Program management: Definition, lifecycle, roles & skills

When you're managing multiple projects, it can feel like you're juggling several balls that you're just barely keeping off the ground. To keep the balls in the air, you need to see the big picture across various initiatives while managing each individual project. Project management can help you coordinate multiple projects at once, but if they're interconnected, there's a better way: program management.

When used effectively, program management helps you prioritize and manage related initiatives. This guide will explain what program management is, outline the program life cycle, highlight key skills, and share best practices.

What is program management?

Program management means managing several related projects together to reach important business goals. A program manager oversees these connected projects, makes sure they support company objectives, and uses resources efficiently across the program.

Key functions of program management include:

• Streamlining processes: Coordinating staffing, workflows, and management across related projects

• Aligning objectives: Connecting project objectives with larger business goals

• Reporting on progress: Providing routine status updates throughout each project's lifecycle

As a program manager, you will oversee the connected projects within the program and develop a resource management plan for the overall program. You'll create plans for projects within your program, such as roadmaps and strategic plans, and have processes for when things don't go as expected (for example, change management).

Importance of program management

If you're already managing multiple projects, you might be wondering, is there really that much of a difference between what I'm already doing and program management? The answer is: there can be! Though not every team needs it, there are four main benefits to program management.

1. Connect projects to strategic business goals

In addition to coordinating multiple projects, the program manager also has a big-picture, holistic perspective on them. As the program manager, you can tie each project's objective to the program's objective, then ensure the program's objectives are closely aligned with your company's goals and OKRs.

2. View project interdependencies

Program managers can easily visualize project interdependencies and prioritize issues as they arise. Unlike managing projects individually, program management gives you both a strategic view of business goals and real-time coordination across related projects.

3. Simplify resource allocation

The program manager can help simplify and streamline resource allocation. Because they have insight into all projects and how they interconnect, they can best see which project needs which resources, whether that's an employee's time, an increase in budget, or a new tool.

Since funding is managed at the program level, the program manager and SRO can decide together which projects need more resources. If one team finishes early, the program manager can shift resources to help other projects stay on track.

4. Align on risks and opportunities

With many projects in a program, risks and opportunities are bigger. However, the program manager’s broad view helps them spot risks early and take advantage of new opportunities.

For example, one element of project risk management is resource allocation and making sure every project team is balanced and well-staffed. At the program level, you can allocate and redistribute resources as needed to reduce the risk of a project being understaffed, over budget, or off track.

Because the program manager is keyed into how the program will affect strategic business goals, they can identify new opportunities like extending a project's end date or modifying the project plan to hit an additional deliverable.

The program management life cycle

The program management life cycle has three phases: program definition, benefits delivery, and program closure. These steps take your program from the initial idea to completion.

1. Program definition phase

During this phase, you lay the foundation for the program. This includes defining the program's vision, identifying the projects that will comprise it, and securing stakeholder buy-in. You'll also develop the initial program management plan and ensure alignment with organizational strategy.

2. Benefits delivery phase

This is where the actual work happens. Project teams execute their individual projects while the program manager coordinates activities, manages interdependencies, and monitors progress. Throughout this phase, you'll track key metrics, manage risks, and make adjustments to keep the program on course.

3. Program closure phase

After all projects are finished and goals are met, the program moves into the closure phase. This includes a final review, writing down lessons learned, and handing over ongoing work to the right teams. It’s also a good time to celebrate and thank everyone for their efforts.

Program management vs. project management

A common question in work management is how programs and projects differ. They are related, but each has its own purpose.

• Aspect: Scope

• Project management: Single project with specific deliverables

• Program management: Multiple related projects with strategic goals

• Aspect: Duration

• Project management: Defined start and end dates

• Program management: Longer-term, ongoing coordination

• Aspect: Focus

• Project management: Task completion and deadlines

• Program management: Strategic alignment and interdependencies

• Aspect: Success metric

• Project management: On-time, on-budget delivery

• Program management: Achievement of business objectives

A project is a collection of tasks that accomplish a specific goal. Project management is the process of planning, managing, and executing your team's work. Project management software helps teams increase clarity and improve collaboration.

A program is a group of projects that accomplish strategic business goals. Program management helps you manage longer-term, interdependent initiatives in alignment with company goals. Learn more about the differences between a program manager and a project manager's responsibilities.

