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What are the best coaching strategies for managing complex program dependencies?

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Managing complex program dependencies is a critical skill for program managers, especially in agile and dynamic environments. Dependencies are the relationships between different tasks, deliverables, or resources that affect the scope, schedule, or quality of a program. When dependencies are not identified, tracked, and resolved effectively, they can cause delays, conflicts, risks, and rework. Therefore, program managers need to coach their teams and stakeholders on how to handle dependencies in a collaborative and proactive way. In this article, we will explore some of the best coaching strategies for managing complex program dependencies.

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Anuj Saraswat, PMP?

Program Manager @ PTS (Wabtec) | Project/Program Management

1 Define and categorize dependencies

The first step in managing dependencies is to define and categorize them clearly. Program managers should coach their teams and stakeholders on how to use a common language and framework to describe the types, sources, and impacts of dependencies. For example, dependencies can be classified as internal or external, functional or technical, mandatory or discretionary, and so on. By defining and categorizing dependencies, program managers can help their teams and stakeholders understand the nature and scope of the interdependencies, and prioritize the ones that are most critical or risky.

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Adil A.

Assistant Project Officer
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In managing complex program dependencies, effective coaching strategies include: Map Dependencies: Identify and visualize all program dependencies. Prioritize: Focus on the most critical dependencies first. Communicate: Keep all stakeholders informed and engaged. Stay Flexible: Be prepared to adapt plans as dependencies change. Manage Risks: Anticipate and plan for potential issues. Monitor and Adjust: Regularly review and revise dependency-related plans.

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2 Visualize and communicate dependencies

The second step in managing dependencies is to visualize and communicate them effectively. Program managers should coach their teams and stakeholders on how to use visual tools and techniques to map out the dependencies and their relationships. For example, dependency maps, network diagrams, Gantt charts, and Kanban boards can be used to show the dependencies and their status, direction, and sequence. By visualizing and communicating dependencies, program managers can help their teams and stakeholders align on the expectations, assumptions, and dependencies, and monitor the progress and changes.

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Anuj Saraswat, PMP?

Program Manager @ PTS (Wabtec) | Project/Program Management
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Let's understand this by using a project to construct a residential building: 1. Dependency maps show dependencies between construction teams. For example, the "Electrical Wiring" team depends on the completion of "Structural Framing." 2. Network diagrams (PERT charts) depict task interdependencies; for instance, "Framing" follows "Foundation Work." 3. Gantt charts display task timelines with dependencies, such as "Roof Installation," which depends on "Walls and Windows." 4. Kanban boards manage construction tasks, with columns indicating stages. Tasks for "Plumbing" rely on "Interior Walls." These tools and techniques help ensure tasks are coordinated and executed in the right sequence.

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3 Plan and coordinate dependencies

The third step in managing dependencies is to plan and coordinate them efficiently. Program managers should coach their teams and stakeholders on how to use agile and adaptive methods to plan and coordinate the dependencies and their delivery. For example, dependency logs, backlog grooming, sprint planning, daily stand-ups, and retrospectives can be used to capture, prioritize, assign, update, and resolve the dependencies and their issues. By planning and coordinating dependencies, program managers can help their teams and stakeholders optimize the resources, time, and quality of the program.

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4 Anticipate and mitigate dependencies

The fourth step in managing dependencies is to anticipate and mitigate them proactively. Program managers should coach their teams and stakeholders on how to use risk management and contingency planning to anticipate and mitigate the dependencies and their potential impacts. For example, risk registers, risk matrices, risk response plans, and escalation paths can be used to identify, assess, respond, and report the dependencies and their risks. By anticipating and mitigating dependencies, program managers can help their teams and stakeholders prevent or reduce the negative effects of the dependencies on the program.

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5 Collaborate and learn from dependencies

The fifth step in managing dependencies is to collaborate and learn from them continuously. Program managers should coach their teams and stakeholders on how to use feedback and learning loops to collaborate and learn from the dependencies and their outcomes. For example, feedback surveys, lessons learned sessions, best practices sharing, and improvement actions can be used to collect, analyze, share, and apply the feedback and learning from the dependencies and their results. By collaborating and learning from dependencies, program managers can help their teams and stakeholders improve the performance, quality, and value of the program.

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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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Cecelia Reyes

Program Manager | Project Management | Strategic Collaboration, Metrics Implementation, and Team Leadership | Agile | Passionate about Operational Excellence and Innovation
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Effectively managing complex program dependencies requires strategic coaching. Start by clearly defining and categorizing dependencies, prioritizing them for clarity. Utilize visual tools like Gantt charts and Kanban boards to communicate and monitor dependencies, ensuring stakeholder alignment. Plan and coordinate dependencies using agile methods, employing tools such as dependency logs and sprint planning for optimal resource utilization. Proactively anticipate and mitigate dependencies through risk management tools like risk registers and response plans. Foster ongoing collaboration and learning through feedback loops and lessons learned sessions, enhancing overall program performance and value.

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What are the best coaching strategies for managing complex program dependencies?

1

2

3

4

5

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1 Define and categorize dependencies

2 Visualize and communicate dependencies

3 Plan and coordinate dependencies

4 Anticipate and mitigate dependencies

5 Collaborate and learn from dependencies

6 Here’s what else to consider

Program Management

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What are the best coaching strategies for managing complex program dependencies?

1

2

3

4

5

6

1 Define and categorize dependencies

2 Visualize and communicate dependencies

3 Plan and coordinate dependencies

4 Anticipate and mitigate dependencies

5 Collaborate and learn from dependencies

6 Here’s what else to consider

Program Management

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