What is the best way to define program scope and objectives?

Program scope and objectives are two key elements of program management that guide the planning, execution, and evaluation of complex and interrelated projects. Without a clear and realistic definition of what a program aims to achieve and how it will do so, program managers and stakeholders may face confusion, conflict, and inefficiency. In this article, you will learn what program scope and objectives are, why they are important, and how to define them using best practices and tools.

1 Program scope

Program scope is the sum of all the deliverables, requirements, boundaries, and assumptions that define what a program will and will not do. It covers the scope of the program as a whole and the scope of each individual project within it. Program scope helps to establish the expectations, roles, and responsibilities of the program manager, the project managers, the sponsors, and the beneficiaries; as well as identify and manage any dependencies, risks, and changes that may affect the program. To define the program scope, you need to follow a systematic process which includes conducting a stakeholder analysis to understand their needs, interests, and expectations; developing a program charter that outlines the vision, mission, goals, and governance of the program; creating a program scope statement that describes the deliverables, requirements, boundaries, and assumptions of the program; developing a work breakdown structure (WBS) that breaks down the program into manageable components and tasks; and creating a program scope baseline that documents the agreed scope and serves as a reference for monitoring and controlling the program.

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Giovanni Sisinna

🔹Portfolio-Program-Project Management, Technological Innovation, Management Consulting, Generative AI, Artificial Intelligence🔹AI Advisor | Director Program Management | Partner @YOURgroup
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In my experience, defining program scope is pivotal for clarity and efficiency. On a past initiative, an unclear scope led to redundancy and stakeholder frustration. Through rigorous stakeholder analysis, we unearthed overlooked expectations. A comprehensive program charter and a detailed Work Breakdown Structure (WBS) became essential tools, providing a clear roadmap for the program. The program scope baseline, a vital reference, ensured we remained on track. It's crucial not only to establish an accurate scope but to revisit and adapt it as the program evolves. Regular adjustments ensure continued alignment with objectives and account for unforeseen changes or insights.

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Stephen Lenz

| Project / Program Manager | MBA Candidate - USC | Video Games + Health + Outdoors = Life | Motto: “Connect with people before anything else!” |
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Arguably the 3 most important pieces of a program are: 1) Clear communication to determine program needs - stakeholders and team members all need to be on the same page, and the clarity needs to be taken care of out the gate! 2) Preventing unnecessary scope creep when and where possible - think about it from this perspective…the “Chef” has set dishes for a reason at a restaurant :) 3) A clear Work Breakdown Structure - tasks that are not repeated or separated that so not need to be! Obviously this will vary from person to person, and this is just my take. I am very teacher-like in my methodology, likely due to having been a teacher.

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2 Program objectives

Program objectives are the specific, measurable, achievable, relevant, and time-bound (SMART) outcomes that a program intends to produce. Derived from the program vision and goals and aligned with the strategic objectives of the organization, program objectives provide direction, focus, and motivation for the program manager, the project managers, and the team members. They also serve as criteria for measuring and evaluating the performance and success of the program. To define these objectives, a logical process should be followed that includes reviewing the program vision and goals and organizational strategic objectives, identifying key benefits and value that will be delivered to stakeholders and the organization, formulating SMART objectives that specify what, how, when, and why the program will achieve desired benefits and value, validating and prioritizing objectives with stakeholders and sponsors, as well as documenting and communicating them to the program team and other relevant parties.

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Jeffrey C.

Agile Mastermind @ ManTech | Veteran Mentor | Agile Coaching SME | SAFe 6 SPC |
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Defining program scope and objectives entails a detailed understanding of organizational goals and stakeholder needs. These are documented in a Project Charter or Scope Statement, adhering to SMART criteria. Stakeholder engagement in reviewing and validating these definitions is key. In Agile, a more collaborative approach is adopted. Initial scope and objectives are outlined in planning meetings, with continuous review and refinement through retrospectives and I&A workshops. Agile employs visual tools like Program Boards and OKRs for transparency and shared understanding. Both approaches aim for alignment with organizational strategy and stakeholder expectations, with Agile fostering a culture of continuous adaptation and feedback.

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3 Best practices and tools

Defining program scope and objectives is a continuous and iterative process that requires constant review and adjustment throughout the program life cycle. To ensure clarity, realism, and alignment, you should involve stakeholders and sponsors in defining and approving the scope and objectives. Utilizing a program management framework, such as The Standard for Program Management by PMI, can guide the process. Additionally, using a program management software, such as Microsoft Project, can create and manage the scope and objective documents and artifacts. Furthermore, regular scope and objective verification activities, such as audits, reviews, and inspections should be conducted. Lastly, implementing a scope and objective change management process, like a change request and approval system, can handle any changes that may occur during the program.

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4 Benefits of defining program scope and objectives

Defining program scope and objectives can be highly beneficial for the program manager, the program team, the stakeholders, and the organization. It can enhance clarity and alignment of the program vision, goals, and strategy, as well as improve planning and execution. Additionally, it can reduce ambiguity and complexity, while increasing efficiency and quality of deliverables. Furthermore, it can facilitate monitoring, controlling, and reporting of progress and performance; enabling evaluation of success and impact.

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Stephen Lenz

| Project / Program Manager | MBA Candidate - USC | Video Games + Health + Outdoors = Life | Motto: “Connect with people before anything else!” |
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When you define the scope and objectives very thoroughly at the start, it creates less hurdles in getting to and achieving the overall end goal. The most important piece in this is again staying in the lane and not adding pieces into the scope that do not need to be there.

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5 Challenges of defining program scope and objectives

Defining program scope and objectives can be a difficult task, particularly for large, complex, and dynamic programs that involve multiple projects, stakeholders, and changes. Program managers may encounter a range of challenges, such as balancing the demands and expectations of stakeholders and sponsors, managing interdependencies and conflicts between the program and its projects, dealing with external and internal uncertainty and volatility, aligning the scope and objectives with strategic objectives and capabilities, and communicating effectively with the program team.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What is the best way to define program scope and objectives?

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1 Program scope

2 Program objectives

3 Best practices and tools

4 Benefits of defining program scope and objectives

5 Challenges of defining program scope and objectives

6 Here’s what else to consider

Program Management

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What is the best way to define program scope and objectives?

1

2

3

4

5

6

1 Program scope

2 Program objectives

3 Best practices and tools

4 Benefits of defining program scope and objectives

5 Challenges of defining program scope and objectives

6 Here’s what else to consider

Program Management

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