Program managers are orchestrators of intricate business symphonies. They organize various projects, ensure they support broader business objectives, and execute strategic initiatives. I have over 15 years of experience in software development and management, and through my experience,
I’ve learned that program managers require a special combination of leadership, strategic thinking, and communication skills. So what does that look like on a daily basis?
Defining the Role of a Program Manager
Program managers manage several projects and ensure those projects support broader organizational objectives. Therefore, they take a more macro view and understand how various projects fit together.
The main responsibilities of a program manager are:
- Strategic planning and goal setting
- Resource allocation across projects
- Program-level risk management
- Stakeholder communication and management
- Ensuring the program supports broader business objectives
Program managers need to balance daily tactical tasks with strategic, long-term planning. They must understand the macro view while also managing micro project details.
The salary range for program managers reflects the significance and complexity of the role. According to salary.com (2022), the average program manager salary is $148,863 per year. The top 10% earn over $190,000, and the lowest 10% earn just under $109,000.
Essential Skills for Program Managers
Effective program managers have a specific skill set that allows them to operate within complex organizations and drive results. From my own experience in the field, I’ve outlined the key skills I believe are most important to being a successful program manager:
Leadership and team management
Inspiring and motivating a variety of teams
Effectively delegating work to others
Resolving conflicts and fostering collaboration
Communication and stakeholder management
Clearly communicate the goals of the program and its progress
Negotiating with stakeholders at various levels
Simplifying complex information
Strategic thinking and decision making
Using data to make strategic decisions
Anticipating problems and planning ahead
Aligning program goals with the organization’s strategy
Risk management and problem solving
Identifying and mitigating risks
Coming up with creative solutions to problems that arise
Adapting when things don’t go as planned
These are the core skills of effective program management and allow program managers to operate within complex organizations and drive successful outcomes.
Daily Tasks and Responsibilities of a Program Manager
Resource coordination across projects: One of the primary roles of a program manager is to ensure each project in the program has the resources it needs to be successful, whether that’s people, materials, or budget. Often, this requires difficult resource allocation decisions.
Ongoing program tracking: Program managers are constantly tracking program progress and performance. This includes regular conversations with project managers, reviewing project / program milestones, and assessing the overall health of the program. They have a set of data points and tools they use to monitor program performance.
Budget management and financial tracking: As a result, program managers are in charge of overall program budget management. Specifically, they need to ensure that the program remains within budget while delivering the expected outcomes. This includes financial forecasting, adjusting the budget, and cost initiatives/reduction.
Alignment with broader company objectives: Program managers are always thinking about how each individual project is contributing to the broader objectives of the program and likewise, how the program itself is aligned with the broader strategic objectives of the company.
Communication with senior managemen
Communication with senior management. This includes:
- Delivering regular status updates.
- Presenting the performance metrics of the program.
- Discusses any risks and mitigations.
- Recommends any changes to the strategy.
- Forecasting the future performance of the program executives want to know how much money the program will make.
These tasks require a mix of strategic thinking, operational thinking, and leadership. They need to constantly balance tasks that may feel urgent, while pushing off more proactive work that is important but not yet urgent. And they need to make decisions that have the best outcome for the program overall.
Industries and Sectors Employing Program Managers
Program managers are one of the most versatile jobs, and as such, program managers work in many different industries. They bring the unique ability to manage highly complex initiatives, so companies in a variety of industries find use cases for program managers. Here are the most common industries where you’ll find program managers:
| Industry | Common Program Types |
|---|---|
| Technology and software development | Product launches, platform upgrades |
| Construction and engineering | Infrastructure projects, facility expansions |
| Finance and banking | System implementations, regulatory compliance |
| Manufacturing and supply chain | Process improvements, supply chain optimization |
| Non-profit and government | Social initiatives, policy implementations |
Each industry also presents slightly different challenges to program managers. The technology industry is constantly changing, and the program manager must juggle a lot of moving pieces. Construction and engineering projects can be highly complex logistically. In the finance and banking industry, managers have strict regulations to follow.
Manufacturing programs focus on efficiency and quality improvements, and in non-profit and government, the program manager must often navigate through a complex web of stakeholder opinions on highly complex social issues.
The demand for excellent program managers is only increasing. The Bureau of Labor Statistics projects that management occupations will increase by 9% from 2022 to 2032, adding 906,700 new jobs. This is due to the increasing complexity of businesses and effective program management across industries.
Career Path and Qualifications for Program Managers
Educational background: Many program managers have a bachelor’s degree in business management or a similar field. Some may also have a master’s degree in business administration or project management.
