The role of a Programme Manager is an asset in any business. Introducing a skilled and experienced Programme Manager to guide and advise you or lead on-going projects, will add significant value and should not be seen as just another expense.
Programme Management is a multifaceted role focussed on delivering the required goals, benefits, and solutions for a project as well as saving the business unnecessary expense by increased streamlining and productivity. Working with the project sponsor to influence decisions and mitigate risk and change are daily activities. Recruiting, directing and managing resources is continuous, to make sure the project timelines are achieved.
Initiation, Planning, Execution and Closure are the four main stages of any project or programme. These stages can be titled differently but their purpose and outputs are similar, and completing each stage is key to the success of the project. These are explained below:
Stage 1: Initiation
The initiation stage is the crucial first step of any project or programme. Defining the scope is vital as well as confirming what is ‘Out of Scope’. A document stating the purpose, goals, deliverables, benefits, stakeholders involved, budget, and timeline of the project should be created. The scope must remove any ambiguity to avoid unnecessary waste of resources, time, or cost. Take time here to make this robust. Starting without this scope in place is likely to bite back later causing ambiguity, circling back and wasted time!
Stage 2: Planning
Once the well-defined scope and required benefits are agreed, ‘PLAN the Work’. Work your magic and plan the project, remembering to challenge the status quo and ask the awkward questions. Filter the ‘must deliver’ from the ‘nice to haves’ and especially be weary of the ‘this is how it’s always been done’. Plan your internal and external resources and options for the project, and likely programmes. You should always aim to deliver more than one plan. Highlight risks and strategies to mitigate them and discuss with the sponsor.
At Midmer, we have a saying: ‘PLAN the Work, WORK the Plan’; the more detailed the plan, the less surprises occur, and if they do, you need a great relationship with the sponsor to work through them together. Spend more time on Stage 1 and 2 than you think!
Stage 3: Execution
Now ‘Work the plan’. Make sure that all teams are empowered and fully aware of their tasks and outputs. Lead regular feedback and monitoring sessions and report regularly. Focus on critical path activities and use feedback to make any adjustments required to deliver the programme and the desired benefits. There are likely to be twists and turns, changes and challenges on the way, so be diligent, and always think and plan ahead. If in doubt, over communicate.
Stage 4: Closure
Learn from every step. The closure stage is the final step in the project and also very important. Review the programme’s results, highlight lessons learnt and where changes and improvements can be made. The Programme Manager’s role is to be proactive, independent, observational and reflective. Provide feedback to the teams and stakeholders so everyone learns, including the Programme Manager.
Programme Management is complex. Like the conductor of the orchestra you must already know the song, be ahead of the music and bring in the team when needed for a smooth delivery. Understanding, respecting and executing the four stages of the project is vital for success.
Are you planning your own project or programme or need help on an existing one? Contact us to find out how we can help you.
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