IT Project Management Lite

A quick start tool and guide to managing IT projects.


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If your organization designates people as “project managers” but doesn’t allocate time to project management duties, you are at risk of:

  • Cancelled and incomplete projects
  • Disgruntled project workers
  • Portfolio chaos

With a minimum-viable PMO strategy, organizations in this situation can attain:

  • Fair and achievable process for time-strapped project workers
  • The right balance of discipline and tools to drive projects to successful completion
  • Improved portfolio visibility

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.

Module 1: Preparation

The Purpose

  • Define goals and success criteria.
  • Finalize agenda.
  • Gather information: update project and resource lists (Info-Tech recommends using the Project Portfolio Workbook).

Key Benefits Achieved

  • More efficiently organized and executed workshop.
  • Able to better customize and tailor content to your specific needs.

Activities: Outputs:
1.1 Discuss specific pain points with regards to project manager allocations
  • Understanding of where efforts must be focused in workshop
1.2 Review project lists, tools and templates, and other documents
  • Assessment of what existing tools and templates may need to be included in zero-allocation workbook
1.3 Map existing strategies to Info-Tech’s framework
  • Revisions that need to be made based on existing strategies

Module 2: Make the Case and Assess Needs

The Purpose

  • Assess current state (including review of project and resource lists).
  • Discuss and analyze SWOT around project and portfolio management.
  • Define target state.
  • Define standards / SOP / processes for project and portfolio management.

Key Benefits Achieved

  • Gain perspective on how well your processes match up with the amount of time your project managers have for their PM duties.
  • Determine the value of the time and effort that your project teams are investing in project management activities.
  • Begin to define resource optimized processes for zero-allocation project managers.
  • Ensure consistent implementation of processes across your portfolio.
  • Establish project discipline and best practices that are grounded in actual project capacity.

Activities: Outputs:
2.1 Perform and/or analyze Minimum-Viable PMO Needs Assessment
  • Current state analysis based on Minimum-Viable PMO Needs Assessment
2.2 SWOT analysis
  • Overview of current strengths, weaknesses, opportunities and threats
2.3 Identify target allocations for project management activities
  • Target state analysis based on Minimum-Viable PMO Needs Assessment
2.4 Begin to define resource optimized processes for zero-allocation project managers
  • A refined Minimum-Viable Project and Portfolio Management SOP

Module 3: Establish Strategy

The Purpose

  • Select and customize project and portfolio management toolkit.
  • Implement (test/pilot) toolkit and processes.
  • Customize project manager training plan.
  • Evaluate and refine toolkit and processes as needed.

Key Benefits Achieved

  • Ensure consistent implementation of processes across your portfolio.
  • Establish project discipline and best practices that are grounded in actual project capacity.
  • A customized training session that will suit the needs of your project managers.

Activities: Outputs:
3.1 Customize the Zero-Allocation Toolkit to accommodate the needs of your projects
  • Customized Zero-Allocation Project Management Workbook
3.2 Test toolkit on projects currently underway
  • A tested and standardized copy of the workbook
3.3 Tweak project manager training to suit the needs of your team
  • A customized training session for your project managers (to take place on Day 4 of Info-Tech’s workshop)

Module 4: Train Your Zero-Allocation Project Managers

The Purpose

  • Communicate project and portfolio management SOP to Project Managers.
  • Deliver project manager training: standards for portfolio reporting and toolkit.

Key Benefits Achieved

  • Equip project managers to improve their level of discipline and documentation without spending more time in record keeping and task management.
  • Execute a successful training session that clearly and succinctly communicates your minimal and resource-optimized processes.

Activities: Outputs:
4.1 Project Manager Training, including communication of the processes and standard templates and reports that will be adopted by all project managers
  • Educated and disciplined project managers, aware of the required processes for portfolio reporting

Module 5: Assess Strategy and Next Steps

The Purpose

  • Debrief from the training session.
  • Plan for ongoing evaluation and improvement.
  • Evaluate and refine toolkit and processes if needed.
  • Answer any remaining questions.

Key Benefits Achieved

  • Assess portfolio and project manager performance in light of the strategy implemented.
  • Understanding of how to keep living documents like the workbook and SOP up to date.
  • Clearly defined next steps.

Activities: Outputs:
5.1 Review the customized tools and templates
  • Finalized workbook and processes
5.2 Send relevant documentation to relevant stakeholders
  • Satisfied and informed stakeholders
5.3 Schedule review call
  • Scheduled review call
5.4 Schedule follow-up call with analysts to discuss progress in six months
  • Scheduled follow-up call
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