How do you set realistic expectations for your program team?

1 Define the program scope and objectives

The first step to setting realistic expectations is to clearly define the program scope and objectives. What is the problem or opportunity that the program is addressing? What are the expected outcomes and benefits? How will the program align with the organizational strategy and vision? You should involve your program team and stakeholders in this process, and document the program charter, scope statement, and business case. This will help you establish a shared understanding of the program purpose, scope, and success criteria.

2 Communicate the program plan and roles

The next step is to communicate the program plan and roles to your program team and stakeholders. The program plan should outline the high-level milestones, deliverables, dependencies, risks, and resources for the program. You should also define the roles and responsibilities of each program team member and stakeholder, and clarify their expectations and accountabilities. You can use tools such as a RACI matrix, a communication plan, and a governance structure to facilitate this communication. This will help you foster trust, collaboration, and transparency among your program team and stakeholders.

3 Monitor and control the program performance

The third step is to monitor and control the program performance against the expectations. You should track and measure the progress, quality, and impact of the program deliverables, and report on the program status and performance indicators regularly. You should also identify and manage any issues, changes, or risks that may affect the program scope, schedule, budget, or quality. You should involve your program team and stakeholders in this process, and solicit their feedback and input. This will help you ensure that the program is on track, and that any deviations or variances are addressed promptly and effectively.

4 Recognize and reward the program achievements

The fourth step is to recognize and reward the program achievements and contributions. You should celebrate the milestones, deliverables, and results of the program, and acknowledge the efforts and accomplishments of your program team and stakeholders. You should also provide constructive feedback and coaching to your program team, and help them develop their skills and competencies. You should also seek feedback and suggestions from your program team and stakeholders on how to improve the program performance and processes. This will help you boost the morale, engagement, and satisfaction of your program team and stakeholders.

5 Adapt and adjust the program expectations

The final step is to adapt and adjust the program expectations as needed. You should recognize that the program environment and context may change over time, and that the program expectations may need to be revised or updated accordingly. You should review the program scope, objectives, plan, and performance periodically, and evaluate whether they are still relevant, realistic, and achievable. You should also communicate any changes or updates to your program team and stakeholders, and explain the rationale and implications. This will help you maintain the alignment, flexibility, and agility of your program team and stakeholders.

6 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?