Project Portfolio Management: A View From The Management Trenches

12.2. MEETINGS: KEEPING THE PROCESS GOING

Successful, ongoing PPM relies on regular, formal review meetings. It's critical that the business leadership actively supports and participates in these meetings as a visible sign of their ongoing commitment to the investment in time and effort that has already gone into creating it. Everyone in the organization needs to know that the processes they are following and the data they are collecting has to be current, accurate, and complete because it's actively used and relied upon in critical business decisions. A number of different types of review need to be established by the PMO, and each should have a clear structure, purpose, and guidelines. These three are considered essential:

• Toll gate review. Setting this up is a key part of implementing the PMO in the organization. However, once the initial enthusiasm has passed, this meeting needs to be established as a critical part of the formal approval process. Key business leaders should attend and vote on allowing projects to proceed through the tollgate or not. The PMO manages the preparation, ensuring that project managers complete the necessary documentation (use of standard templates will make it easier both to prepare the information and to allow participants to become familiar with the information they are being asked to review). During the meeting, the PMO facilitates the discussion and records all issues and decisions.

• Monthly portfolio reviews. It is critical for the PMO to get ...