Project Portfolio Meetings

Keeping project portfolio stakeholders properly informed is key to achieving success. Apart from regular portfolio reporting there should be regular Portfolio Meetings with both, internal representation to discuss the overall status, and with external representation to discuss their part in the portfolio. When designing these meetings, consider that directing the portfolio of a project involves three parties:

Business Executive
The product(s)/deliverable(s) of the projects should meet the business needs, that is, the project should give value for money. There should, therefore, be representation from the business viewpoint to ensure that these two prerequisites exist.

Senior User
The user presence is needed to specify the desired outcome of the project, and to ensure that the project delivers it. Remember, there will be an individual, group or groups for whom some or all of the following will apply:

  • They will use the final product
  • The product will achieve an objective for them
  • They will use the end result to deliver benefits
  • They will be impacted by the project outcome.


Senior Supplier
The creation of the end product will need resources with certain skills. The final product will need representation from the supplier(s) and may need to use both in-house and external supplier teams to construct the final outcome.

Meeting overview

 

External Objective Frequency Attendants
TIER 1 Strategic and executive portfolio review Monthly Portfolio Manager
Senior Account manager
Business Process Owners
TIER 2 Tactical and operational project review Bi-Weekly
Portfolio Manager
Project manager(s)
Process Users
Supplier Representative

 

Internal Objective Frequency Attendants
TIER 1 Strategic and executive portfolio review Monthly
Portfolio Manager
HR manager
Business Process Owners
TIER 2 Tactical and operational project review Bi-Weekly
Portfolio Manager
Project manager(s)