Program management skills

Program managers need to think strategically, lead teams, and handle day-to-day operations to coordinate several projects well. Here are seven key skills every program manager should have:

1. Communication skills: You need to explain complex ideas in simple terms so everyone understands, from executives to technical staff. Good communication helps connect team members and keeps everyone informed.

2. Strategic planning: Plan the whole program from start to finish. Make sure each project supports your main goals, look ahead for possible problems, and keep your plan flexible.

3. Decision-making: You’ll need to make good choices, even when under pressure. This means looking at all options, thinking about how projects affect each other, and being willing to change direction if needed.

4. Risk management: Spot possible problems early, make strong backup plans, and know when to alert others about risks. Being prepared helps you handle any challenges that come up during the program.

5. Prioritization: When many projects need attention, you must decide what comes first and allocate resources wisely. Good prioritization can make the difference between a successful program and one that falls short.

6. Leadership: Bring your team together around the program’s goals, encourage new ideas, and keep everyone motivated during challenges. Strong leadership helps guide the team through tough times.

7. Adaptability: One of the most important skills is being able to adjust quickly and turn unexpected problems into chances to improve.

Program manager roles and responsibilities

Program management involves several roles, each with its own responsibilities. If you’re setting up a new program management process, it’s important to understand what each role contributes.

What does a program manager do?

A program manager leads a group of related projects. They ensure the program’s goals align with the company’s objectives and regularly monitor project progress to keep everything aligned with strategic goals.

A successful program manager will also:

• Gain executive buy-in for the program

• Manage expectations above and below them

• Bring cohesive decision-making to the program

• Build a resource management plan across the program

• Mitigate risks and act on opportunities by creating a risk register

• Manage resources throughout the program, including cost management and resource allocation

Sponsor or Sponsoring group

The Sponsor is the most senior member of the program organization. It's the Sponsor's responsibility to approve and authorize key program elements, such as funding, deliverables, and relevant business cases. The Sponsor will also appoint the Senior Responsible Owner (SRO).

Senior Responsible Owner (SRO)

The SRO is appointed by the Sponsor to make decisions on behalf of the Sponsoring Group. They're ultimately responsible for ensuring the program meets its objectives and sourcing funding from team budgets.

The SRO works closely with the program manager to maintain strategic alignment between the program and senior stakeholders.

Business Change Manager (BCM)

The BCM is primarily responsible for developing and executing the benefit realization plan, ensuring the program adds measurable value to the organization. The program manager works with the SRO to define and achieve the program's outputs, but it's the BCM's responsibility to ensure those outputs are used.

How to become a program manager

Becoming a program manager takes time, but with the right steps, you can prepare for success. Here’s a simple roadmap:

• Master project management: Cut your teeth managing individual projects. Get comfortable with project planning, stakeholder management, and delivering successful projects.

• Broaden your perspective: Develop skills in strategic thinking and managing interdependencies. Start looking beyond single projects to how they fit into larger business objectives.

• Gain relevant experience: Seek opportunities to manage multiple related projects or complex initiatives. This hands-on experience is crucial for understanding the program lifecycle and management.

• Consider certification: While not mandatory, a Program Management Professional (PgMP) certification from the Project Management Institute (PMI) can boost your credibility and knowledge.

• Hone your leadership skills: As a program manager, you'll guide teams and influence decision-making at a higher level. Focus on developing strong communication skills and a strategic mindset.

Keep in mind, becoming a program manager means shifting from managing single projects to leading efforts that support major company goals. It’s a great path for people who enjoy seeing how everything fits together.

How to create a program management plan

A good program management plan helps your projects succeed. Here’s how to create one:

1. Clarify the big picture. Define your program's purpose, goals, and alignment with organizational strategy. A manufacturing company's program to "implement sustainable production practices" aims to reduce carbon emissions by 30% and waste by 25% over the next two years.

2. Outline the scope. Identify all the projects within your program and their objectives. Be clear about what's in and what's out. The program includes projects like "upgrade to energy-efficient machinery," "implement recycling systems," and "develop green packaging solutions."

