What steps can you take to ensure your team understands their program roles?

Teams can use “Team Canvas” which should give insights in following perspectives 1. Purpose/Objective/Outcomes/Impact 2. Goals 3. Roles (which level of skills are required to perform roles) 4. Process 5. Interactions (Communication plan) 6. Information radiators used to reduce dependencies X matrix is another way to connect the dots between Strategic plan to annual operating plan to programs/projects to team members including metrics.

In my experience, during the initial phase of Program Increment planning (PI Planning), it is crucial to define roles and articulate the vision to all team members. Subsequently, as features and stories are assigned to individuals, a diligent understanding of their roles within the increment becomes essential. As a Release Train Engineer (RTE), proactive monitoring of team performance is my responsibility. In cases where I detect any challenges or chaos, I guide the team with a blend of humor and clarity. By the end of the PI Planning, the team should have a clear understanding of their roles and the overarching vision.

My experience as a vendor in a matrix organization performing IT Infrastructure projects relied on the following best practices. Perform a project kick-off which included all parties. The project Executive stakeholder must participate in the kickoff. Outline roles and responsibilities and project communication plan and governance. Review change management processes, and lastly review the escalation process. This sets ways of working baseline for the project. Be sure to share with team members and reference back as needed during execution. It is critical that the executive stakeholder participates in the kickoff and reiterates the importance of the project to the organization.

The first and foremost thing in a program is to understand how it aligns with the organization's strategy, vision, and mission. This allows the PM to define the program objectives, goals, and outcomes in line with the organization and communicate them to the team. This will subsequently help in defining how individuals and their roles and responsibilities contribute towards the same.

I have always found that during the kick off meeting of a project or the first days of orientation it is helpful to review the program or project expectations from the individual. Ask clear and concise open-ended questions during those conversations to ensure that they are listening to understand and have the opportunity to ask follow-up questions. If it is for a specific role or job on a team, taking time to write out the job role/responsibilities is also a great idea. Then if you have to discuss their performance, this tool can be brought out and reviewed.

Define a clear RACI matrix and discuss in detail with each team member and get sign off from each. This needs to be audited regularly to make sure it's followed clearly and regularly so that even if team changes it is relevant.

Assigning the program roles becomes extremely important to give clarity to team members and help define clear expectations from them. The RACI and DACI help the PM with role and responsibility identification. The Project Managers derive the project goals and objectives from the program and do the same for project team members. This way, the outcomes flow from top to bottom, and with the team members aligned with broad objectives, they can work on their deliverables and help achieve desired outcomes.

More times than none, the problem was that the team member did not understand what is expected of them. It’s one thing to write the job description of what tasks they are going to perform than what is actually expected for them on a daily basis or quarterly basis, or even annually basis.

For many reasons, there can be gaps between what is expected from a role and the skills of the individual inhabiting. Outcome- based management styles are not appropriate here. If unable to find a more perfect resource match, then you will need to invest in more frequent touchpoints and coaching.

Managing expectations towards team members has a lot to do with the power of delegation. Explain the "why" (and what exactly makes this team/member the right one), the "when" and the "what" in a sense of sketching a fascinating and challenging lightpost. Then take the utmost measure and LISTEN. For feedback, understanding, ideas. Then lean back and trust the people. And yes, try regular "Walkabouts" to keep things on track for both sides.

In fostering program collaboration, remember that DIVERSE perspectives fuel INNOVATION. What can we do to get there? 1) Encourage team members from different departments or expertise to engage in the program’s collaborative efforts. Why? Cross-pollination of ideas = hidden opportunities and unforeseen solutions. 2) Consider periodic 'retrospectives' to reflect on what’s working and what’s not. Adapt your strategy accordingly. 3) Empower team members by involving them in decision-making processes where possible. 4) Finally, leverage the unique skill sets within your team to delegate tasks effectively. Why? So that everyone plays to their strengths, contributing to a more cohesive and efficient program execution.

Start by clearly defining and communicating individual roles and responsibilities. This involves providing detailed job descriptions, and outlining expectations, and fostering an open dialogue to address any questions or concerns. I leverage visual aids such as organizational charts or role matrices to offer a quick reference guide, enhancing comprehension of team dynamics and individual contributions. The team needs to acknowledge their understanding, not only their roles and responsibilities, but those of other team members as well. A RACI chart can help with this requirement. A good RACI chart can also help you understand any potential gaps in project and team requirements.

- Define roles: Clearly outline duties and expectations. - Clarify through sessions: Discuss roles, and address questions. - Utilize the RACI matrix: Visualize responsibilities. - Offer training: Provide resources for skill enhancement. - Schedule regular check-ins: Review progress and challenges. - Encourage collaboration: Foster cross-functional teamwork. - Use role-playing: Practice roles in simulations. - Recognize contributions: Celebrate achievements. - Seek feedback: Adjust roles based on input. - Lead by example: Demonstrate role expectations.

Management must present the skills to communicate program directives effectively to efficiently communicate team expectations and their program roles. Additionally, foster a dynamic team environment of trust and open dialogue for employees to ask questions if they need clarification

To ensure your team fully understands their roles in program management, incorporating regular training and development, creating detailed role descriptions, encouraging role rotation, utilizing visual tools like RACI matrices for clear role delineation, and setting specific individual and team goals can be highly effective. These steps not only clarify responsibilities and expectations but also promote continuous learning, empathy, and strategic alignment within the team, enhancing overall performance and cohesion. By integrating these practices, team members are better equipped, motivated, and aligned with the program's objectives, leading to more successful outcomes.