Project Portfolio Management Best Practices

by | Nov 9, 2023 | Blog Post

In the fast-paced world of modern business, managing and prioritizing projects and programs can be a challenging task. From resource constraints to ever-evolving strategic goals, organizations face a multitude of hurdles. This is where Project Portfolio Management (PPM) comes into play, providing a structured approach to tackle these challenges effectively. PPM encompasses a set of best practices and processes that help align projects with strategic objectives, make informed decisions, and optimize resource allocation. In this blog post, we’ll delve into the key principles and processes of PPM to help you harness its potential for your organization’s success.

Unveiling the PPM Basics

Strategic Alignment

Strategic alignment is the bedrock of effective PPM. It entails ensuring that every project and program within the portfolio directly contributes to your organization’s strategic objectives. What’s more, this alignment shouldn’t be a one-off effort; it’s an ongoing process that needs to remain adaptable to changing business priorities. Regular reviews and adjustments are essential to keep your portfolio on track with your strategic objectives.


To make informed decisions about project investments, prioritization is vital. It involves establishing a clear process based on criteria such as return on investment (ROI), strategic value, and risk. Each project’s potential impact on the overall portfolio should be evaluated, allowing you to allocate resources where they’ll have the most significant impact.

Resource Management

Resource allocation is a critical factor in PPM success. Effective resource management entails optimizing resource allocation to strike a balance between capacity and demand. Identifying resource constraints and proactively addressing them ensures resources are used efficiently and projects aren’t hampered by delays.

Risk Management

PPM requires a comprehensive approach to risk management, both at the project and portfolio levels. Risk assessments should be conducted for each project, and contingency plans developed to mitigate potential issues. By managing risks systematically, you can minimize disruptions and avoid portfolio-level setbacks.


Implementing a robust governance structure is essential for PPM. This structure defines roles, responsibilities, and decision-making processes. Regular reviews and reporting on the portfolio’s performance ensure that stakeholders are informed and can actively contribute to decision-making processes.

Navigating Through PPM Processes

Effective PPM relies on well-defined processes to streamline the selection, management, and evaluation of projects and programs within your portfolio.

Demand Management

Demand management involves capturing, evaluating, and prioritizing project requests. To align new demands with strategic objectives and available resources, organizations must establish a structured process for collecting and assessing project proposals.

Portfolio Selection

Portfolio selection is the process of evaluating and selecting projects based on predefined criteria. Decision matrices or scoring models can be employed to make objective selections. By using these tools, organizations can ensure that projects align with their strategic goals and resource capacities.

Resource Allocation

Resource allocation is a dynamic process in PPM, requiring organizations to allocate resources to projects based on strategic priorities. Continuous monitoring of resource usage is essential, allowing organizations to adjust allocations as necessary to meet changing demands.

Performance Monitoring

To ensure the success of the portfolio, organizations need to establish key performance indicators (KPIs) for projects and the overall portfolio. Regular tracking and reporting on project and portfolio performance help identify areas that require attention and adjustments.

Risk Management

As previously mentioned, PPM should incorporate a robust risk management process. Organizations should continually assess risks at various levels of the portfolio and develop strategies to mitigate potential issues. Monitoring risk exposure is essential to avoid costly setbacks.

Change Management

Change is inevitable, and organizations must adapt to changes in strategy, technology, and market conditions. A flexible and responsive portfolio is critical to address these changes effectively. PPM should include a mechanism for evaluating and accommodating change without disrupting ongoing projects.

Leveraging PPM Tools

To implement and manage PPM effectively, organizations need suitable tools to streamline processes, provide insights, and make data-driven decisions.

Project Management Software

Project management software is crucial for managing individual projects efficiently. It assists project managers in planning, executing, and monitoring their projects. To enhance PPM, these tools should be integrated with dedicated PPM software to provide a centralized view of the portfolio.

PPM Software

Dedicated PPM software offers a comprehensive view of the entire portfolio. These tools often come with features such as reporting, analytics, and what-if analysis, enabling organizations to make data-driven decisions and forecast project outcomes with greater accuracy.