3. Map the journey. Create a high-level timeline that shows how your projects fit together. Include key milestones and decision points. The machinery upgrade starts in Q1, recycling systems implementation begins in Q2, and green packaging development kicks off in Q3.

4. Assemble your team. Define roles and responsibilities, including program leadership, project managers, and key stakeholders. Assign a program manager, project leads for each initiative, and key stakeholders from production, engineering, and supply chain departments.

5. Plan your resources. Determine what you'll need in terms of people, budget, and tools. Consider how resources might be shared across projects. Allocate a $5 million budget, with 50% for machinery upgrades, 30% for recycling systems, and 20% for green packaging development.

6. Anticipate challenges. Identify potential risks and develop strategies to address them at both program and project levels. Risk of production slowdown during machinery upgrades is mitigated by planning a phased implementation during scheduled maintenance periods.

7. Set up your communication structure. Decide how you'll keep everyone informed and aligned, including reporting structures and meeting cadences. Weekly project lead check-ins, biweekly cross-functional team meetings, and monthly executive briefings on program progress.

8. Define project success. Establish clear, measurable criteria for what success looks like. These should tie directly to your initial goals.

Example: 30% reduction in carbon emissions, 25% reduction in waste, 100% recyclable packaging, and maintaining or improving current production output levels.

Remember, your program management plan should change as your program develops. Update it as you move forward and adjust to new situations.

Program management examples

Whether you’re experienced or new to program management, these examples will help you understand how it works in real situations.

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Program management in Agile software development

In this scenario, the program manager oversees the launch of a new cloud-based enterprise software suite. Here's how they apply the program management approach:

1. Strategic alignment: They work with C-level executives to ensure the product roadmap aligns with the strategic objectives of increasing market share and diversifying revenue streams.

2. Project coordination: The program encompasses five related projects: core platform development, mobile app creation, API integration, security infrastructure, and user experience design. The program manager:

• Establishes clear interdependencies between these projects

• Sets up a shared program management tool for real-time progress tracking

• Implements biweekly cross-project sync meetings to address bottlenecks

3. Resource management: They collaborate with HR and department heads to:

• Allocate developers, designers, and QA specialists across projects

• Identify skill gaps and arrange for necessary training or hiring

4. Risk mitigation: Actively identify and address potential roadblocks through:

• Conducting monthly risk assessment workshops with project leads

• Developing contingency plans for potential issues like data migration challenges or regulatory changes

• Establishing a risk response team to quickly address emerging problems

5. Stakeholder management: Foster alignment and buy-in across diverse groups by:

• Creating a communication plan tailoring updates for different stakeholder groups (e.g., investors, partners, internal teams)

• Hosting monthly steering committee meetings to keep executives informed and aligned

6. Agile integration: Coordinate multiple Agile teams within the broader program by:

• Implementing a Scaled Agile Framework (SAFe) to coordinate multiple Agile teams

• Aligning sprint cycles across projects to facilitate integration points

• Conducting program-level retrospectives to continuously improve processes

This example shows how a program management plan works in real life.

Program management case study: Discovery Digital Studios

Discovery Inc. is the media giant behind big-name entertainment networks like TLC, Animal Planet, and Food Network. Their Digital Studios content teams create thousands of videos every month for social media platforms and consumer apps.

Content Operations Director Mike Singer and his team used to track content production using spreadsheets and email threads. Mike needed a shared platform that could provide a high-level view of all content in development while capturing last-minute details of the production process. In short, he needed a program management tool like Asana.

We had half a dozen workflows that were tracked separately. It was great to conjoin them in Asana, see how they interlock, and notice dependencies that you couldn’t see in a spreadsheet.”

Discovery's content teams also use Portfolios to get a bird's-eye view of active productions. For example, they may create a new portfolio to track cooking class projects for the Food Network Kitchen app and oversee go-live dates of connected content campaign projects.

The teams also use integrations to connect Asana to the rest of their tools. With the Asana for Outlook integration, they can turn email action items into Asana tasks right from their inbox. The Asana for Slack integration lets them see project updates and create new tasks without leaving Slack. And thanks to the Zapier + Asana integration, the team has saved time by automating more of their processes.

This visibility helps the team estimate how long tasks will take. It also lets them spot delays, identify the causes of problems, and get projects moving again.

