24 June 2024 

EMBER approach, wise twist in choosing a right PPM tool

Selecting the ideal (Portfolio, programs and Project Management) PPM tool is a well-trodden topic, replete with reviews, lessons learned, and strategies. As we navigate the digital age, various PPM tools and configurations emerge. Amidst this vibrant market, making the right choice becomes increasingly challenging. We aim to offer a fresh perspective that enhances existing guidelines and methods. We aim to deepen your appreciation of your current environment, enabling you to integrate a new PPM tool or feature into it seamlessly.

PMO professionals, PMO advisors, and PMO consultants often serve as the primary catalysts for PPM tool implementation. Employing the EMBER approach ensures your business case aligns closely with reality.

E: Empower, M: Maximise, B: Balance, E: Educate and R: Recognise

1. The Imperative Balance: Effort vs. Accuracy

In the intricate dance of project and portfolio management (PPM), the spotlight often shines on the quest for the most sophisticated tools. When asked if advanced PPM tools are necessary for effective management and clear visibility into portfolios, a resounding' yes' echoes through the halls of businesses. Yet beneath this surface-level query lies a more nuanced consideration: the delicate interplay between effort and accuracy. 

Answering the question: "For how much accuracy, how much effort is required?"

Achieving high accuracy often demands considerable effort. Precision typically escalates with increased diligence and resources. However, diminishing returns may occur. It's crucial to balance the two for optimal results.

Balancing accuracy and effort is crucial:

• It helps the budget calculation for your PPM tool for populating the tool business case.
• It outlines necessary stakeholder involvement and actions for successful PPM tool deployment.
• It sets realistic expectations, clarifying that the new tool isn't an instant fix.
  

2. Maximizing Potential: It's Not Always About the New

Frequently, the allure of the new and shiny can distract from the untapped potential of existing resources. Rather than leaping to procure the latest PPM tool, one should first examine how to harness the capabilities at hand fully. Consistency and user engagement are the twin pillars upon which the success of any tool rests. Before you set your sights on a new solution, pause and reflect on the willingness of your team to commit to the meticulous of data management process. The crux of the matter isn't so much the tool change itself but rather the sustainable effort users are prepared to invest.

Adopt a pragmatic approach by balancing the accuracy-effort ratio, ensuring users are prepared to exert the necessary effort with the new tool. Confirm that your existing technology infrastructure, despite being fully utilised, falls short of meeting your needs.

3. Beyond Features: Understanding Business Capability

The true power of a PPM tool is not encapsulated solely by its features but also by understanding the specific business needs it serves. Pinpointing the level of effort required to utilise a tool effectively is crucial. An advanced PPM tool, while impressive, only reaches its full potential when there is robust user engagement and trust. Thus, before diving into the investment of a new tool, take a step back to evaluate your business environment and the capability of your users. This strategic approach ensures that the tool aligns with both project management methodologies and the broader objectives it is intended to facilitate.

Ultimately, the triumph of a new PPM tool hinges on user proficiency. Success blooms when users embrace it willingly, fuelled by confidence in their skills, comprehensive training, and a clear understanding of its purpose.

4. Analysing Your Audience: Customers and Users

When considering a PPM tool, it's vital to study two main groups:

• The PPM Tool Customers: These are the decision-makers who will ultimately fund the acquisition. Understand their expectations, the precision they seek, and their readiness to embrace the organisational transformation that comes with a new tool.
• The PPM Tool Users: This group encompasses project managers, program managers, and teams who will be hands-on with the tool daily. Gauge their capacity to engage with the system and their ability to address critical "So-What" questions that arise from the data.

5. Empowerment Through Understanding

PPM tools transcend technical details, focusing on meeting business needs, enabling teams to make smart decisions, and setting realistic expectations for workload and data accuracy.

Conducting workshops with varied techniques is key to empowering users and customers and maximising PPM tool benefits. Organize these sessions considering the trade-off between accuracy and effort, appoint champions and leaders to collaborate with PMO, and drive change throughout the organization.

6. Striking the Right Chord: Finding the Balance