Project Management

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I am joining a new team that has big project with a strict deadline

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Danielle Bolden Crestwood, Il, United States
I am currently a program manager and this will be my first big project. Any suggestions on how I should show up in the first 30 days? All advice is welcomed
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Thomas Walenta Global Project Economy Expert Hackenheim, Germany

Danielle,

I'm curious why being a program manager would enable you to run a big project. Projects and programs are different things and require different capabilities. Be clear about the terms you use and the responsibility assigned to you by the role. Maybe your company also does not have this clarity,



In a project, the core team is key, having 1:1s which each and team building would be one of my first steps.



A working relationship with the sponsor is important, formally at least monthly, informally on a weekly base.

Get a mentor from outside your project.

...
1 reply by Danielle Bolden
Aug 08, 2024 10:27 AM
Danielle Bolden
...
Hello Thomas,
Thank you for your feedback. To clarify, I am not running the project. I am joining a team that is working on a project with a strict deadline. Also, I have run smaller projects in my role as a program manager. However, this is for a totally different company. I apologize if that was not clear.
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Kiron Bondale Retired | Mentor| Retired Welland, Ontario, Canada
Danielle -

Let's start with the basics.

Is there a charter? If not, that might be the first order of business.

Then, establishing relationships with key stakeholders including the sponsor, client and the functional managers who are providing most of the team members for your project will be crucial.

Establishing ground rules with your team and in 1:1 meetings with the sponsor and the client is also advisable.

Kiron
...
1 reply by Danielle Bolden
Aug 08, 2024 10:28 AM
Danielle Bolden
...
Hello Kiron,
Thank you for your feedback. It always effective and appreciated.
avatar
Mike Frenette Manager, IT PMO| Halifax Water (retired) Halifax, Nova Scotia, Canada

This is a simple question with a very complex answer that could be out of line due to a lack of information.

If you were hired as a Program Manager, and are being asked to mange a project, which is a job for a Project Manager not a Program Manager, I would dig into that a little more deeply. Does your organization know the difference between the two roles? Were you hired to manage an important program, and this fhe first of the projects in the program that someone deemed had to go first? Are there other projects? How are they related? A program is a series of related projects, all of which must be executed (not necessarily at the same time) to achieve the expected business benefits.

Maybe you were hired to set up a PMO, to manage the execution of the all the projects in the program, with more on the way, a major task very different from managing a project. If this is a case, dig into the PMO Value Ring Methodology from PMOGA, recently acquired by PMI. This is a fabulous methodology that will get anyone starting a PMO off on the right foot, first achieving executive alignment based on expected benefits with PMO functions to achieve those benefits following, staffing plans that follow the functions, and so much more.

So, you have some work to do to find out why you are really there, and the expectations of those who hired you.

If you do find out that you are expected to manage a project, then the standard tasks apply, some of which has been mentioned by my colleagues Thomas and Kiron already. Look for documents that would be input to the project charter like the business case, organizational strategy, etc. so you understand clearly why the project was authorized, get the charter done involving all appropriate stakeholders and get it approved formally first to ensure everyone is on the same page.

Then figure out how you will run the project. If predictive, plan the project, focusing on the WBS, the required deliverables and how you will manage the project considering the usual ten knowledge areas. The organization will be looking for a schedule, proposed budget, resource requirements, risks, and so on.

If Agile, start with getting a product owner to help with the product backlog, procuring a team, sizing the backlog, and so on.

Sorry - you asked what might be your first steps in the first 30 days, and I fear I went on a little too long.

...
1 reply by Danielle Bolden
Aug 08, 2024 10:35 AM
Danielle Bolden
...
Hello Mike,
I appreciate your input. For clarity, I am a current program manager and I am pivoting to a project management role. This is not for my current organization but a completely new organization. I appreciate your feedback!
avatar
Danielle Bolden Crestwood, Il, United States
Aug 08, 2024 4:17 AM
Replying to Thomas Walenta
...

Danielle,

I'm curious why being a program manager would enable you to run a big project. Projects and programs are different things and require different capabilities. Be clear about the terms you use and the responsibility assigned to you by the role. Maybe your company also does not have this clarity,



In a project, the core team is key, having 1:1s which each and team building would be one of my first steps.



