After months of frustration with outdated project management tools, you finally decided to make the switch to a more robust, modern, and comprehensive PPM solution. The search was on.
You scoured the entire PPM vendor landscape, researched thoroughly, gathered team feedback, defined evaluation criteria, and weighed your options carefully. Finally, you found what looked like the perfect PPM solution. It promised everything: advanced resource management and project tracking, strategic alignment, comprehensive reporting, and AI capabilities.
At Winmill PPM, we understand this journey all too well. With over 800 successful implementations, we have seen firsthand the challenges and pitfalls that come with DIY PPM projects.
Your team successfully implemented the PPM solution in-house, and you were all set to transform the project portfolio management landscape for good.
The ship finally set sail, and the team was excited. Everything ran smoothly until the first wave hit the deck. Cracks started to appear.
The new tool did not integrate well with your old systems, and customization was a challenge. Small issues arose—data was inconsistent, and the analytics were off. Resource problems drove up costs, slowed productivity, and pushed deadlines back.
The key to overcoming these hurdles lies in anticipating them!
If you are considering a DIY PPM implementation and have not experienced these challenges yet, that’s great news! It means you still have time to prevent the above from happening. Today, we will help you do just that.
In this blog, we outline the most common pitfalls the majority of DIY implementations often encounter (and fall prey to). Then, we provide strategies to help you make quick course corrections at the implementation level that can help mitigate their impact. Read on:
Resource allocation and utilization problems are often the first warning signs of poorly constructed PPM implementations.
Resource issues become apparent when overburdened teams struggle to meet deadlines. Lack of productivity and resource constraints can quickly degrade project quality, delay project timelines, or even cancel projects. Adding additional resources is often the automatic response, but it turns out to be counterproductive, increasing costs and creating new imbalances.
Uncontrolled project growth is a slow burn that may seem harmless initially but eventually grows into a smoldering heat that ignites a fire.
While the projected growth may seem ideal initially, the momentum soon spirals into a tangled mess that cannot be controlled or managed. Resource constraints, cost overruns, increased errors, and reduced agility are common symptoms of uncontrolled, which, over time, chokes and derails the portfolio management.
Weak project selection criteria and insufficient portfolio oversight are two primary reasons for uncontrolled project growth. The absence of formal approval processes and lack/bypass of rigorous evaluation further exacerbate the problem and accelerate the expansion.
Inconsistent data formats, poor data quality, standardized reporting gaps, and slow data processing often lead to decision-making delays, which is a competitive disadvantage today.
Decisions based on intuition rather than data trigger second-order problems that lead to suboptimal resource allocation, missed opportunities, and increased project risk. Delayed decision-making also drives up project costs (resource inefficiencies) and reduces an organization’s ability to adapt to market changes.
While there are many pitfalls in DIY PPM implementation, resource allocation challenges, uncontrolled project growth, and delayed decision-making are the most common and dangerous, as they trigger a domino effect that triggers and exacerbates more significant problems.
They are particularly critical not only because they can cause significant damage but also because they can be rapidly addressed through effective PPM implementation. Unfortunately, DIY PPM approaches often miss this opportunity and end up in a similar predicament outlined at the beginning of this article.
Moreover, these challenges are often interconnected, creating a domino effect. Fixing one issue might trigger another, leaving you in constant firefighting mode. Effectively addressing these problems and avoiding potential pitfalls requires a comprehensive implementation approach.
Unless you enjoy constantly anticipating and solving new challenges, partnering with an expert PPM implementation service is the best approach to avoid these pitfalls.
Project portfolio management (PPM) is akin to navigating a treacherous ocean, a vast expanse filled with formidable challenges, unpredictable storms, and hidden creatures. Setting sail with only knowledge of the ship (business and its requirements) and the destination (goals) is a recipe for disaster, a fate shared by many DIY PPM implementations.
A successful voyage demands intimate knowledge of the rough seas, unpredictable weather patterns, and strategic foresight. An experienced PPM implementation service, like a skilled shipbuilder, understands the potential pitfalls & treacherous waters you might encounter to build the perfect PPM foundation that helps you achieve your goals.
As North America's leading PPM implementation experts, Winmill PPM is a trusted partner that has helped hundreds of businesses transform their PPM with our expert implementation services.
Our best practices, honed through more than 800 PPM engagements, form a living knowledge base that harnesses the power of PPM solutions. This enables us to successfully align organizations' goals, strategies, and portfolios.
Ready to confidently navigate the complexities of PPM implementation? Learn more about our award-winning implementation services here or schedule a consultation to discuss your specific needs.