Certifications: Many program managers have a professional certification to bolster their credentials. Some of the most popular certifications include:
- Project Management Professional (PMP)
- Program Management Professional (PgMP)
- PRINCE2 Practitioner
- Agile certifications (e.g. Scrum)
Experience and skills: The key qualification for a program manager is significant previous experience and skills development. Most program managers have about five years of previous experience as follows:
- Project manager
- Sr. project manager
- Program manager
The career progression to become a program manager might look something like this:
- Entry-level project role (1-2 years)
- Project manager (3-5 years)
- Sr. project manager (2-3 years)
- Program manager (5+ years)
- Sr. program manager or director
At each level, you build on your previous experience and take on more responsibility. As you advance through your career, you naturally develop the strategic thinking and leadership skills required of a program manager.
Tools and Methodologies Used by Program Managers
Program managers rely on various tools and frameworks to manage programs efficiently. These include:
Project management software:
- Microsoft Project
- Jira
- Asana
- Trello
Agile and Scrum frameworks:
- Scrum
- Kanban
- SAFe (Scaled Agile Framework)
Resource management tools:
- Resource Guru
- Float
- 10,000ft
Risk assessment and mitigation frameworks:
- SWOT analysis
- Decision trees
- Monte Carlo simulation
Performance tracking and reporting software:
- Tableau
- Power BI
- Google Data Studio
These tools and frameworks allow program managers to optimize processes, manage resources, and make data-driven decisions. The selection of tools and frameworks depends on the program and organization’s specific needs.
Based on my experience, mastering these tools and frameworks is a key part of becoming a successful program manager. They provide the framework and data to manage complex programs and deliver outcomes.
Challenges Faced by Program Managers
Managing stakeholder expectations is a continuous challenge. Stakeholders may have different, and sometimes conflicting, priorities. As a program manager, you must reconcile those expectations while guiding the program in a single direction.
Balancing conflicting priorities is another challenge. Resources are always scarce, and as a program manager, you must determine the best way to distribute those resources across multiple projects.
Adapting to changing business needs demands flexibility. Market conditions, technology, and the company’s priorities can change overnight. As a program manager, you must be willing to adjust your strategy accordingly.
Dealing with limited resources is a recurring challenge. This includes budgets, headcount, and time. As a program manager, you must figure out how to do more with less.
Ensuring cross-functional groups work together can be tough. Many programs involve multiple departments, each with its own objectives and way of doing things. As a program manager, you must foster collaboration and the ability for everyone to row in the same direction.
Project managers and program managers both encounter challenges with communication, scope creep, and aligning departmental objectives. However, program managers tend to face these challenges at a larger and more complicated scale.
Program Management vs. Project Management
While the related program management and project management have some overlap, they’re also quite distinct. And it’s important to understand these distinctions if you’re currently in or aspire to either of these roles.
| Aspect | Program Management | Project Management |
|---|---|---|
| Scope | Managing multiple related projects | Managing a single project |
| Time horizon | Long-term strategy | Short to medium-term |
| Focus | Organizational benefits | Specific deliverables |
| Authority | Making higher-level, strategic decisions | Making project-level decisions |
| Team size | Managing a larger, often cross-functional team | Managing a smaller, more focused team |
| Success metrics | Delivering long-term business value | Delivering on-time and on-budget |
A project is a combination of size, complexity, relationships, and uncertainty. Programs tend to be larger and more complex, with more uncertainty than an individual project, which is why program managers are often more senior than project managers.
Program managers make decisions that achieve long-term strategic benefits, while project managers make decisions that achieve a specific deliverable. This difference in decision-making informs resource allocation and success metrics.
In my experience, the biggest shift moving from project to program management is your outlook. You need to think more strategically and about broader organizational benefits.
Measuring Success as a Program Manager
Key performance indicators (KPIs) for program management include:
- Return on Investment (ROI)
- Stakeholder satisfaction scores
- Completion of strategic objectives
- Resource utilization efficiency
- Risk mitigation efficiency
Aligning program outputs with strategic business objectives is key. Program managers need to show how their programs help the company achieve strategic business objectives.
Stakeholder satisfaction analysis involves collecting feedback from stakeholders regularly and analyzing it. This helps ensure the program is serving the stakeholders’ needs and expectations.
Continuous improvement and lessons learned are critical. Effective program managers create processes to capture insights and apply them to future programs.
Impact analysis considers more than just the immediate program output. It looks at the long-term impact the program had on the company’s financials, market position, and strategic direction.
These success metrics give a holistic view of a program’s success. They also help program managers justify the value they provide and make future strategic decisions.
Incorporating effective [agile tools] can also enhance program management outcomes.
Signing Off
Program management is an essential position to help an organization succeed. You’ve now heard about the responsibilities, skills, and challenges of program managers in different industries. Their strategic orientation and management of multiple projects differentiate them from project managers.
As you build your career in this field, keep in mind that continuous learning and being adaptable is the name of the game. The skills and software you’ve learned are the basics you’ll build upon to excel in this challenging and rewarding career.