A working relationship with the sponsor is important, formally at least monthly, informally on a weekly base.

Get a mentor from outside your project.

Hello Thomas,
Thank you for your feedback. To clarify, I am not running the project. I am joining a team that is working on a project with a strict deadline. Also, I have run smaller projects in my role as a program manager. However, this is for a totally different company. I apologize if that was not clear.
avatar
Danielle Bolden Crestwood, Il, United States
Aug 08, 2024 7:21 AM
Replying to Kiron Bondale
...
Danielle -

Let's start with the basics.

Is there a charter? If not, that might be the first order of business.

Then, establishing relationships with key stakeholders including the sponsor, client and the functional managers who are providing most of the team members for your project will be crucial.

Establishing ground rules with your team and in 1:1 meetings with the sponsor and the client is also advisable.

Kiron
Hello Kiron,
Thank you for your feedback. It always effective and appreciated.
avatar
Anna Tymoshenko Senior Project Manager Data Analytics| Yummy Publishing Dornbirn, Austria
Dear Danielle,
First of all -- good luck with this challange, being assigned to something new can be stressful, but it will be rewarding.
And to your question: being a program mamanger and yet being assigned to the project can be tricky. Make sure the expectations are set and the requirements are confirmed. PgM and PMs responsibilities are different and it's crucial to communicate clearly from the beginning.
After that it's "easy" :) Confirm current project status (is it new?or running already?what documentation for it is awailable?is it in trouble? or is it a PMs dream and you just need to make sure everything keeps running smoothly?) and take it easy. Turn to the guide and the forum when you have specific questions on task sequence or problems.

And how to show up...humble, curious and supportive. After all our job as project managers is to make things happen and help our teams to successfully deliver what was requested. Keep your head up, ask questions, learn..and you won't even notice how these 30 days will pass :)
...
2 replies by Anna Tymoshenko and Danielle Bolden
Aug 08, 2024 10:47 AM
Danielle Bolden
...
Hello Anna,
Thank you!! That is exactly what I was looking for. I have run smaller projects on a smaller scale. I have been in Program Management for the last 10 years and I am now a certified Project Manager. I am joining this project and it is already up and running. I have yet to find "how" it is running and what the challenges are.
Aug 08, 2024 1:27 PM
Anna Tymoshenko
...
I am in a similar situation myself: joined a new team in a new company and completely different environment + a different language. And although I have quite some experience, sometimes my head is spinning. But I know it will pass, as long as I am trying to understand the people, be human in the first place, and not just push my PM agenda about how everything should be (it can be hard sometimes). Communication is a key 🙂
avatar
Danielle Bolden Crestwood, Il, United States
Aug 08, 2024 8:22 AM
Replying to Mike Frenette
...

This is a simple question with a very complex answer that could be out of line due to a lack of information.

If you were hired as a Program Manager, and are being asked to mange a project, which is a job for a Project Manager not a Program Manager, I would dig into that a little more deeply. Does your organization know the difference between the two roles? Were you hired to manage an important program, and this fhe first of the projects in the program that someone deemed had to go first? Are there other projects? How are they related? A program is a series of related projects, all of which must be executed (not necessarily at the same time) to achieve the expected business benefits.

Maybe you were hired to set up a PMO, to manage the execution of the all the projects in the program, with more on the way, a major task very different from managing a project. If this is a case, dig into the PMO Value Ring Methodology from PMOGA, recently acquired by PMI. This is a fabulous methodology that will get anyone starting a PMO off on the right foot, first achieving executive alignment based on expected benefits with PMO functions to achieve those benefits following, staffing plans that follow the functions, and so much more.

So, you have some work to do to find out why you are really there, and the expectations of those who hired you.

If you do find out that you are expected to manage a project, then the standard tasks apply, some of which has been mentioned by my colleagues Thomas and Kiron already. Look for documents that would be input to the project charter like the business case, organizational strategy, etc. so you understand clearly why the project was authorized, get the charter done involving all appropriate stakeholders and get it approved formally first to ensure everyone is on the same page.

