How do you define and communicate the roles and responsibilities of your program team?

1 What is a PRRM?

A PRRM is a document that outlines the roles and responsibilities of each person or group involved in a program, such as the program manager, the project managers, the sponsors, the steering committee, the functional managers, and the team members. This document can help to establish clear expectations and boundaries for each role, identify and resolve any gaps, overlaps, or conflicts in roles and responsibilities, assign and delegate tasks and decisions appropriately, enhance collaboration and communication among the program team and stakeholders, and monitor and evaluate the performance and contribution of each role.

2 How to create a PRRM?

Creating a PRRM can be a collaborative and iterative process that involves defining the program scope, objectives, and deliverables, as well as identifying the key roles and stakeholders involved. It is important to define the responsibilities and authority of each role, using verbs such as lead, manage, support, approve, consult, inform, etc. The PRRM should be documented in a table or matrix format, using rows for roles and columns for responsibilities, or vice versa. Finally, the PRRM should be validated and refined with the program team and stakeholders, to ensure that everyone agrees and understands their roles and responsibilities.

3 How to communicate a PRRM?

Communicating a PRRM is not a one-time event, but an ongoing activity that requires regular updates and feedback. To do this effectively, use multiple channels and formats to share the PRRM, such as emails, meetings, presentations, and intranet. Additionally, tailor the PRRM communication to the needs and preferences of different audiences, such as sponsors, project managers, and team members. Make sure to highlight the benefits and value of the PRRM for each role and stakeholder, such as clarity, alignment, and accountability. Furthermore, solicit and address any questions, concerns, or suggestions regarding the PRRM, and make adjustments as needed. Finally, reinforce and remind the PRRM throughout the program lifecycle, especially during key milestones, changes, or issues.

4 How to maintain a PRRM?

Maintaining a PRRM is essential to ensure that it remains relevant, accurate, and useful for the program team and stakeholders. To do this, you should review and update the PRRM regularly, especially when there are changes in the program scope, objectives, deliverables, or resources. Additionally, you should track and measure the performance and contribution of each role, using indicators such as quality, timeliness, budget, satisfaction, etc. It is also important to recognize and reward the achievements and efforts of each role, using methods such as feedback, recognition, incentives, etc. Furthermore, you should identify and resolve any issues or challenges related to the roles and responsibilities, such as role ambiguity, role conflict, role overload, etc. Finally, you should learn and improve from the PRRM experience, using tools such as lessons learned, surveys, interviews, etc.