We had half a dozen workflows that were tracked separately. It was great to conjoin them in Asana, see how they interlock, and notice dependencies that you couldn’t see in a spreadsheet.”

To learn more about how the Discovery Digital Studios team uses Asana, read the full case study.

Program management best practices

Having a clear plan is important when managing programs. Every program is different, but these five best practices can help you stay aligned with your organization’s main goals.

1. Create a detailed program management plan

Think of your program management plan as the playbook for success. It should clearly outline your objectives, timelines, key milestones, and how resources will be allocated. This keeps everyone on the same page about what needs to get done and when.

2. Align programs with strategic goals

Programs should always support your organization’s main strategy. This keeps your work relevant and helps you use time and resources wisely.

3. Keep stakeholders in the loop

Open and frequent communication is key to program management. Involving stakeholders early and keeping them updated helps build trust and makes it easier to address issues before they become major roadblocks.

4. Manage risks proactively

Every program has risks, but good managers spot problems early. Including risk management in your plan helps you stay prepared. Having backup plans lets you handle issues without disrupting the whole program.

5. Use data to drive decisions

The best decisions are based on data. By tracking important metrics, you can make smart choices to keep your program on track. Data helps you adjust resources or timelines as needed.

Program management tools

Asana is an easy-to-use tool for managing complex programs. It helps program managers stay organized, work better with their teams, and deliver programs on time and within budget.

1. Centralized task management: Asana lets you create tasks, assign them to team members, set deadlines, and track progress from a single platform. This makes it easy to oversee multiple projects within a program.

2. Customizable workflows: Every program is unique, and Asana's workflows let you tailor the tool to your specific needs. You can create custom task fields, set up approval processes, and automate repetitive tasks.

3. Timeline view (Gantt charts): Asana's timeline view functions like a Gantt chart. This visual representation helps you see the entire program's progress at a glance, making it easier to track dependencies and spot potential bottlenecks.

4. Collaborative features: Asana enables seamless communication within tasks and projects, allowing team members to leave comments, upload files, and request updates. It also integrates with tools like Slack and Microsoft Teams.

5. Reporting and insights: Asana's robust reporting features let you generate reports that track key metrics like task completion rates, team workloads, and overall program progress. These insights help program managers make informed decisions.

6. Resource management: With Asana's workload management feature, you can visualize how much work is assigned to each team member. This ensures resources are balanced effectively, avoiding burnout or underutilization.

7. Integration with other tools: Asana integrates with popular tools such as Google Drive, Dropbox, Salesforce, and Jira, enabling you to sync data across platforms and enhance your program management workflows.

Using Asana for program management helps you simplify processes, improve teamwork, and get the visibility you need to complete your program successfully.

Program management alternatives

While program management is a powerful approach for coordinating multiple related projects, it's not the only option. Let's break down some popular alternatives and compare them.

Program management vs. project portfolio management

Project portfolio management and program management are similar, but the difference lies in project relationships. In program management, projects are connected and often interdependent. For example, a program might be all marketing campaigns promoting new features launched throughout the year.

A portfolio, on the other hand, might include all marketing initiatives within a quarter or year, whether they're connected or not. Project portfolio management software helps teams track those projects and share insights with stakeholders. Programs can also include grant management plans for nonprofit organizations.

Program management vs. product management

Product management is the development of new products within a company. A product manager guides the success of a product from gathering user input to a successful product launch.

A program could encompass any type of initiative, including a new product. You could create a program to manage your product development process for the upcoming year, with individual projects having their own product manager, while the entire program is overseen by a program manager.

Program management vs. work management

Program management, like the five phases of project management and project portfolio management, are subsets of work management. Work management is a systemic approach to orchestrating an organization's workflows, providing the clarity teams need to hit their goals.

Work management focuses on coordinating people, work, and teams across all levels of an organization. With work management software, you can coordinate plans, projects, and processes across your entire organization.

Start managing programs seamlessly with Asana

Program management takes a broader approach to handling several projects and making sure they support your main goals. If managing many projects feels overwhelming, program management can help you see how everything fits together.

Every program manager needs support to do their best work. Asana allows you to build your projects, assign tasks, coordinate teams, and track progress all in one central place. Get started today and see how Asana can help you coordinate your programs more effectively.

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Frequently asked questions about program management