Then figure out how you will run the project. If predictive, plan the project, focusing on the WBS, the required deliverables and how you will manage the project considering the usual ten knowledge areas. The organization will be looking for a schedule, proposed budget, resource requirements, risks, and so on.

If Agile, start with getting a product owner to help with the product backlog, procuring a team, sizing the backlog, and so on.

Sorry - you asked what might be your first steps in the first 30 days, and I fear I went on a little too long.

Hello Mike,
I appreciate your input. For clarity, I am a current program manager and I am pivoting to a project management role. This is not for my current organization but a completely new organization. I appreciate your feedback!
avatar
Danielle Bolden Crestwood, Il, United States
Aug 08, 2024 10:34 AM
Replying to Anna Tymoshenko
...
Dear Danielle,
First of all -- good luck with this challange, being assigned to something new can be stressful, but it will be rewarding.
And to your question: being a program mamanger and yet being assigned to the project can be tricky. Make sure the expectations are set and the requirements are confirmed. PgM and PMs responsibilities are different and it's crucial to communicate clearly from the beginning.
After that it's "easy" :) Confirm current project status (is it new?or running already?what documentation for it is awailable?is it in trouble? or is it a PMs dream and you just need to make sure everything keeps running smoothly?) and take it easy. Turn to the guide and the forum when you have specific questions on task sequence or problems.

And how to show up...humble, curious and supportive. After all our job as project managers is to make things happen and help our teams to successfully deliver what was requested. Keep your head up, ask questions, learn..and you won't even notice how these 30 days will pass :)
Hello Anna,
Thank you!! That is exactly what I was looking for. I have run smaller projects on a smaller scale. I have been in Program Management for the last 10 years and I am now a certified Project Manager. I am joining this project and it is already up and running. I have yet to find "how" it is running and what the challenges are.
avatar
Fabian Crosa
Community Champion
PMO Leader | Speaker & Mentor | Content Leader – PMOGA Latin America Hub| Catholic University of Uruguay Montevideo, Montevideo, Uruguay
Focus on the first 30 days:

Understand the project: review documentation, interview the team and stakeholders, and familiarize yourself with the tools.
Build relationships: Get to know your team, strengthen ties with stakeholders, and establish a good relationship with the sponsor.
Define expectations: Clearly communicate your expectations to all stakeholders.
Identify risks and opportunities: Conduct a detailed analysis and create a plan.
Develop a communication plan: Define communication channels and frequency.
Additional tips:

Be proactive: Anticipate problems and seek solutions.
Encourage collaboration: Create a collaborative work environment.
Listen actively: Consider everyone's opinions.
Be flexible: Adapt your plan as needed.
Celebrate achievements: Recognize the team's work.

Translated with DeepL.com (free version)
avatar
Anna Tymoshenko Senior Project Manager Data Analytics| Yummy Publishing Dornbirn, Austria
Aug 08, 2024 10:34 AM
Replying to Anna Tymoshenko
...
Dear Danielle,
First of all -- good luck with this challange, being assigned to something new can be stressful, but it will be rewarding.
And to your question: being a program mamanger and yet being assigned to the project can be tricky. Make sure the expectations are set and the requirements are confirmed. PgM and PMs responsibilities are different and it's crucial to communicate clearly from the beginning.
After that it's "easy" :) Confirm current project status (is it new?or running already?what documentation for it is awailable?is it in trouble? or is it a PMs dream and you just need to make sure everything keeps running smoothly?) and take it easy. Turn to the guide and the forum when you have specific questions on task sequence or problems.

And how to show up...humble, curious and supportive. After all our job as project managers is to make things happen and help our teams to successfully deliver what was requested. Keep your head up, ask questions, learn..and you won't even notice how these 30 days will pass :)
I am in a similar situation myself: joined a new team in a new company and completely different environment + a different language. And although I have quite some experience, sometimes my head is spinning. But I know it will pass, as long as I am trying to understand the people, be human in the first place, and not just push my PM agenda about how everything should be (it can be hard sometimes). Communication is a key 🙂
...
1 reply by Danielle Bolden
Aug 08, 2024 7:31 PM
Danielle Bolden
...
I could not agree more. Communication is key in all situations. Good luck to you.
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