Data Analytics

Data analytics plays a significant role in PPM. Organizations can utilize data analysis to identify trends, patterns, and performance insights. By leveraging data, organizations can make informed decisions and continuously improve their portfolio management strategies.

Reaping the Rewards of PPM Best Practices

Implementing the best practices outlined above leads to several significant benefits for organizations:

1. Improved Strategic Alignment

Efficient PPM ensures that every project is aligned with the organization’s strategic goals, reducing the likelihood of misallocated resources and misaligned efforts.

2. Enhanced Decision-Making

By following PPM best practices, organizations have a comprehensive understanding of their project portfolio, enabling them to make informed and data-driven decisions that maximize ROI.

3. Efficient Resource Utilization

PPM helps organizations optimize resource allocation, preventing over-commitment and resource constraints that can hinder project success.

4. Risk Mitigation

Robust risk management processes within PPM allow organizations to proactively identify and address potential issues, reducing the impact of unforeseen challenges.

5. Stakeholder Transparency

Effective PPM provides stakeholders with transparency into project progress and performance, fostering trust and collaboration.

Overcoming PPM Challenges

While PPM best practices offer numerous advantages, they are not without challenges:

Resistance to Change

Resistance to change is a common hurdle when implementing PPM best practices. Organizations can address this by developing effective change management strategies and communicating the benefits of PPM to all stakeholders.

Data Quality

To ensure that PPM operates effectively, organizations must invest in data governance and quality control. This involves maintaining accurate, reliable, and up-to-date data to support decision-making processes.

Organizational Silos

Organizational silos can hinder PPM efforts. Encouraging cross-functional collaboration and communication can break down these silos and promote a more cohesive approach to portfolio management.

Evolving Technology

The field of PPM and associated tools is continually evolving. Organizations should stay informed about the latest PPM tools and technologies to ensure they remain competitive and effective in their portfolio management practices.


In conclusion, Project Portfolio Management is an indispensable discipline that can significantly impact an organization’s ability to achieve its strategic objectives. By implementing the best practices outlined in this blog post, organizations can streamline their project portfolios, maximize returns, and adapt to changing market conditions. In today’s competitive landscape, effective PPM is a key driver of success, enabling organizations to navigate challenges and make the most of their project investments. Embracing PPM best practices can be the catalyst for your organization’s growth and success.

Related Reading:

What are the Benefits of Product Portfolio Management?

Product Portfolio Management as a Business Process

The Value of a PPM Central Data Repository

What are the Seven Key Elements Required for Successful Strategy Realization?

Flexible real-time reporting and analysis built-in

GenSight’s interactive reports and charts deliver rich and focused information on all projects in the portfolio.   GenSight charts and reports are fully configurable.  Reports can include any combination of KPIs, financial, categorization and status type information. Chart types available include portfolio bubble chart, waterfall, pie chart, line, bar, Gantt, pipeline chart and many others.

Value versus risk
Value versus risk trade off

Charts and reports are interactive, generated on demand and calculated in real time using the latest version of data. The following features are included:

  • Flexible structure – supports hierarchical breakdown amongst programs, strategies, projects, resources etc.
  • Flexible content – financials, scorecard ratings, priority ranking, resource information, dates, status, categorizations, narrative text etc.
  • Flexible appearance – configurable style sheets to control colors, fonts, and appearance.
  • Multi-dimensional data handling – e.g., Resource required by resource type, by project, by time period.
  • Online Analytical Processing (OLAP) capabilities – Flexible grouping and aggregation with real time calculations to rollup analysis by any categorization dimension.
  • Slice and dice capability – Powerful search and filtering features enable users to interactively control report content, with OLAP analysis and aggregation driven on demand.
  • History rollback – to report on data and forecasts at any chosen point in the past.
  • Export to Excel, and formatted export to Word templates to produce narrative report on selected listings of projects, resources or programs.

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