• Project Management

Programme Management: An Introduction

Coordinating simultaneous projects to run smoothly without any hiccups is a tough task. Programme managers must spin multiple plates at the same time without letting one hit the ground. In order to do this, programme managers must look at the big picture, ensuring that all projects align with the organisation’s strategic objectives.

If your organisation has a group of projects that are interconnecting, the best way to supervise these projects is through programme management. 

We’re going to tell you exactly what programme management is, how it differentiates to project management, the roles of a programme manager, and the benefits it can bring to your organisation.  

What is Programme Management?

Programme Management brings related projects and activities together to make change and deliver outcomes in a business, which would not be possible if all activities and projects were managed individually.

These outcomes could be anything from launching a new product to opening a new branch. Some key aspects of programme management are strategic alignment, governance, stakeholder management, and resource management.

The programme manager must look at the big picture, and ensure that the combined efforts of the projects contribute to the overall strategic objectives of the organisation.

Programme Management vs. Project Management

Programme management can often be confused with project management, so we’re going to discuss the differences between each term.

Project management involves organising, directing, and overseeing your team’s activities on a single, focused piece of work, to achieve specific goals. Projects can be short-term, or can run for multiple years. Project managers can use project management software to help them offer transparency, and foster better collaboration among team members.

Programme management oversees these individual projects, that together accomplish strategic business goals. The programme will consist of multiple interrelated projects, each potentially led by a project manager and supported by team members. 

As programmes are typically linked to overall business objectives, they usually run for long periods of time, or can even be permanent. A programme manager will be in charge of this process, in a mainly operational role.

What does a Programme Manager do?

The role of a programme manager is broad and flexible, as they need to be able to tackle a wide range of challenges that the teams across each project within the programme will encounter.

These are some of a programme manager’s roles and responsibilities.

Evaluate the Project Portfolio

The programme manager must evaluate each part of the programme to ensure it’s fully optimised and performing in the most effective manner. Programme managers will identify improvement opportunities by analysing project data, and meeting with team members to discuss their thoughts on current processes and the state of play. 

The role of the programme manager is also to make sure that the project manager has all the resources available to give them the best chance of success in reaching their specific objectives.

Identify High-Level Risks

Programme managers are responsible for identifying and assessing risks that could impact the overall programme. This can include working closely with each project manager so that risks are managed at both the project and programme levels. 

These risks could include changes in organisational strategy, governance and compliance issues, or shortages of resources. Successful programme managers will be able to take corrective measures swiftly and decisively to solve these problems, whilst also mitigating future risks.  

Managing Programme Operations

Programme managers must oversee the day-to-day operational aspects of the programme. This includes, but is not limited to:

  • Staying on programme path: The programme manager needs to monitor the tasks that each project is carrying out, to ensure priority tasks are completed and  directly align with the strategic outcomes. This includes overseeing the development and adherence to team charters, project plans, and other establishing documents that outline roles, responsibilities, and expectations for project teams.
  • Managing budgets and resources: Programme managers need to liaise with project managers frequently about budget expenditure and resource allocation, to make sure they’re being utilised as efficiently as possible. This involves monitoring expenditures, forecasting financial needs, and making adjustments as necessary to stay within budgetary constraints, while meeting programme goals.
  • Defining operating parameters and controls: Programme managers establish clear operational guidelines, parameters, and controls, to govern how the programme functions. This includes defining project workflows, and setting performance metrics.  Each project within the programme should adhere to these guidelines so that quality and standards are measurable across projects, therefore streamlining operations. 

The Benefits of Programme Management

Effective programme management can bring success to your organisation. These are some of the key benefits.

Optimised Resource Allocation

By coordinating resources across multiple projects, programme management helps optimise resource allocation. The project manager has insight into all the projects within the programme, and therefore knows the best place to assign each resource to see the most success. This resource could be financial, software-based, or labour allocation. 

Centralising the management of resources enables organisations to minimise waste, avoid duplication of efforts, and maximise the effective use of resources. This can lead to cost savings, meaning there could be some budget left over from the programme, which could be allocated to other projects.

Enhanced Stakeholder Engagement

Stakeholder engagement and communication is imperative to the success of a programme. A programme manager overseeing all related projects can offer clear and consistent communication channels between all stakeholders across each project. This streamlined approach encourages a collaborative atmosphere that boosts productivity and mitigates risks linked to communication errors.

Streamlining communication helps stakeholders better understand their own project, and the programme as a whole, while also preventing misunderstandings and conflicts between separate projects within the programme.

Improve your stakeholder comms with these tips – Developing a Stakeholder Communication Plan

Risk Management and Mitigation

As a programme manager has a birds-eye view across all projects within the programme, they are able to identify, assess, and manage risks at both the project and programme levels. 

Programme managers create mitigation strategies, perform thorough risk assessments, and are constantly monitoring the risk landscape as the programme develops. This systematic approach allows for smooth progress to be made across the programme, reduces the impact of risks when they occur, and also prevents cost delays.

Understand risk management with this guide – Complete Guide to Project Risk Management

Use Verto to Manage Your Programme the Right Way

Enhance the quality of your programme management output by using software like Verto. 

Verto is used and trusted by many public sector organisations to manage their portfolios. Our programme management software is tailored to work for your exact requirements, in a way that suits you and your team. 

Verto supports programme managers through a wide range of tools and features, offering a cloud-based solution that encourages collaboration from wherever your teams are based.

With Verto, you can:

Verto is designed for organisations and programme managers looking to enhance their collaboration and programme management success. Book a demo today, or get in touch with our specialist team for more information on how we can help with your programme’s success.