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When all projects are equally important, how can you prioritize resources for Program Management?

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As a program manager, you may face the challenge of managing multiple projects that are equally important and have overlapping or conflicting deadlines, resources, and stakeholders. How can you prioritize resources for program management when all projects are equally important? In this article, we will share some tips and strategies to help you balance competing priorities and resources for program management.

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Brian Jones

Taking the drama out of delivery. Passionate about Programme and Project Management.
Tricia Whiteside

Non Executive Director & independent advisor

1 Define the program objectives and scope

The first step to prioritize resources for program management is to clearly define the program objectives and scope. What are the expected outcomes, benefits, and deliverables of the program? What are the boundaries and constraints of the program? How does the program align with the organizational vision, mission, and strategy? By defining the program objectives and scope, you can establish a common understanding and direction for all the projects within the program.

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Tricia Whiteside

Non Executive Director & independent advisor
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Prioritising resources against a portfolio of projects and programmes requires focus on 3 key questions. 1. Clarity of why we’ve incepted this project 2. Contribution, when and what do we get relative to other competing priorities (force ranking). 3. Confidence, the likelihood of success Using a single method of measurement will likely show not all projects are equal in their priority. It a balance between what needs to get done, verse the capabilities to make it happen.

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2 Assess the project dependencies and risks

The next step to prioritize resources for program management is to assess the project dependencies and risks. How are the projects interrelated and interdependent? What are the critical paths and milestones of the projects? What are the potential risks and uncertainties that may affect the projects? How can you mitigate or avoid them? By assessing the project dependencies and risks, you can identify the most urgent and important projects that need more attention and resources.

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3 Allocate and optimize the resources

The third step to prioritize resources for program management is to allocate and optimize the resources. What are the available resources for the program, such as budget, time, staff, equipment, and materials? How can you distribute them among the projects based on their priority, scope, and complexity? How can you optimize the use of the resources to achieve the best results and value? By allocating and optimizing the resources, you can ensure that each project has sufficient and appropriate resources to meet its goals and deliverables.

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4 Communicate and coordinate with stakeholders

The fourth step to prioritize resources for program management is to communicate and coordinate with stakeholders. Who are the key stakeholders of the program, such as sponsors, customers, users, suppliers, and team members? What are their expectations, needs, and feedback for the program and the projects? How can you keep them informed, engaged, and satisfied throughout the program lifecycle? By communicating and coordinating with stakeholders, you can build trust, collaboration, and support for the program and the projects.

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5 Monitor and control the program performance

The fifth step to prioritize resources for program management is to monitor and control the program performance. How can you measure and evaluate the progress, quality, and outcomes of the program and the projects? What are the key performance indicators and metrics that you use to track and report the program performance? How can you identify and resolve any issues, changes, or deviations that may arise during the program execution? By monitoring and controlling the program performance, you can ensure that the program and the projects are on track, on budget, and on scope.

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6 Review and improve the program processes

The sixth step to prioritize resources for program management is to review and improve the program processes. How can you capture and document the lessons learned, best practices, and feedback from the program and the projects? How can you use them to improve the program processes, such as planning, execution, and closure? How can you share and apply them to other programs and projects in the future? By reviewing and improving the program processes, you can enhance the efficiency, effectiveness, and quality of the program management.

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7 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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Brian Jones

Taking the drama out of delivery. Passionate about Programme and Project Management.
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If all projects appear of equal priority then it suggests to me that the program roadmap has not been sufficiently decomposed. In a program projects should be prioritised not resource. Availability of resource (budget, equipment, time and people) are simply constraints that should inform the priority and sequencing of the program roadmap. Other factors for sequencing roadmap include benefits, outcomes, risk profile (uncertainty), dependence etc as outlined above. Secondly and most importantly DO NOT initiate projects in your program unless they meet the criteria for mobilisation - of which availability of resource to meet the projects demand is one such factor. Work with project stakeholders and the program governance to secure them first.

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Tricia Whiteside

Non Executive Director & independent advisor
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Programmes seldom exist in isolation. Consider the wider set of programmes and projects within the portfolio to ensure all resources are balanced for optimum success. What should we STOP, START or CONTINUE to create the conditions for success against our goals.

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When all projects are equally important, how can you prioritize resources for Program Management?

1

2

3

4

5

6

7

1 Define the program objectives and scope

2 Assess the project dependencies and risks

3 Allocate and optimize the resources

4 Communicate and coordinate with stakeholders

5 Monitor and control the program performance

6 Review and improve the program processes

7 Here’s what else to consider

Program Management

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When all projects are equally important, how can you prioritize resources for Program Management?

1

2

3

4

5

6

7

1 Define the program objectives and scope

2 Assess the project dependencies and risks

3 Allocate and optimize the resources

4 Communicate and coordinate with stakeholders

5 Monitor and control the program performance

6 Review and improve the program processes

7 Here’s what else to consider

Program Management

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