Rebalance Project Intake for Small Enterprise

Tip the scale of supply and demand in IT’s favor.


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Your Challenge

  • Small IT departments commonly face a project supply-demand imbalance: a limited supply of IT resources to address an ongoing excess of project demands.
  • This imbalance not only makes it difficult for IT leaders to prioritize high-value work, but it also contributes to poor project completion rates, over-allocated staff, and dissatisfied stakeholders.
  • Unless the business is willing to adequately resource IT to keep up with demands, it’s up to small IT leaders to find a solution that makes workloads more manageable and enables IT to focus on the most valuable initiatives.

Our Advice

Critical Insight

  • A simple yet disciplined approach to intake discipline represents the best opportunity for small IT leaders to reconcile the imbalance between supply and demand in order to ease IT workloads and improve project success rates.
  • Intake discipline doesn’t require a high degree of project portfolio management (PPM) rigor or formal approval from senior executives. You can start alleviating supply-demand pain points right away by introducing small increments of change to your workflow. You can introduce more layers of change and rigor as your capabilities evolve and workloads become more balanced.

Impact and Result

  • Streamline the intake workflow into a single funnel to protect your team against over-allocation and enable better portfolio oversight into work in progress.
  • Improve stakeholder relations by setting realistic expectations for the lifecycle of each request and providing increased transparency into IT’s processes.
  • Align prioritization with available resource capacity in order to drive the throughput of the highest value requests.

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Get to Action

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should implement disciplined intake practices, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.

  1. Develop the workflow

    Adopt an intake workflow appropriate to the IT department’s capacity.

  2. Prioritize the work

    Develop prioritization practices that will enable IT to focus on the most valuable work and leave the rest behind.

Guided Implementation icon Guided Implementation

This guided implementation is a seven call advisory process.

    Guided Implementation #1 - Develop the workflow

  • Call #1: Scoping call

  • Call #2: Review intake funnel options and choose the best for your team

  • Call #3: Establish an efficient and productive triage process

  • Call #4: Develop a strategy for tracking high-level resource allocations

  • Guided Implementation #2 - Prioritize the work

  • Call #1: Establish an effective prioritization scorecard

  • Call #2: Configure the Project Intake and Prioritization Tool

  • Call #3: Determine the value reclaimed through optimized processes

Onsite Workshop

Module 1: Develop an Optimized Intake Workflow

The Purpose

  • Identify and map project sources.
  • Establish an effective triage process for project requests.
  • Develop a view of available capacity to keep approval and prioritization constrained to that which is achievable.

Key Benefits Achieved

  • A centralized intake workflow that fosters collaboration between sponsors and the PMO.
  • An appropriate request follow-up process that sets realistic expectations for stakeholders.
  • A simple methodology for tracking resource allocations at a high level.

Activities: Outputs:
1.1 Undergo a PPM needs assessment
  • Current state picture of your PPM capabilities
1.2 Review and configure request form
  • A customized request form with the right amount of friction for your organization
1.3 Establish an optimized intake workflow
  • A PPM triage process that effectively informs requests forward
1.4 Develop lightweight methods for tracking resource availability
  • A resource management strategy for aligning approvals with available capacity

Module 2: Prioritize New Requests to Drive Portfolio Throughput

The Purpose

  • Determine the appropriate steps in a progressive prioritization process for your organization.

Key Benefits Achieved

  • An effective cadence for prioritization to help ensure your efforts are always aligned with the highest value priorities.

Activities: Outputs:
2.1 Establish an approval and prioritization scorecard
  • Approval and prioritization scorecard
2.2 Define prioritization cadence, stage gates, and authority rights
  • Detailed steps in the prioritization process for who is responsible for what, and when they’re responsible for it
2.3 Pilot the workflow using Info-Tech’s tools and templates
  • A customized tool for tracking and prioritizing new requests

Workshop Icon Book Your Workshop

Onsite Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn’t enough, we offer low-cost onsite delivery of our Project Workshops. We take you through every phase of your project and ensure that you have a road map in place to complete your project successfully.

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