Program set-up guidelines that have stood the test of time

Results. Nothing less.

There’s no single right way to organise for a transformation program.

But this doesn’t mean that anything goes.

These tried-and-tested guidelines are based on 25+ years of successful program delivery and rescue in the IT, Telecoms, and Media industries.

… a report produced by Raconteur Custom Publishing found just 0.5% of Financial Services programs stayed within their original spending plans, with Telecoms coming in at 7%, while IT and Government reached 20%.

‘how big is the program –how complex is it?’.

The biggest question you should be asking is

An honest answer here goes a long way to ensuring everything can run smoothly.

If it’s too big to pull off with the team you have, scale things down or get extra help instead of just going ahead anyway.

When setting up a transformation program you need…

1. A Credible PlanDescribe the work in detail, dependencies, key assumptions, resource levels, financial considerations – and detail the expected business results.

There’s often a gap between what businesses want to do (the target) and what they’re prepared to do (the plan).

Targets are plentiful; plans are scarce.

2. Full Alignment

– at the team level – on the work involved, timescales, expected financial results and so on. People must understand what they have to do – and how they will do it.

This can only be achieved through involving staff, at every level, in defining the program.

3. Managed Interdependencies

They must be identified, negotiated, agreed, resourced and funded.

Avoid program commitments based on ‘provided-that-someone-else-does-this-by-then’ statements.

These are not worth a candle.

4. Contingency Plans

Understanding the nature of risks; how likely they are to appear; and, specifically what can be done to lessen the brunt.

Know what will trigger a contingency action.

5. Change Control

Over time, multiple seemingly minor changes passed through ‘on the nod’ will throttle business-critical programs, triggering soaring costs and runaway timescales.

No program plan should change without a full management evaluation.

6. Program Control

It’s the only way to identify, track and avert any threats to the program. And to identify what’s improved – after all, measurement is also a tool for finding ways to do things better.

You need a reporting system to get hard facts and performance insight.

7. Resource Management

Where does your program fit in among your day-to-day operations?

Business-critical, transformation programs need to be separated from ‘business-as-usual’.

Invest time to assign truly skilled and experienced people to the right roles, rather than asking them to ‘fit it around’ day-to-day activities. This ensures clear accountability and focus.

Select proven managers!

ROLE

A transformation program is much more likely to be successful with a formidable ‘core’ team of specialists – plus a matrix structure.

Used carefully, matrix structures can be extremely successful for managing complex transformation initiatives that require massive cross-company action.

A matrix structure makes sure there is a ‘General’, rather than a ‘Coordinator’, directing operations, making pre-emptive moves, judgements and adjustments.

8. Finance Management

The main focus should always be on the true cost of delivery. Rigorous forecasting increases accuracy and safeguards against results…

Place the Program Financial Controller at the heart of the program leadership team.

And a final thought…

Clear communications

The foundation for good execution is based on being clear about what’s required.

All too often program managers are acutely aware of huge risks around their programs, but choose to downplay and obscure them with what can only be described as fairy stories.

Are you setting up a program? Mentor has a proven approach that ensures you succeed with your toughest execution challenges.

Our direct, gritty, truth-telling approach helps companies deliver their toughest execution challenges. We’ve seen it all – everything from helping greenfield startups launch, to working with large global companies delivering business-critical programs worth hundreds of millions of pounds.

Visit http://mentoreurope.com to find out how we get results.