X - Biannual Cycle
Y - Monthly Cycle
Z - Daily Cycle
X3 - Conduct a focused communication
What
This is the time to send a message to everyone in the organization with the following content:
- A simplified copy of the Value Generation Matrix along with a short description
- A short report of the benefits realized from finished programs and projects (if not done in program or project levels such as in activity G03 of P3.express)
Why
This focused communication has multiple advantages, including:
- Everyone stays informed of the programs and projects that are being run or will be run in the near future, which reduces conflicts and surprises and generates useful ideas from a larger audience.
- It reminds everyone that programs and projects are done to generate strategic value and that their activities should be aligned with the defined purpose and contribute to the generation of value.
Who
Focused communications in the portfolio management system are done by the portfolio manager.
How
This focused communication can be via email. A simplified version of the Value Generation Matrix can be attached to the email, or recipients can have limited access to viewing it in a centralized application. If some data on the matrix is confidential, ensure they’re not published to unauthorized individuals.
Alternatively, it can be turned into an organizational event, where everyone is gathered, the information is shared, and some extra exciting activities are added to celebrate the achievements and make it a pleasant experience for everyone.
If there are only a few active post-program and post-project cycles in the organization, their focused communications (e.g., activity G03 of P3.express) can be done in their layers. Otherwise, it’s usually best to bring their focused communications to the portfolio management layer and unify them to reduce the amount of communication and keep them more effective.
The portfolio manager should encourage recipients to share their opinions after receiving the message.
Remember that this communication targets a broad range of audiences in the organization. Therefore, keep it simple, short, and non-technical.