Project Management

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Topics: Communications Management, Portfolio Management, Resource Management
Project_Human Resourced Capacity Planning
Hi PMO Practioners
Can you share what kind of tools & technique with example
how to prioritized project that conflict with existing human resources operational... (matrix organizations)
each sponsor think their project its top priorities for organization

Thank You :)
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Andrianus -

This is a pretty typical problem in companies where the leadership team hasn't defined or doesn't follow criteria for selecting and prioritizing projects.

The first thing is to get an agreement from leadership to NOT start more projects at one time than can be optimally staffed. Once you get an agreement on that, the next step would be to work with the leadership team to help them define selection & prioritization criteria and a process for processing intake requests and for evaluating and adjusting the portfolio.

All of this is covered in most portfolio management references - you could start with PMI's standard for portfolio management...

Kiron
...
1 reply by Andrianus Toar Pradaya Lonteng
Aug 16, 2022 4:23 AM
Andrianus Toar Pradaya Lonteng
...
Hi kiron
what do you think about roles sponsor and project manager.. di some organizations
in my organizations right now leadership team (head Dept) roles as sponsor ... but they have their roles just because their position level, so their team have a "Pain" to be roles as Project Manager

1 Person can handle 5-7 project as project manager in matrix organizations
Here are the links to the insightful discussions on the topic:

https://www.projectmanagement.com/discussi...that-they-like-

https://www.projectmanagement.com/discussi...-year-roadmap--

https://www.projectmanagement.com/articles...ost-of-strategy
...
1 reply by Andrianus Toar Pradaya Lonteng
Aug 16, 2022 12:11 AM
Andrianus Toar Pradaya Lonteng
...
Hi maria
thanks for share
Adrianus,

yes, Kiron is right.

I would add that matrix organizations have the conflict potential built in. So it is to be expected to see negotiations between function leaders about priorities of projects, resources or support. As you will have no power, your role can be mainly be facilitating. Do not accept responsibility for something you do not have the resources for.

Even if you get some power derived from an agreed process, powerful executives tend to feel exempted from it (we call it pet projects). One way to mitigate this is to bring them in one room and call out the remaining gaps.

Thomas
...
1 reply by Andrianus Toar Pradaya Lonteng
Aug 15, 2022 10:09 PM
Andrianus Toar Pradaya Lonteng
...
hi thomas
noted for your : "Do not accept responsibility for something you do not have the resources for"

based on your best practices or history
how much time that matrix organization can spend for project?
or maybe .. there is calculation that i can use ?
Currently, if we had a PMO, it would be me. Much like the last two companies I worked for we are tool-light, focusing on the conversations, instead. This involves getting together with the key stakeholders and line managers to discuss upcoming projects and resource needs, occasionally reprioritizing projects to alleviate conflicts between resource availability and business need. You need to have your projects tied to company strategies to reduce the amount of debate when reprioritizing projects, otherwise it's all just gut feel and you get HiPPO decisions.

Spreadsheets, slide decks, and gantt charts did make their way into the discussion, but I have yet to work for a company that estimates and tracks hours, at the project task level, far enough into the future to make forecasting with a tool feasible.
Aug 15, 2022 1:02 PM
Replying to Thomas Walenta
...
Adrianus,

yes, Kiron is right.

I would add that matrix organizations have the conflict potential built in. So it is to be expected to see negotiations between function leaders about priorities of projects, resources or support. As you will have no power, your role can be mainly be facilitating. Do not accept responsibility for something you do not have the resources for.

Even if you get some power derived from an agreed process, powerful executives tend to feel exempted from it (we call it pet projects). One way to mitigate this is to bring them in one room and call out the remaining gaps.

Thomas
hi thomas
noted for your : "Do not accept responsibility for something you do not have the resources for"

based on your best practices or history
how much time that matrix organization can spend for project?
or maybe .. there is calculation that i can use ?
...
1 reply by Thomas Walenta
Aug 16, 2022 2:23 AM
Thomas Walenta
...
Adrianus,

duration for projects varies for different reasons. Matrix organizations should explore longer durations than projectized organizations, as multitasking for people is higher and aligning people between projects and operations takes effort and time and is prone to mistakes. A fulltime staff on a project does not have these problems, but might have others.

In general, matrix organizations try to maximize utilization of scarce resources, but systems thinking tells us that if you optimize elements of a system, you will not get an optimal system.

Thomas
Aug 15, 2022 12:38 PM
Replying to Maria Hrabikova
Hi maria
thanks for share
Aug 15, 2022 10:09 PM
Replying to Andrianus Toar Pradaya Lonteng
...
hi thomas
noted for your : "Do not accept responsibility for something you do not have the resources for"

based on your best practices or history
how much time that matrix organization can spend for project?
or maybe .. there is calculation that i can use ?
Adrianus,

duration for projects varies for different reasons. Matrix organizations should explore longer durations than projectized organizations, as multitasking for people is higher and aligning people between projects and operations takes effort and time and is prone to mistakes. A fulltime staff on a project does not have these problems, but might have others.

In general, matrix organizations try to maximize utilization of scarce resources, but systems thinking tells us that if you optimize elements of a system, you will not get an optimal system.

Thomas
Aug 15, 2022 11:47 AM
Replying to Kiron Bondale
...
Andrianus -

This is a pretty typical problem in companies where the leadership team hasn't defined or doesn't follow criteria for selecting and prioritizing projects.

The first thing is to get an agreement from leadership to NOT start more projects at one time than can be optimally staffed. Once you get an agreement on that, the next step would be to work with the leadership team to help them define selection & prioritization criteria and a process for processing intake requests and for evaluating and adjusting the portfolio.

All of this is covered in most portfolio management references - you could start with PMI's standard for portfolio management...

Kiron
Hi kiron
what do you think about roles sponsor and project manager.. di some organizations
in my organizations right now leadership team (head Dept) roles as sponsor ... but they have their roles just because their position level, so their team have a "Pain" to be roles as Project Manager

1 Person can handle 5-7 project as project manager in matrix organizations
...
1 reply by Kiron Bondale
Aug 16, 2022 9:12 AM
Kiron Bondale
...
If your organization has project work as an ongoing things as opposed to some companies where project work is rare, then it would make sense to define some criteria to help identify which projects would benefit from a "real" PM rather than someone who is juggling PM work with their other "normal" work.

And even though your leaders might play the role of a sponsor, do they have the capacity to really do that role justice?

Kiron
I do agree with Kiron. With top management support, you should develop a list of factors and prioritize the projects based on them.
Aug 16, 2022 4:23 AM
Replying to Andrianus Toar Pradaya Lonteng
...
Hi kiron
what do you think about roles sponsor and project manager.. di some organizations
in my organizations right now leadership team (head Dept) roles as sponsor ... but they have their roles just because their position level, so their team have a "Pain" to be roles as Project Manager

1 Person can handle 5-7 project as project manager in matrix organizations
If your organization has project work as an ongoing things as opposed to some companies where project work is rare, then it would make sense to define some criteria to help identify which projects would benefit from a "real" PM rather than someone who is juggling PM work with their other "normal" work.

And even though your leaders might play the role of a sponsor, do they have the capacity to really do that role justice?

Kiron

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