How to Convince Leadership that Project Portfolio and Resource Management are Worthwhile

From missed deadlines to overworked employees, resource bottlenecks, and poorly coordinated departments: it’s clear that Project Portfolio Management (PPM) and Resource Management (RM) are exactly what your organization is missing.

You want something to change, and you want to get everyone on the same page. You want more growth and efficiency, to build on already existing potential, to finally be able to ensure that planned resources are actually available, to be sure that priorities are set correctly, and that projects actually fit with the organization’s goals.

Is the C-suite worried that this would mean too much effort and too high costs? Are they skeptical of changes or just don’t have the full picture? In this blog post, we’ll give you everything you need to make sure you convince management of Project Portfolio and Resource Management’s importance!

In this article, we’ll show you:

• how to plan this discussion with management,
• how your superiors can gain insight by asking the right questions,
• and how to deliver visible results to higher-ups.

Planning the Discussion Correctly

The first step towards success is a well-planned meeting. Simply setting up an appointment with management and talking without a plan will definitely not convince them. But if you’re well prepared, management is more open to listen to you, and to take your suggestions seriously. In a carefully planned discussion, your management will notice that you know your way around the issue at hand – and that the topic is close to your heart. Just that fact makes your cause more convincing.

General Tips for Your Talk with Management::

• Take your time: this goes for your preparation as well as the actual conversation, because good things take time.
• Find the right time: many people are already booked weeks in advance. Set up a meeting with the relevant people as soon as possible.
• Good know-how: Be sure that you know the ins and outs of the topic. Be confident and show that you know what you’re talking about. Anticipate questions and counter-arguments, and prepare well-thought-out answers. For example, if management starts to think that implementing RM and PPM is too cost-prohibitive, you can let them know that optimally-utilized resources can save money in the long term.

Ask, Don’t Lecture

Even if you’re frustrated by the state of things in your organization: do not lecture management. Additionally, avoid criticizing the previous way of doing things. Lecturing and criticizing people can lead to them becoming defensive. Then, you don’t discuss existing problems – instead problems are denied or trivialized.

You should try to foster a positive attitude. Ask the right questions and set the right tone to convince your management of PPM and RM. So, instead of saying, “We only have problems right now!”, it would be better to ask something like, “how satisfied are you with the results we’re currently delivering?

Let Management Come to Their Own Conclusions

Asking the right questions is crucial – but not so easy. To this end, we’ve assembled a list of questions that should help your management recognize the importance of RM and PPM on their own.

Seeing Is Believing

Management reacts well to visible results. The problem? It can take six to 12 months before you see the full effects of PPM.

It’s important to build trust so that you can convince management. Accordingly, you should give your superiors tangible insights about how PPM and RM can positively change the organization. It’s best then to demonstrate the short, middle, and long-term benefits of RM and PPM for them.

In Summary

With the right methods, it’s possible to convince your managers of the importance of RM and PPM. Prepare the discussion well, and find the right time to have it. Avoid lecturing at your bosses; instead, ask thoughtful questions so that they can come to their own conclusions and be convinced of RM and PPM. Work with facts to create trust and to convince your leadership.