Program Management

Program Management Review (PMR)

A Program Management Review (PMR) is a structured program review that is conducted by the Program Manager (PM) with all key Stakeholders.  A PMR might be conducted at a specific milestone on a program or on a predictable schedule (Monthly, Quarterly, or Semi-Annually).  The PMR should focus on the main deliverables in the Statement of Work (SOW) and any issues in the issue log that need to be addressed.  The PM should follow the rules of conducting an Effective Meeting when holding a PMR. The PMR might be the only time to get all key stakeholders together to discuss the program so make the meeting beneficial.

Definition: A Program Management Review (PMR) is a management-led meeting to discuss the current status and issues of a project or program.

Purpose of the Program Management Review (PMR)

The purpose of the PMR is to communicate the program status to stakeholders and team members regarding cost, schedule, and performance. The review will evaluate and discuss program status, issues, risks, resources, funding, schedule, deliverables, and any corrective action that needs to be taken.

Program Management Review (PMR) Agenda

A proposed agenda for a PMR:

  • Introductions
  • Review Objectives/Goals of the PMR
  • PM gives program status
  • Objective #1 Discussion
  • Objective #2 Discussion
  • PMR Summary
  • Program Manager Closing Remarks

When to Conduct a Program Management Review (PMR)

A PMR is normally conducted on a predicted schedule (Monthly, Quarterly, or Semi-Annually) and after each major milestone or program event. The Program Manager should also schedule a PMR if any major deviations to the program baseline occur.

Program Management Review (PMR) Meeting Tips

An Effective Meeting is one with objectives accomplished within the stated timeframe. Executing an effective meeting is essential to a Program Manager (PM) job. Being prepared is the most effective way to have a successful meeting. Below are some tips for running an effective meeting:

  1. Decide if a meeting is needed and invite only the necessary people: Don’t waste people’s time on unproductive meetings where they lose motivation.
  2. Define the goals of the meeting: Everyone should understand what should be accomplished from the meeting.
  3. Have an Agenda: Before the meeting begins, ensure everyone understands the objectives by writing an agenda.
  4. Require everyone to come prepared by asking them pre-questions: Make people come prepared. If you’ve asked people to do some homework and they haven’t done it, stop and reschedule the meeting. It won’t pay to continue, and meanwhile, you’ll send a strong message that preparation is not optional.
  5. Take charge and keep your meeting moving forward: Good meetings are products of good leadership. Take charge and make it clear that you intend to keep the discussion timely, useful, and relevant. Begin by writing the meeting goal on the whiteboard to remind everyone why they’re there.
  6. Get the constructive input you need from everyone present: Since the point of a meeting is two-way communication, it’s crucial to get honest input from everyone. Successful companies know that disagreement and debate are healthy signs of a passionate workforce. No one should feel afraid to say what they really think, and no one person or group should dominate the discussion.
  7. Stay on Topic: Make sure the meeting addresses each topic one at a time. Specify the topic, presenter, and amount of time to be devoted.
  8. Close with a Plan of Action: Close the meeting with a review of what decisions you reached and what the next action will be. Everyone should leave knowing what’s expected of them and when by the end of the week, the end of the cycle, or the next meeting. End by asking everyone whether they thought the meeting was useful and, if not, what could be done better next time.
  9. After the Meeting: Review and publish meeting minutes.

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Updated: 2/11/2024

Rank: G1

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