Learn how to plan, communicate, monitor, and evaluate your IT project portfolio. Discover tips to coordinate IT project teams effectively and efficiently.

The portfolio scope should be defined from your business needs and not what you can think you do. You have make this a continuous improvement cycle. Priorities should also come from your customer. Yes priotizations is important, when you dont have a stable output (as usually in project work). But remeber: If you always have to prioritize you either have not enough ressources or you put stuff on your agenda which is not worth doing!

In the realm of cyber, it's imperative to coordinate with clarity and precision. Establishing a robust governance structure is not just a procedure; it's a commitment. It lays out the map of roles, creates communication channels, and ensures that we adapt to changes seamlessly. Our projects, no matter how complex, thrive on this foundation.

That should beb part of you PMO. There are gazillions methods processes out there for running a IT project. They are not laws and no the bible. Try to figure out whats best for the customer. Pick the right methods for the right tasks: E.g. a purly agile process wouldnt work out in contruction projekt.

One of the most important points! Bring the people actually involved in the underlying business process on the table and make them part of your project team.

How do you coordinate IT project teams in your portfolio?

As an IT leader, you need to manage multiple projects that align with your strategic goals and deliver value to your stakeholders. But how do you coordinate IT project teams in your portfolio effectively and efficiently? Here are some tips to help you plan, communicate, monitor, and evaluate your IT project portfolio.

1 Define your portfolio scope and criteria

Before you assign any resources or tasks to your IT project teams, you need to define the scope and criteria of your portfolio. What are the objectives, benefits, risks, and dependencies of each project? How do they fit into your overall IT strategy and roadmap? How will you prioritize, select, and balance them based on your budget, timeline, and quality standards? By clarifying these questions, you can set clear expectations and boundaries for your project teams and stakeholders.

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Thomas Giehl

Private Account. No business requests, pls.
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The portfolio scope should be defined from your business needs and not what you can think you do. You have make this a continuous improvement cycle. Priorities should also come from your customer. Yes priotizations is important, when you dont have a stable output (as usually in project work). But remeber: If you always have to prioritize you either have not enough ressources or you put stuff on your agenda which is not worth doing!

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2 Establish a governance structure and process

To coordinate IT project teams in your portfolio, you need to establish a governance structure and process that defines the roles, responsibilities, and decision-making authority of each team member and stakeholder. You also need to create a communication plan that specifies the frequency, format, and content of information sharing and reporting. Additionally, you need to define a change management process that outlines how you will handle any issues, risks, or requests that may affect your portfolio scope, schedule, or budget.

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Dr. Paul de Souza

Founder President at Cyber Security Forum Initiative (CSFI.US) National Security Professional | Advisor | University Professor
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In the realm of cyber, it's imperative to coordinate with clarity and precision. Establishing a robust governance structure is not just a procedure; it's a commitment. It lays out the map of roles, creates communication channels, and ensures that we adapt to changes seamlessly. Our projects, no matter how complex, thrive on this foundation.

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Thomas Giehl

Private Account. No business requests, pls.
Report contribution
That should beb part of you PMO. There are gazillions methods processes out there for running a IT project. They are not laws and no the bible. Try to figure out whats best for the customer. Pick the right methods for the right tasks: E.g. a purly agile process wouldnt work out in contruction projekt.

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3 Use a portfolio management tool or system

To facilitate the coordination of IT project teams in your portfolio, you need to use a portfolio management tool or system that allows you to track and manage the progress, performance, and status of each project. A portfolio management tool or system can help you to visualize, analyze, and optimize your portfolio data and metrics, such as resource allocation, cost, schedule, quality, risk, and value. It can also help you to generate reports and dashboards that provide insights and feedback to your project teams and stakeholders.

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Takeen E.

◾ Full Stack Dev (Ruby/React) ◾ Technical Manager ◾ Shopify Expert ◾ Technical Support Expert
(edited)
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Without a PM Tool you can't even have any IT project thrive. ClickUp is a great tool in my perspective and Notion is a step further allowing you to manage projects yes but setup a deeper structure for elements to be used on projects. Add budget data to help determine best/worst deadlines (or estimation), connect similar tasks together, assign to appropriate individuals, add comments for every important change/development until its complete, etc. This tool will be your life force to manage all projects and you will love it.

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4 Foster collaboration and alignment among project teams

To ensure the success of your IT project portfolio, you need to foster collaboration and alignment among your project teams. You can do this by creating a shared vision and culture that emphasizes the value and impact of your portfolio. You can also encourage knowledge sharing and learning across your project teams by creating forums, platforms, or events where they can exchange ideas, best practices, and lessons learned. Moreover, you can recognize and reward your project teams for their achievements and contributions to your portfolio.

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Madhumita Mazumdar

MBA, GAICD, Executive General Manager Technology at Journey Beyond
(edited)
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Bring business stakeholders in the project team and let them directly collaborate within the project team. This creates strong sense of ownership and the change management gets easier. The business stakeholders drive adoption in their teams. In this way, both the business and IT wins together and shares success. This build a strong partnership between IT and business.

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Thomas Giehl

Private Account. No business requests, pls.
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One of the most important points! Bring the people actually involved in the underlying business process on the table and make them part of your project team.

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Stuart Knipe

Mental Health, hands on impact!
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If you have a well constructed set of project teams and a portfolio that is managed based on strategic needs your team will naturally overlap, they will need to to deliver products that works as part of the whole system used in your organisations

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Takeen E.

◾ Full Stack Dev (Ruby/React) ◾ Technical Manager ◾ Shopify Expert ◾ Technical Support Expert
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Especially if there is a dependency or direct link between two or more tasks/components/teams, documentation is important as much as versioning is.

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5 Review and adjust your portfolio regularly

To maintain the relevance and effectiveness of your IT project portfolio, you need to review and adjust it regularly. You can do this by conducting periodic portfolio reviews that evaluate the performance, outcomes, and benefits of each project against your portfolio criteria and objectives. You can also use portfolio reviews to identify any gaps, issues, or opportunities for improvement or innovation in your portfolio. Based on your portfolio reviews, you can make informed decisions and adjustments to your portfolio scope, priorities, or resources as needed.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you coordinate IT project teams in your portfolio?

1

2

3

4

5

6

1 Define your portfolio scope and criteria

2 Establish a governance structure and process

3 Use a portfolio management tool or system

4 Foster collaboration and alignment among project teams

5 Review and adjust your portfolio regularly

6 Here’s what else to consider

IT Strategy

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How do you coordinate IT project teams in your portfolio?

1

2

3

4

5

6

1 Define your portfolio scope and criteria

2 Establish a governance structure and process

3 Use a portfolio management tool or system

4 Foster collaboration and alignment among project teams

5 Review and adjust your portfolio regularly

6 Here’s what else to consider

IT Strategy

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