Demystifying Technical Program Manager (TPM) Responsibilities: Communication – Part 2
- Priyanka Shinde
- Jan 10, 2021
- 6 min read
Updated: Mar 22
This post is a continuation of my previous post on Demystifying TPM Responsibilities where I focused on the program management aspects of the role. As I mentioned previously, good program management and planning is required for setting up a solid foundation upon which you can execute. A robust communication strategy is integral to the program execution strategy, comprising various communication responsibilities essential for success.
Manage communication within the organization and cross functional teams.
Key Technical Program Manager (TPM) Responsibilities: Communication Skills
The goal of program communication is two-fold - first, to keep the core program team aligned on scope, milestones and timeline and second, to keep leadership (Manager, Director, VP, C-level execs) and stakeholders (other teams, business groups etc) informed of risks and mitigations.
The TPM needs to bubble up the right level of information at the right time to get the most out of your messaging. Besides informing stakeholders, the goal of communication is also to seek help if needed to further execution.
The TPM needs to identify the right communication strategy (cadence, level of details, documentation, reviews etc..) depending on the type of information being communicated and the audience for the same. Here are some key pointers when setting your communication strategy
Format and Medium: Format of the communication relates to information structure. This will be highly dependent on the medium of communication. Email communication will need to be formatted differently than a presentation which will be different than a post/message in a group. Our audience is overloaded with information from every direction, so it is important for us as a TPM to make the communication worth their time. Your communication format should be able to quickly answer your audience’s question “what’s in it for me?”.
Audience: This can be the program core team, stakeholders from outside the organization, external vendors and/or senior leadership/c-level execs. Different people need different information so you will need to adjust all aspects of your message based on the audience.
Level of detail: Think about how much time your audience has to read the information and how much time do you want them to spend. For example, senior leadership is most interested in knowing about key risks, mitigation strategy and they need to help unblock you. On the other hand, a cross-functional team wants to know when dependencies will be resolved for them so they can continue the required work. In the TPM role, effective communication bridges this gap, ensuring both leadership and teams understand the project's health and can contribute effectively.
Type: The type of communication depends on the phase of the program. During the planning phase, your communication will focus on finalizing requirements or informing everyone about your roadmap, work breakdown structure and timeline. During the execution phase, you may report weekly/biweekly status updates. Communication will also be needed if there are changes in scope or delays in timeline.
Cadence: This usually refers to how often you want to communicate. You can have multiple cadences depending on information type or audience. For example: You may do a weekly update for your core team but a biweekly update to other stakeholders.
Once you have identified a communication strategy, you will need to start formulating the details that you want to get across. A TPM should provide enough context so everyone understands the reason behind the communication. A TPM should never assume that the audience knows what is being referenced. It is also very important for a TPM to provide key insights with every communication. Don’t just share status updates or meeting notes verbatim. Provide a summary followed by more details so you can reach a wider audience.
A TPM is a bridge between the technical and business world and there should be able to effectively communicate technical and business information to non-technical and technical audiences respectively.
I hope the above helps you think about how you can make your communication crisp and insightful. As a Technical Program Manager (TPM), communication is a core responsibility, and adapting your communication style to the culture of your team or company is essential.
Be mindful that what worked in one organization may not be as effective in another.
Here’s a generic format that I have found helpful in managing the communication aspect of Technical Program Manager (TPM) responsibilities. I adjust it based on what I am communicating, but I try to answer these key questions each time to ensure clarity, alignment, and impact.
Also, Learn about Silence No More: 5 tips to overcome fear of speaking up
Sample Format for better TPM Communication Responsibilities
TL;DR
<short 2-3 line summary/highlight>
WHO
<who should read this? This does not need to be part of the communication but helpful to define the audience>
WHAT
<description of your update/communication/ask>
WHY
<context/rationale and importance of the WHAT?
WHEN
<section to provide dates/timelines on specific activities>
WHERE/HOW as applicable
DETAILS
<long version as needed to provide deep dive for those who want to read more>
Here's a great article on Communication Skills for Technical Program Managers
Interviewing for TPM role soon? Check out the Cracking the TPM Interview Course.
Frequently Asked Questions
What are the key communication responsibilities of a TPM?
A TPM (Technical Program Manager) must manage communication within the organization and cross-functional teams, align the core program team on scope, milestones, and timelines, and keep leadership and stakeholders informed of risks and mitigations. They need to select the right communication strategy, format, medium, and cadence based on the audience and type of information being communicated.
How does effective communication contribute to the success of a TPM?
Effective communication ensures that all team members and stakeholders are aligned on the project's goals, progress, and risks. It helps in unblocking issues, securing necessary resources, and maintaining a clear understanding of the project's health. This alignment is crucial for timely and successful project delivery.
What strategies can TPMs use to ensure clear and concise communication?
TPMs can ensure clear and concise communication by tailoring their messages to the audience, choosing the right format and medium, providing a summary followed by detailed information, and answering key questions such as who, what, why, when, and where/how. They should also use structured formats and be mindful of information overload.
How does a TPM balance communication between technical and non-technical stakeholders?
A TPM bridges the gap between technical and business worlds by translating technical information into business terms for non-technical stakeholders and vice versa. They should ensure that each audience receives the appropriate level of detail and context, focusing on how the information impacts them directly.
What are some common challenges TPMs face in communication, and how can they overcome them?
Common challenges include information overload, misalignment of expectations, and varying levels of technical understanding among stakeholders. TPMs can overcome these by being clear and concise, using appropriate communication tools and formats, seeking regular feedback, and continuously refining their communication strategies.
How can a TPM adapt their communication style to different team cultures and environments?
TPMs should understand the communication preferences and cultural nuances of their teams. This involves being flexible, observing team dynamics, and seeking feedback on communication effectiveness. Adapting to the preferred tools, languages, and interaction styles of different teams is also crucial.
What tools and techniques can TPMs leverage to enhance their communication skills?
TPMs can use project management tools (e.g., JIRA, Trello), communication platforms (e.g., Slack, Microsoft Teams), and visualization tools (e.g., PowerPoint, Visio) to enhance their communication. Techniques such as active listening, clear writing, storytelling, and the use of visual aids can also improve communication.
How does communication play a role in resolving conflicts and driving alignment among stakeholders?
Effective communication helps in identifying and addressing conflicts early by ensuring transparency and understanding among stakeholders. Regular updates, clear articulation of issues, and collaborative problem-solving discussions drive alignment and facilitate conflict resolution.
What are the best practices for documenting and sharing information as a TPM?
Best practices include maintaining clear and organized documentation, using consistent templates, regularly updating project status reports, and making information easily accessible through shared drives or project management tools. Providing summaries with links to detailed documents ensures that everyone has access to the needed information at the right level of detail.
How can TPMs measure the effectiveness of their communication efforts?
TPMs can measure communication effectiveness through feedback from stakeholders, surveys, and the level of engagement in meetings and updates. Tracking the timely completion of tasks, reduced misunderstandings, and improved alignment are also indicators of successful communication.
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