How can you keep your team in the loop about program progress and changes?

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As a program manager, you are responsible for overseeing multiple projects and ensuring they align with the strategic goals and vision of your organization. However, managing a complex program also means dealing with frequent changes, risks, dependencies, and uncertainties that can affect your team's performance and morale. How can you keep your team in the loop about program progress and changes without overwhelming them with information or losing their trust and engagement? Here are some tips to help you communicate effectively and transparently with your team throughout the program lifecycle.

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Project management platforms:

These systems let you visually track tasks and milestones, keeping everyone aligned. Automated notifications keep the team updated without the need for constant meetings, saving precious time.
Personal check-ins:

Schedule individual meetings to discuss roles, challenges, and progress. This personal touch ensures that each team member feels heard and understood, fostering a stronger, more cohesive team.

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1 Define your communication plan

A communication plan is a document that outlines the purpose, frequency, format, audience, and channels of communication for your program. It helps you establish clear expectations and roles for your team members, stakeholders, and sponsors, as well as avoid confusion and misunderstandings. A communication plan should also include how you will measure the effectiveness and impact of your communication, and how you will solicit and incorporate feedback from your team. You can use tools like RACI matrices, stakeholder maps, and communication calendars to create and manage your communication plan.

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PALLAVI NIGAM

Business & Digital transformation Evangelist |Digital Product Strategy , IT Product management & Portfolio Management I S4/HANA I SAP BTP I S2P I O2C I Ex-Unilever # Ex-GEP #Ex-Zycus, Doctoral Researcher, AI leader
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One-on-One Check-Ins: Schedule one-on-one check-ins with team members to discuss their specific roles, challenges, and contributions. This provides a more personalized opportunity to address concerns and ensure everyone is on the same page. Feedback Mechanisms: Create feedback mechanisms that allow team members to share their thoughts, concerns, and ideas. Actively seek and address their feedback to improve the program's progress and adapt to changing circumstances.

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PALLAVI NIGAM

Business & Digital transformation Evangelist |Digital Product Strategy , IT Product management & Portfolio Management I S4/HANA I SAP BTP I S2P I O2C I Ex-Unilever # Ex-GEP #Ex-Zycus, Doctoral Researcher, AI leader
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Program Dashboard: Create a program dashboard or visual management board that provides a high-level overview of the program's status, key milestones, and important metrics. Update it regularly and make it accessible to all team members. Document Progress: Maintain detailed documentation of program progress and changes. Use project management tools or document sharing platforms to log all important information. This documentation can include project plans, timelines, and status reports. Status Reports: Regularly send out status reports to the team. These reports should summarize the current state of the program, highlight achievements, identify challenges, and outline any changes in scope, timeline, or resources.

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PALLAVI NIGAM

Business & Digital transformation Evangelist |Digital Product Strategy , IT Product management & Portfolio Management I S4/HANA I SAP BTP I S2P I O2C I Ex-Unilever # Ex-GEP #Ex-Zycus, Doctoral Researcher, AI leader
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Collaborative Tools: Use collaborative tools and software such as project management platforms, document sharing systems, and communication apps to foster transparency and real-time updates. Encourage team members to use these tools for tracking progress and sharing information. Training and Workshops: Conduct training sessions and workshops to educate team members about program progress tracking, reporting, and any tools or methodologies being used. This ensures everyone is on the same page in terms of understanding progress and changes.

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2 Use the right tools and methods

Depending on the size, scope, and complexity of your program, you may need to use different tools and methods to communicate with your team. For example, you can use email, instant messaging, or video conferencing for regular updates, reminders, or announcements. You can use project management software, dashboards, or reports to share program status, milestones, deliverables, and risks. You can use surveys, polls, or forums to gather input, opinions, or feedback from your team. You can use wikis, blogs, or newsletters to document and share program learnings, best practices, or success stories. You should choose the tools and methods that suit your communication objectives, audience, and context, and that are easy to access and use by your team.

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Jackie Pomposelli

Strategic Initiatives @ Ocean Spray | Strategic Planning | Continuous Process Improvement | Diversity & Inclusion Advocacy
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Project management software is a great way to visualize tasks or milestones and stay in regular communication with your teams without having to hold meetings. Tools like monday.com also have great automated notifications and integrations that can update your teams on progress in multiple places.

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3 Tailor your message and tone

When communicating with your team, you should tailor your message and tone to the specific situation and audience. For example, when you are introducing a new change or initiative, you should explain the rationale, benefits, and implications for your team, and use a positive and enthusiastic tone to motivate them. When you are reporting a problem or issue, you should provide the facts, impact, and actions taken or needed, and use a calm and honest tone to reassure them. When you are acknowledging a milestone or achievement, you should highlight the contributions, results, and value of your team, and use a grateful and appreciative tone to recognize them.

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4 Encourage dialogue and collaboration

Communication is not a one-way street. You should also encourage dialogue and collaboration among your team members and with other stakeholders and sponsors. You can do this by creating opportunities and platforms for your team to share their ideas, insights, or feedback, and to ask questions, raise concerns, or offer suggestions. You can also facilitate cross-functional or cross-project communication and coordination to foster alignment and synergy among your team. You should also promote a culture of openness, trust, and respect within your team, and model the behaviors and values that you expect from them.

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Alyssa Raker

Process Improvement Consultant | Lean Six Sigma Green Belt | Helping Healthcare Professionals Identify Waste & Implement Solutions
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I agree, but effective leadership requires active participation in fostering open dialogue. By leading through example, setting clear communication expectations, and providing the tools for collaboration, you can inspire a culture of openness and trust within your team, promoting productive interactions among members and stakeholders.

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5 Adapt to changes and feedback

Programs are dynamic and evolving, and so is your communication. You should be prepared to adapt your communication plan, tools, methods, message, and tone to the changes and feedback that you encounter along the way. You should monitor and evaluate your communication performance and outcomes, and use data and evidence to inform your decisions and actions. You should also seek and listen to feedback from your team and other stakeholders, and use it to improve your communication and your program. You should also communicate the changes and feedback that you make or receive, and explain how they affect your team and your program.

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Alyssa Raker

Process Improvement Consultant | Lean Six Sigma Green Belt | Helping Healthcare Professionals Identify Waste & Implement Solutions
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In the ever-evolving program landscape, adaptability is your secret weapon. Embrace feedback, pivot swiftly, and never shy away from transparency. Data-driven decisions, collaboration, and a hunger for improvement are the keys to success. ????

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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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How can you keep your team in the loop about program progress and changes?

1

2

3

4

5

6

1 Define your communication plan

2 Use the right tools and methods

3 Tailor your message and tone

4 Encourage dialogue and collaboration

5 Adapt to changes and feedback

6 Here’s what else to consider

Program Management

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How can you keep your team in the loop about program progress and changes?

1

2

3

4

5

6

1 Define your communication plan

2 Use the right tools and methods

3 Tailor your message and tone

4 Encourage dialogue and collaboration

5 Adapt to changes and feedback

6 Here’s what else to consider

Program Management

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