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What are some effective strategies for managing your program vendors and partners?

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Program vendors and partners are essential for the success of any complex and large-scale initiative. They provide specialized skills, resources, and solutions that complement your internal capabilities and help you achieve your program objectives. However, managing them effectively can be challenging, as you need to balance multiple expectations, contracts, and risks. In this article, we will share some effective strategies for managing your program vendors and partners, based on the best practices of program management competencies and frameworks.

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Roopchand Raghunanan, MSc, PMP, PgMP

Project Manager | Program Manager | Client Experience Leader | Transformational Leader | Expert Strategic Thinker |…
Anika Kasem

I Turn Chaos into Order ● Program Management ● Process Improvement
Mike Smith, CMgr FCMI

Transformative Digital Leader

1 Define clear roles and responsibilities

One of the first steps to manage your program vendors and partners is to define clear roles and responsibilities for each party involved. This will help you avoid confusion, duplication, and gaps in the delivery of your program. You can use tools such as a RACI matrix (Responsible, Accountable, Consulted, Informed) or a RAM (Responsibility Assignment Matrix) to document who is doing what, who is making decisions, who is providing input, and who is receiving information. You should also establish a governance structure and a communication plan that outline how you will monitor, report, and escalate issues and changes.

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Navdeep Malik

Program Management Leader | Forbes Technology Council | Telecom Infrastructure and Services solutions Expert | AI and Digital Transformation I Judge I Mentor I Speaker
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Below strategies should be adopted to begin with: 1)Transparent Communication Channels: Set up clear and transparent communication channels for a shared understanding. 2) Precise Contracts and SLAs: Create precise contracts and Service Level Agreements (SLAs) detailing roles and expectations. 3) Frequent Performance Assessments: Conduct regular performance assessments, offering constructive feedback for continuous improvement. 4) Cultivating Relationships: Cultivate strong relationships through consistent engagement and proactive issue resolution. 5) Robust Risk Management: Implement robust risk management strategies, including contingency plans and periodic audits.

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2 Align on the scope and quality

Another key strategy to manage your program vendors and partners is to align on the scope and quality of the work they will deliver. You should have a clear and detailed statement of work (SOW) that specifies the objectives, deliverables, milestones, assumptions, constraints, and acceptance criteria of the project. You should also have a quality management plan that defines the standards, metrics, and processes for measuring and ensuring the quality of the work. You should review and approve the work regularly and provide constructive feedback and recognition.

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Roopchand Raghunanan, MSc, PMP, PgMP

Project Manager | Program Manager | Client Experience Leader | Transformational Leader | Expert Strategic Thinker | Innovation Champion | Global Team Leader | Talent & Investment Champion
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Contracts Clear and Detailed Clear, comprehensive contracts that spell out project scope, deliverables, timelines, and quality expectations. Define roles, responsibilities (who is accountable for what), and performance metrics that prevent ambiguity. Clarity keeps you out of Court.

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Anika Kasem

I Turn Chaos into Order ● Program Management ● Process Improvement
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Clearly define expectations, document deliverables, and establish quality standards. Maintain regular communication and feedback loops to ensure ongoing alignment. Collaborate closely to address any deviations promptly, fostering a positive and productive relationship while preventing misunderstandings and enhancing overall program performance.

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3 Manage the contracts and risks

A third important strategy to manage your program vendors and partners is to manage the contracts and risks associated with them. You should have a contract management plan that describes how you will administer, track, and update the contracts throughout the program lifecycle. You should also have a risk management plan that identifies, analyzes, and mitigates the potential risks that may arise from working with external parties. You should monitor and control the performance, cost, and schedule of the vendors and partners and address any issues or disputes promptly and professionally.

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4 Foster collaboration and trust

A fourth essential strategy to manage your program vendors and partners is to foster collaboration and trust among them. You should treat them as strategic partners rather than mere suppliers and involve them in the planning, execution, and evaluation of the program. You should also create a culture of transparency, accountability, and mutual respect and encourage knowledge sharing and learning among the parties. You should leverage their expertise, experience, and innovation and empower them to contribute to the program success.

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Mike Smith, CMgr FCMI

Transformative Digital Leader
(已编辑)
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Involve partners in all phases of the program, from planning and execution to evaluation, making them feel valued and integral to the program's success. Engage in joint goal-setting sessions to align objectives and ensure everyone is working towards a common purpose. Establish regular check-ins where all parties can share progress, challenges, and insights. Implement shared dashboards or tools that provide visibility into the program's status and foster a sense of shared responsibility. Organize workshops or training where partners can share expertise and learn from each other. Create a safe space for open dialogue and constructive feedback. Recognize the strengths and capabilities of each partner, integrating their expertise to the program

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5 Evaluate and improve

A fifth and final strategy to manage your program vendors and partners is to evaluate and improve the relationship and the outcomes. You should have a performance evaluation plan that defines how you will measure and assess the value and satisfaction of the vendors and partners. You should also have a continuous improvement plan that identifies the lessons learned, best practices, and opportunities for improvement from working with them. You should solicit and provide feedback and recognition and celebrate the achievements and milestones.

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Mike Smith, CMgr FCMI

Transformative Digital Leader
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You can take a dynamic approach to managing partners and vendors by creating an environment where?continuous evaluation?and?improvement?are part of the culture. This not only enhances the relationships but also drives better outcomes for the program. Celebrating successes along the way reinforces positive behaviors and contributes to a?stronger, more productive partnership. Define?clear metrics?that align with program goals to measure the value and satisfaction derived from partners. Establish a?knowledge-sharing platform?where lessons learned and best practices are documented and accessible to all program participants. Create opportunities for?regular feedback between the program team and partners to maintain open lines of communication.

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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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What are some effective strategies for managing your program vendors and partners?

1

2

3

4

5

6

1 Define clear roles and responsibilities

2 Align on the scope and quality

3 Manage the contracts and risks

4 Foster collaboration and trust

5 Evaluate and improve

6 Here’s what else to consider

Program Management

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What are some effective strategies for managing your program vendors and partners?

1

2

3

4

5

6

1 Define clear roles and responsibilities

2 Align on the scope and quality

3 Manage the contracts and risks

4 Foster collaboration and trust

5 Evaluate and improve

6 Here’s what else to consider

Program Management

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