The Importance of Communication Skills for Technical Program Managers

by — Adil Rafi (Technical Program Manager)

In today’s world, evolving technology is changing every aspect of life; therein successful project delivery relies not only on technical expertise but also on effective & efficient communication. Technical Program Managers (TPMs) play a critical role in handling and aligning cross-functional teams to achieve project goals. Their ability to communicate clearly, concisely, and confidently can make the difference between project success and failure. In this blog, we will explore the significance of communication skills for TPMs and how sharpening these skills can lead to more efficient and successful project outcomes.

Effective Team Collaboration

TPMs collaborate with cross-functional teams in a project, including developers/QA/Leads, Ui designers, and Product Managers/Analysts/Operations. Clear communication ensures that team members understand their actions and project delivery objectives. Encouraging an open and transparent communication environment promotes trust & a positive team culture.

E.g., Communication templates (below) which cover all project/non-projects actions for individual/team and provide insights to other members, include the following but are not limited to:

• Daily action logs covering open tasks for the day discussed during daily stand-ups

• Monthly status report covering items completed in last month’s period & items we’re targeting in the upcoming month while mentioning challenges/problems and recommending possible solutions
• QoP (Quater performance) — Covering quarter delivery of the project, technical depts, team velocity, business value delivered, team challenges, future improvement plans, & hiring updates (Present vs. Future)

Bridging the Gap between Technical and Non-Technical Stakeholders

1. TPMs often act as intermediaries between highly technical teams and non-technical stakeholders. They must translate complex technical jargon into understandable terms for Produc/Business, or end-users
   e.g., A Precise solution document to be issued post-planning critical requirements, which includes the following but is not limited to:

• High-level solution summary with workflow & design document known risks/challenges/dependencies
• The phase-wise breakdown for EPICs/large features (Testable & early feedback)
• Task break-up with effort allocation (Tentative launch timeline)

Conflict Resolution and Problem Solving

Projects often encounter roadblocks and conflicts that require quick resolution. TPM can navigate through disagreements with the following techniques

1. Negotiation and strong communication ensure project goals are archived.
2. Recommending — win-win solutions for all parties

Managing Stakeholder Expectations

A successful TPM sets realistic expectations with stakeholders and team members. They communicate project timelines, potential risks, and possible delays upfront, managing expectations and avoiding unpleasant surprises.

1. Use tools for planning, i.e. Jira/MP
2. Engaging stakeholders at appropriate stages to obtain continued commitment to the success of the project

Risk Mitigation

Effective communication allows TPMs to identify potential risks early on and take proactive measures to mitigate them. It enables them to keep stakeholders informed about risk assessment and mitigation plans, creating a sense of security and demonstrating a proactive approach to problem-solving.

Adapting to Change

In the dynamic tech landscape, change is inevitable. Whether it’s shifting project requirements or unexpected challenges, TPMs must adapt quickly. Clear communication enables them to communicate changes efficiently, helping teams adjust their focus and priorities accordingly. Recommended cycle for handling change requests:

Influencing and Persuasion

Technical Program Managers often work in environments where they don’t have direct authority over team members. Strong communication skills empower TPMs to influence and persuade team members, stakeholders, and executives to align with project goals and decisions.

Conclusion

Effective communication skills are the backbone of a successful Technical Program Manager; in fact, 90% of the time TPMs engaged in communication across projects. By bridging the gap between technical and non-technical stakeholders, fostering team collaboration, resolving conflicts, managing expectations, mitigating risks, and adapting to change, TPMs can steer projects toward triumph. Improving communication skills through continuous learning and practice will not only lead to more efficient project execution but also enhance the overall professional growth and impact of Technical Program Managers in the technology industry.