Program management is the practice of coordinating and aligning multiple related projects to achieve a common strategic goal. It can help your organization deliver more value, improve performance, and manage complexity and change. In this article, we will explore some of the benefits of program management and how you can apply it to your own context.
One of the main advantages of program management is that it focuses on delivering value to the stakeholders and the organization, rather than just completing tasks and milestones. Program managers define and measure the expected outcomes and benefits of the program, and align them with the strategic vision and objectives. They also monitor and evaluate the progress and impact of the program, and adjust the scope, schedule, and resources as needed to ensure optimal value delivery.
The value of Program Management focuses on the ability to align projects with the organization's strategic objectives, optimize resources, manage risks in an integrated way and ensure the efficient and effective delivery of desired results. This contributes to a more holistic and integrated view, providing a more efficient approach to managing each project in isolation.
The key significance of Program Management is the continual attention to delivering value. Every action, decision and communication are in support of this responsibility. No other role or accountability has this cross-project function. To deliver value, Program Managers have the primary responsibility (with support and collaboration of others) for ensuring strategic alignment of the program and the company direction, alignment of executive and other stakeholders and effective communications with the program team through to the executive stakeholders. Program management also includes cross-project coordination actions that are like standard project management areas: planning, tracking, dependency/risk/issue/budget mgmt.
Another benefit of program management is that it enhances the performance and efficiency of the projects and teams involved in the program. Program managers establish and maintain a consistent governance structure, methodology, and standards for the program, and provide guidance and support to the project managers and teams. They also facilitate communication, collaboration, and coordination among the stakeholders, sponsors, and project managers, and resolve any issues or conflicts that may arise. By doing so, they ensure that the projects are aligned, integrated, and synchronized, and that they deliver quality results on time and within budget.
Because Program Managers oversee a group of related Projects, they are able to provide the Project Managers with additional tools and insights that improve the performance of those project teams in a way that might not otherwise be accomplished. This can be through the introduction of structure, standards, templates, systems, and tools that can be used by each of the projects within the Program. This helps to achieve good collaboration and communication with the teams, stakeholders, and especially the sponsors of those projects so that there is a unified message at the Program level. The Program Manager can also be a champion for the projects when issues arise, including risk management or resource allocation among the projects.
A third advantage of program management is that it helps your organization cope with complexity and change in a dynamic and uncertain environment. Program managers assess and manage the risks, dependencies, and interdependencies of the program, and anticipate and respond to any changes or uncertainties that may affect the program objectives or outcomes. They also foster a culture of innovation, learning, and adaptation among the project teams and stakeholders, and encourage them to embrace change as an opportunity for improvement and growth.
In order to implement program management effectively, it is necessary to possess certain skills and competencies. Program managers should be able to think strategically, lead, communicate clearly, manage stakeholders, solve problems, and adjust to changing circumstances. Strategic thinking involves defining and articulating the vision, goals, and benefits of the program while aligning them with organizational strategy and priorities. Leadership requires inspiring, motivating, and empowering project teams as well as creating a shared sense of purpose. Communication involves speaking concisely and persuasively with different audiences and levels while using various modes of communication. Stakeholder management involves identifying, engaging, and influencing stakeholders as well as managing their expectations. Problem-solving entails analyzing, synthesizing, and evaluating information while finding creative solutions to complex problems. Adaptability is the ability to cope with ambiguity and uncertainty while adjusting the program plan as needed.
To support your program management activities, you can use some tools and techniques that can help you plan, execute, monitor, and control your program. A program charter is a document that defines the scope, objectives, benefits, stakeholders, governance, and roles and responsibilities of the program. Additionally, a program roadmap is a visual representation of the high-level milestones, deliverables, and dependencies of the program and how they relate to the strategic goals and outcomes. A program dashboard is a tool that displays the key performance indicators, metrics, and status of the program. It provides a snapshot of the program progress and performance. Program evaluation is a process that assesses the effectiveness, efficiency, and impact of the program. It measures the actual outcomes and benefits against the expected ones. Lastly, you can have a program review meeting which involves the program manager, project managers, sponsors, and stakeholders to discuss the achievements, challenges, and lessons learned of the program.
There are many interesting frameworks and methodologies for Program Management, but there are two that I recommend for waterfall, there are MSP from Axelos and PM2-PgM from European Commission.