Project Portfolio Review Meeting

Start the workshop by welcoming all participants and facilitating introductions. Encourage participants to briefly share their roles and expectations for the portfolio review meetings.

Tips : Ensure everyone has a chance to speak during introductions. Use icebreaker questions to help break the ice and create a relaxed atmosphere.

Outcome : Participants feel comfortable and familiar with each other, setting a positive tone for the rest of the workshop.

Present an overview of the organization's project portfolio, including the current projects, their status, and alignment with strategic goals. Discuss the key metrics used to evaluate project performance.

Tips : Use visual aids such as charts or graphs to make the information more digestible. Encourage questions and discussions to ensure clarity.

Outcome : Participants have a clear understanding of the existing project portfolio and its alignment with organizational objectives.

Facilitate a discussion on prioritizing projects based on strategic objectives. Encourage participants to consider factors such as ROI, resource requirements, and alignment with organizational goals.

Tips : Use a prioritization matrix or voting system to involve all participants in the decision-making process. Ensure that the discussion remains focused on strategic objectives.

Outcome : Agreement on the priority order of projects based on strategic importance and resource availability.

Discuss resource allocation strategies and capacity planning to ensure that projects have the necessary resources for successful execution. Identify potential resource constraints and explore solutions.

Tips : Encourage open communication about resource availability and constraints. Consider using resource management tools to facilitate the planning process.

Outcome : A plan for allocating resources effectively across projects and addressing any capacity constraints.

Review project dependencies and interdependencies to identify potential risks and bottlenecks. Discuss strategies for managing dependencies and ensuring project success.

Tips : Encourage project managers to provide insights on dependencies. Use visual aids such as dependency maps to visualize complex relationships.

Outcome : Identification of project dependencies and a plan for mitigating risks associated with interdependencies.

Facilitate a decision-making process on new project proposals or changes to existing projects. Consider factors such as strategic alignment, resource availability, and potential impact on existing projects.

Tips : Encourage a structured decision-making process with defined criteria for evaluating new projects. Ensure that decisions are documented and communicated effectively.

Outcome : Clear decisions on whether to approve new project proposals or changes to existing projects, based on strategic considerations and resource constraints.