More than 70% of projects are unsuccessful.
If you’ve ever seen bad planning send a team flying off the rails, that might not come as a shock. But this might surprise you: the issue often comes down to simply not understanding the fundamental differences between program managers and project managers. These roles regularly intertwine with each other, but they aren’t the same.
But how do you tell them apart? Is one more important than the other?
In this guide, I’ll explain what programs and projects are, what managers do, how the roles differ, and how they work in tandem.
Key Takeaways
- Program Managers are Multi-Tasking Experts: A program manager juggles multiple projects, making sure they align with the company and its goals.
- Project Managers are Executors: A project manager makes sure individual projects meet deadlines, budgets, and quality expectations.
- Strategic vs Operative Mindset: Project managers are laser-focused on execution, while program managers concentrate on strategy.
- Both Roles are Valuable for Businesses: Businesses need both program and project managers to balance short-term success and the long-term vision they have.
- Being Confused Comes with Risks: Getting the two roles mixed up can have major consequences on businesses, like unmet goals and projects that miss the mark.
Program vs Project
We know that program and project managers oversee programs and projects.
Do you know what either of those truly mean, though?
Heck, a lot of people don’t. That’s why we primarily see job listings for project managers, even though they’re not always what the employer is looking for. Here are two simple definitions of program and project.
Programs Explained
A program is a set of projects that are executed at the same time to achieve the goals of an organization. Programs are on a mission to be more efficient by sharing resources across multiple projects.
⚡ Example: Let’s say a car manufacturer wants to create a new line of electric vehicles. Instead of treating this as a single project, the company creates a program that includes multiple interconnected projects. They call it “NextGen EV Initiative” – A large-scale effort to develop, manufacture, and launch a new line of electric vehicles.
Projects Explained
A project is a stack of tasks that are completed in a sequence to meet a specific goal. Planning and executing a project is important to assemble a project team, create a plan, and secure resources.
🖥️ Example: A project manager leading an e-commerce website redesign makes sure the project stays on schedule, within scope, and on budget. They coordinate tasks among designers, developers, and content creators (while also addressing issues and managing risks). Once the site launches, they analyze performance and make sure it meets business standards.
What is a Program Manager?
Program managers are project management professionals who oversee the entire life cycle of a program. Think worm to cocoon to butterfly. To do so, they have to collaborate with project managers, portfolio managers, teams, and even stakeholders.
Program Manager: Strategy-Focused
Program managers have “strategic” mindsets, while project managers have more “operative” mindsets. That’s because the program manager has to make high-level resource management decisions that impact several projects, while the project manager is solely responsible for managing one project at a granular level.
You’ll Probably Love Program Management if…
- You enjoy aligning multiple projects to company goals
- You manage resources across projects well
- You like coordinating across departments
- You’re skilled at handling high-level risk management
- You’re a natural communicator
You Might Want to Pass if…
- You hate tight deadlines and stress
- You don’t look forward to active communication
💡Pro tip: Programs are much longer in length than single projects, so program managers will have a longer timeline to successfully deliver them. If you want to be a project manager, you have to stay organized. You’ll need to make calendars, digital organizers, and notes for your new best friend!
What is a Project Manager?
On the other hand, a project manager is a project management professional who only oversees the project life cycle. Think worm morphing into a butterfly within the cocoon. To do that, the project manager has to build a project plan, manage the team’s workload, and monitor project restrictions.
Project Manager: Execution-Focused
Project managers plan, execute, and close projects, following strict deadlines. They also oversee every part of the project, coordinating efforts across teams and third-party contractors to make sure everything’s on track.
Besides project planning and managing resources, the project manager helps with risk management. Typical project risks include natural disasters, poor communication across virtual teams, and using new technology.
They also help communicate with stakeholders (email, social media, meetings) and direct team members with instructions and expectations regarding the project.
If you consider yourself a leader, project management might be right up your alley!
You’ll Probably Love Project Management if…
- You can clearly define project scope, goals, and timelines
- You like assigning tasks to team members
- You know how to manage risks and resolve issues
- You enjoy monitoring project progress
- You believe in making sure deliverables meet quality standards
You Might Want to Pass if…
- You don’t like managing people
- You don’t see yourself in a leadership position
💡Pro tip: A project manager will typically have a Bachelor’s degree in a related field, and extra certifications, like PMP, are a huge plus. Being proficient in project management software is ideal, so brush up on your tech skills. Study with one of the top PMP prep courses to get certified.
Key Differences
Are Program Managers More Experienced?
Like any career, there’s a standard of expected experience levels that go along with being both a program manager and a project manager.
Program Manager Experience
In short, yes, program managers are more experienced than project managers. Program management is a natural progression for project managers who want to expand their career horizons.
Program managers are typically expected to have at least 5 years of experience, and they should have lengthy expertise in portfolio or project management. Many program managers were once project managers who decided to take a step up from their previous roles!
“Project management is like juggling 3 balls: time, cost, and quality. Program management is like a troupe of circus performers standing in a circle, each juggling 3 balls and swapping balls from time to time.” – G. Reiss
Project Manager Experience
Project managers usually have multiple years of experience in a management or project coordination role. This isn’t to say that project managers are less capable than program managers. However, advanced roles do require more time, work, and energy.
If you’re a project manager who’s interested in pursuing program management, here’s a tip:
Network. 👥
That’s right! Gain experience by coordinating with program managers and other professionals in the field. There’s no better source of information than from people who have already been in your shoes. Program management isn’t a walk in the park—make your life easier by making some connections!
Final Thoughts: Program or Project—Where Do You Fit?
Program and project managers are sisters, not twins. They’re often confused for one another, but they want you to know that they serve completely different functions.
If a business needs strategic alignment for cross-functional, ongoing needs that might involve multiple projects, then they’d benefit from a program manager. If, on the other hand, they need help with milestones and technical deliverables for a specific project, a project manager should fit the bill.
Success starts with understanding. Do you see yourself as the strategist or the executor?
FAQs
Absolutely! Many project managers transition into program management after gaining experience by leading multiple projects.
Not always, but it helps. Even though program managers focus on strategy, understanding the technical aspects can boost communication and better decision-making with project teams.
All of them! Tech, healthcare, finance, construction, manufacturing, and more all rely on both positions to manage their initiatives.
If you have multiple projects and business goals in the works, you need a program manager to make sure everything stays connected.
In smaller companies, yes. But as organizations grow, separating the two is extremely necessary to avoid burnout and keep projects running without a significant risk of failure.
