Delivery Reimagined - Leaders Sync

Product Delivery Playbook >> Events >> Leaders Sync

Purpose: To provide a concise and efficient forum for Portfolio Leaders to share progress, highlight key risks/issues, discuss cross-portfolio dependencies, and ensure alignment on strategic priorities. This meeting is designed for information sharing and early identification of potential roadblocks, not for in-depth problem-solving.

Who Attends: Portfolio Leaders (e.g., Heads of Portfolio, Portfolio Managers, Program Directors). Key stakeholders may be invited as needed for specific topics.

Frequency & Duration: Daily or every other day (decided based on portfolio rhythm and needs). Strictly timeboxed to 15-20 minutes.

Facilitator: Typically the Head of Portfolio or a designated rotating leader. The facilitator ensures the meeting stays on track and within the timebox.

Structure (Round-Robin Format):

Each Portfolio Leader briefly answers the following questions:

What is the overall progress/status of your portfolio(s) since the last standup? (Focus on key milestones achieved, significant progress, or any major deviations from plan at a high level).
What are the key risks or issues impacting or potentially impacting your portfolio(s)? (Highlight new or escalating risks/issues that require visibility or potential cross-portfolio attention).
What are the key dependencies your portfolio(s) have on other portfolios, or what dependencies do other portfolios have on yours? (Focus on critical interdependencies that need coordination).
Are there any decisions or escalations needed from the group or the facilitator? (Clearly state any required actions or support).

Facilitator Responsibilities:

Start on Time: Ensure the meeting begins promptly.
Enforce Timebox: Gently but firmly keep each leader to their allocated time (e.g., 2-3 minutes per person). Use a timer if necessary.
Maintain Focus: Steer the conversation back to the core questions if it veers off-topic.
Identify Follow-Up Items: Note down any topics requiring further discussion or action outside of the standup.
Facilitate Escalations: Ensure necessary escalations are clearly identified and assigned.
Summarize Key Takeaways: Briefly recap any crucial decisions or actions at the end of the meeting.
Rotate Facilitation (Optional): Consider rotating the facilitator role to promote shared ownership and different perspectives.

Tips for Success:

Come Prepared: Portfolio Leaders should have a brief mental (or written) summary of their key updates.
Be Concise: Focus on the most critical information. Avoid deep dives or detailed explanations.
Focus on Portfolio-Level Concerns: Keep the discussion at a high level, relevant to the entire portfolio landscape.
Be Transparent: Clearly and honestly communicate progress, risks, and issues.
Listen Actively: Pay attention to updates from other Portfolio Leaders to identify potential synergies or conflicts.
Respect the Timebox: Be mindful of others and keep your updates brief.
Use Visual Aids (Optional): A shared dashboard or high-level portfolio roadmap can provide helpful context.
Follow Up Offline: Schedule separate meetings for in-depth discussions or problem-solving.
Regularly Review Effectiveness: Periodically assess if the standup is achieving its purpose and make adjustments as needed.

What to Avoid:

Detailed Project Status Updates: This meeting is not for individual project deep dives.
Problem Solving: Identify the problem, but schedule a separate meeting to resolve it.
Blaming or Finger-Pointing: Focus on facts and solutions.
Dominating the Conversation: Ensure everyone has an opportunity to speak.
Skipping Regularly: Consistent attendance is crucial for shared awareness.

Outcome of a Successful Portfolio Leaders Standup:

Shared awareness of the overall health and progress of the portfolio.
Early identification of cross-portfolio risks, issues, and dependencies.
Improved alignment on strategic priorities and potential conflicts.
Clear understanding of any required decisions or escalations.
Efficient use of leadership time.

Structure (Round-Robin Format):

Facilitator Responsibilities:

Tips for Success:

What to Avoid:

Outcome of a Successful Portfolio Leaders Standup:

Further reading;