Procedure To Follow To Ensure Effective Portfolio Management

Handling numerous projects at the same time, especially in large organizations, can be confusing work. But not knowing which projects are running or which one should be prioritized is worse.

The Seven Steps

Organizational projects are time bound and have their corresponding budgets, resources and skills to make these successful. These measurable interventions will help managers evaluate the project. Since organizations have different projects for the year, project managers must be astute enough to evaluate projects to determine if the organization can afford these projects or to choose those that can boost company sales.

Organizations can have as much as seven projects simultaneously running - each with a different budget and each are targeting more revenues for the company. Without careful project management, the company loses millions of dollars.

Organization superiors who understand the value of project portfolio management can identify which of the organization's projects to prioritize or defer for later implementation because without a clear direction, this will waste the organization's time, money, and resources. To get things in order a project manager should follow these seven steps:

1. Review the organization's agenda and goals for the year. This step will pave your understanding of the organizations needs.

2. Identify the projects for the year, those shelved, and the ones currently implemented. Sort these project, review the resources planned for each vis-à-vis actual resources. This will help managers decide how to spread much needed resources.

3. Get the big project of the company's project portfolio and be realistic. Assuming that these will work without prior careful review can backfire.

4. Identify the nature of the risks involved in each project, the necessary precautions, the possible consequences, and the available resources the company provide in case these risks have to be confronted. Think in terms of the cost to the company against the gains.

5. Evaluate the skills available for the different aspects of the project. Will further investments be required to acquire those skills and at what cost is it to the company in the long term?

6. Review the monitoring system; can it capture the inputs and outputs of the project? Are documentation processes in place and work hours involved per employee?

7. Review the reporting system for each project.

These steps will aid project managers watch out for symptoms of work burnout in the workplace, low morale, lack of skills, or lack of teamwork in the workplace caused by several projects running. Project managers will also be able to monitor all projects and related resources and check funds.

Project portfolio management is not simply a skill through years of work experienced. It is a structured approach. Overall, approach makes work easier not only for project managers but also for all those involved. With focus on project management, project managers can pull out projects that are not responsive to the needs of the company, thereby saving the company millions of dollars.

Companies should upgrade the skills of their project managers by encouraging them to get involved in project management training. Or they can hire specialists or consulting firms to sort out and analyze the company projects in the different categories to help them set their projects and funding resources in order.