However, scope changes can have significant impacts on the program costs, schedule, quality, and benefits, and they can also affect the project teams' work and performance. Therefore, you should communicate any scope changes and their impacts to the project teams as soon as possible, and you should explain the rationale, the implications, and the actions required to accommodate them. You should also update the program scope documents and the program scope baseline accordingly, and you should monitor and control the scope change process.

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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 communicate program scope to project teams?

1

2

3

4

5

6

7

1 Use a program charter

2 Create a program scope statement

3 Establish a program scope baseline

4 Use visual aids and diagrams

5 Involve project teams in scope planning and validation

6 Communicate scope changes and impacts

7 Here’s what else to consider

Program Management

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How can you communicate program scope to project teams?

1

2

3

4

5

6

7

1 Use a program charter

2 Create a program scope statement

3 Establish a program scope baseline

4 Use visual aids and diagrams

5 Involve project teams in scope planning and validation

6 Communicate scope changes and impacts

7 Here’s what else to consider

Program Management

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