How to Build A Successful Program Manager & Sponsor Collaboration
What is a Program??
At their core, programs are temporary endeavors that bring about strategic changes by coordinating a group of related projects, smaller programs, and other activities. Their goal is to deliver benefits to the sponsoring organization.?
Programs are likely to span several years, and their activities are interconnected through aims, goals, objectives, shared resources, scheduling coordination, dependencies, and constraints. The inherent nature of programs brings uncertainties, which can span years. Program managers must be adaptable and prepared to respond to changing circumstances and opportunities while coordinating with the stakeholders or program sponsors.?
What is the difference between a Program and Project???
Programs and projects are distinct. Programs focus on delivering strategic transformations, while projects have specific, defined objectives. A crucial aspect of program management is crafting a strategic vision for the program. This vision guides the program's direction and objectives. To embark on a program, you need a mandate. This mandate outlines the program's purpose and objectives, setting the stage for its execution.??
Programs are not just about completing tasks; they are about delivering benefits that stakeholders perceive as improvements. Value can be measured in various ways, such as net benefit, cost-benefit ratio, or ROI, depending on the organization's goals. Success often hinges on securing high-level business sponsorship to ensure alignment with organizational goals and priorities. Programs play a pivotal role in realizing an organization's corporate vision, strategy, and objectives.?
Principles of Successful Program Management:?
Who is a sponsor in Program Management??
Program sponsors, often senior executives, provide critical support and advocacy for the program. Their role extends beyond mere financial backing; they champion the program's strategic importance and ensure it aligns with the organization's vision. Effective sponsorship is a key driver of project success. Program managers must proactively engage stakeholders at all levels to ensure alignment with strategic objectives and navigate the complexities of program delivery effectively.?
How to Communicate Effectively With Your Sponsor:??
Now as we know the meaning of a Program, a Program sponsor and have understood the differences between a Project and a program, let’s talk about the elephant in the room. Effective communication is the cornerstone of any successful program manager-sponsor relationship. It's crucial to establish a culture of open and honest dialogue right from the start. This means not only discussing the program's objectives but also the roles, responsibilities, and expectations of both parties. Transparency is key, even when dealing with sensitive or confidential information. When sponsors and program managers share information openly, it not only enhances trust but also enables informed decision-making.?
Project managers use various communication methods to interact with stakeholders, including the push method, pull method, and interactive method:?
Push Method:?
In the push method, project managers take the initiative to send information and updates to stakeholders. This method is useful for providing regular project status reports, newsletters, or email updates. It ensures that stakeholders receive essential information without actively seeking it.?
Pull Method:?
In the pull method, stakeholders actively seek out information or updates from project managers when they need them. Project managers make information available through easily accessible sources like project documentation, shared drives, or project management software. Stakeholders access information when it's convenient for them.?
Interactive Method:?
The interactive method involves direct and two-way communication between project managers and stakeholders. Project managers engage stakeholders in discussions, meetings, workshops, or one-on-one conversations. It allows for immediate feedback, clarification, and collaborative decision-making.?
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Each of these methods has its own advantages and should be chosen based on the project's needs and the preferences of stakeholders. Effective communication is crucial for project success, and project managers often use a combination of these methods to ensure that information flows smoothly between all parties involved?
How to Build A Successful Program Manager & Sponsor Collaboration??
Aligning Goals for Mutual Success:?
Understanding your sponsor's motivations is like unlocking the key to a productive partnership. Take the time to engage in conversations beyond the formal aspects of the program. What drives your sponsor personally and professionally? What are their long-term goals and aspirations? By aligning your efforts with their motivations, you can tailor your approach to ensure that the program's success aligns with their interests. This alignment creates a strong foundation for collaboration and support.?
A Customized Approach for Every Problem:??
Every program is unique, and so are the needs of sponsors. Recognize that the level of sponsor engagement will vary based on factors like program complexity and risk. Some sponsors may prefer a hands-on approach, while others may delegate more authority. It's your responsibility as a program manager to adapt your engagement style accordingly. Ensure that your approach aligns with the sponsor's leadership role and their comfort level with program details.?
Information Management Mastery:
Effective information management is about providing sponsors with the right information in the right way and at the right time. Regularly communicate with your sponsor to understand their preferred format, frequency, and level of detail for updates. Some sponsors may prefer concise executive summaries, while others may want to dive deep into the details. Be flexible and responsive to their evolving information needs. Your goal is to empower sponsors with the insights they require to make informed decisions.?
Sponsor Engagement Based on Program Risk:?
Program risk is not one-size-fits-all. Assess the risk profile of your program and tailor the level of sponsor engagement accordingly. In high-risk programs, sponsors may need to be more actively involved in risk mitigation strategies and decision-making. By aligning sponsor engagement with the program's risk profile, you ensure that sponsors are appropriately engaged without being overwhelmed or disengaged.?
Building Trust Brick by Brick: The Trustworthiness Equation:?
Trust is the bedrock of any successful relationship, including the one between program managers and sponsors. To build trust, start by clearly defining what success looks like for the program. Be consistent in your efforts to deliver against those expectations. Transparency, reliability, and consistent communication are key ingredients in building and maintaining trust. When sponsors trust that you have the program's best interests at heart, they are less likely to micromanage or disengage, allowing you to execute your role effectively.?
Speaking Your Sponsor's Language:?
Effective communication goes beyond sharing information; it's about active listening and adapting your communication style to the needs of your sponsor. Listen carefully to your sponsor's needs and concerns. Provide clear and concise updates, backed by supporting evidence. Tailor your communication style to their preferences, whether it's brief and to the point or more detailed and analytical. Effective communication ensures that sponsors feel heard and informed, fostering a positive and productive relationship.?
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