Program major changes from the sponsor: what to do?

When a sponsor makes sudden changes to a program strategy, it can pose significant challenges to ensuring the success of the outputs, outcomes, and benefits of the program. He knows that and will demand you to adapt effectively; to these changes you (with the program owner) must adopt a structured and flexible approach. Here’s a "10 items guide" on how to adapt and ensure success:

1. Understand the Changes in Detail

• Clarify the Changes: Meet with the sponsor to fully understand the nature of the strategy changes. Are they related to objectives, timelines, budget, scope, or priorities?
• Assess the Reasons: Understand why these changes are being made. Are they due to market shifts, new opportunities, internal challenges, or regulatory changes? This insight will help in making informed decisions about the adaptation process.

2. Reevaluate the Current Program’s Alignment

• Reassess the Goals: Review how the new strategy aligns with the original goals, outputs, and outcomes of the program. Make sure the revised strategy is still in line with the sponsor's overall vision and long-term objectives.
• Impact Assessment: Evaluate how these changes impact existing timelines, budgets, resources, and stakeholders. Will the new strategy require a shift in project scope or deliverables? Identify any risks that may arise from these changes.

3. Revise the Program Plan Accordingly to the Governance in Place

• Rework the Scope: If necessary, adjust the scope of the program to reflect the new strategy. This could involve modifying deliverables, changing priorities, or altering the sequence of activities.
• Revise Timelines and Budgets: Modify the project schedules and resource allocations to accommodate the revised strategy. Make sure that both are realistic and achievable under the new circumstances.
• Incorporate Flexibility: Consider building more flexibility into the program plan to account for future changes or unforeseen challenges.

4. Engage Key Stakeholders

• Communicate Changes: Ensure all stakeholders (internal teams, external partners, and customers, if applicable) are informed about the strategy changes. Transparency is key to keeping everyone aligned and engaged.
• Involve the Client: Keep the sponsor closely involved in the decision-making process as you adjust the program plan. Regularly check back with them to ensure their expectations are met throughout the adaptation process.
• Manage Expectations: Be clear about the potential risks and trade-offs associated with the new direction. Make sure stakeholders understand how the changes will affect the delivery of outcomes and benefits.

5. Reevaluate Risk Management Strategies

• Identify New Risks: Strategy changes can introduce new risks, such as operational delays, resource shortages, or market uncertainties. Update your risk management plan to address these.
• Monitor and Mitigate Risks: Implement proactive risk mitigation strategies. Regularly monitor both internal and external factors that might affect the success of the adapted program.

6. Focus on Maintaining Program Benefits

• Outcome-Oriented Approach: Continuously revisit the original desired outcomes and benefits to ensure the new strategy is still on track to deliver them. The changes should not undermine the ultimate purpose of the program.
• Benefit Realization: Establish clear metrics to track the delivery of benefits. Make sure the revised strategy includes mechanisms to measure and ensure the realization of benefits post-implementation.

7. Implement Change Management Best Practices

• Manage Transition Smoothly: Help both the owner and the sponsor, along with your team, to adjust to the new strategy by applying change management practices. Provide necessary training, resources, and support to ensure that everyone is equipped to work within the new framework.
• Maintain Team Morale: Sudden strategy shifts can cause uncertainty and frustration within the project team. Communicate openly with your team, addressing concerns, and maintaining a sense of purpose and direction.

8. Re-Engage in Continuous Improvement

• Adapt Iteratively: Since program strategies may continue to evolve, adopt an iterative and agile approach to program management. Regularly review progress and adapt as necessary.
• Feedback Loops: Establish continuous feedback mechanisms, both internally and with the owner and sponsor, to ensure that the strategy adjustments are effectively driving the desired outcomes and benefits.

9. Ensure Ongoing Communication and Reporting

• Update Stakeholders Regularly: Keep the sponsor and all relevant stakeholders updated on progress. Use dashboards, reports, or status meetings to track performance against the revised goals.
• Highlight Successes and Adjustments: Make sure to celebrate successes and highlight when new tactics or changes lead to tangible improvements. Equally, be transparent about areas requiring further adjustment.

10. Monitor and Measure Success

• Track Key Metrics: Once the changes are implemented, track progress against key success metrics (at the minimum: delivery of outputs, achievement of outcomes, and realization of benefits).
• Regular Review: Conduct regular reviews to determine if the program is on track to meet the sponsor's revised goals and objectives. Adjust actions where necessary to stay aligned with the new strategy.

Conclusion

Adapting to sudden strategy changes in a program requires agility, clear communication, and a structured approach to realignment. By reassessing the goals, adjusting the program plan, managing risks, and staying focused on delivering value, you can ensure that the program continues to meet the sponsor's objectives and delivers the desired outputs, outcomes, and benefits.