Portfolio Performance Flow Meeting

Purpose: To provide a regular forum for Portfolio Leaders and key stakeholders to review the health and flow of value delivery across the portfolio by analyzing trends in key metrics: Burndown, Throughput, and Cycle Time. This meeting aims to identify patterns, potential bottlenecks, and areas for improvement at the portfolio level to optimize delivery and predictability.

Who Attends:

• Portfolio Leaders: (e.g., Heads of Portfolio, Portfolio Managers, Program Directors) - Responsible for understanding and acting on the performance trends within their respective areas.

• PMO Representatives: To present the data, facilitate the discussion, and track actions.

• Relevant Functional Leads: (e.g., Head of Engineering, Head of Product) - To contribute insights and address systemic issues impacting flow.

• Data Analysts (Optional): May be present to provide deeper analysis and context to the metrics.

Frequency & Duration: Monthly or Bi-monthly (depending on the portfolio's release cadence and complexity). Timeboxed to 60-90 minutes.

Facilitator: Typically a member of the PMO or a designated Portfolio Leader. The facilitator ensures the meeting stays focused on trend analysis and actionable insights.

Preparation (Before the Meeting):

• PMO/Data Analyst:

  • Gather and prepare portfolio-level trend data for Burndown (at feature or epic level), Throughput (number of features/epics delivered per period), and Cycle Time (average time to deliver a feature/epic).

  • Visualize the data in clear and concise charts and graphs showing trends over time (e.g., last 3-6 months).

  • Identify any significant deviations, patterns, or outliers in the data.

  • Prepare a brief summary of key observations and potential areas for discussion.

• Portfolio Leaders:

  • Review the pre-circulated data (if provided) for their respective portfolios.

  • Come prepared to discuss potential reasons for observed trends and any planned or needed actions.

Meeting Agenda:

1. Welcome and Objectives (5-10 minutes):

   • Facilitator welcomes attendees and reiterates the purpose of the meeting: to review portfolio performance flow using Burndown, Throughput, and Cycle Time trends, identify insights, and agree on any necessary actions.

2. Review of Portfolio Burndown Trends (20-25 minutes):

   • Presentation (PMO/Data Analyst): Present aggregated burndown charts at the portfolio level (potentially segmented by strategic themes or major programs). Highlight trends in scope completion against planned timelines.

   • Discussion:

     • Are we consistently burning down scope as expected across the portfolio?

     • Are there any portfolios or programs showing significant deviations (faster or slower burn)? What are the potential reasons?

     • Are there patterns of scope creep or late additions impacting the burndown?

     • What adjustments, if any, might be needed at the portfolio level based on these trends?

3. Review of Portfolio Throughput Trends (20-25 minutes):

   • Presentation (PMO/Data Analyst): Present charts showing the trend of feature/epic throughput (number delivered per month/bi-month) across the portfolio and potentially segmented by strategic themes or major programs.

   • Discussion:

     • Is our overall delivery throughput trending upwards, downwards, or remaining stable?

     • Are there significant variations in throughput across different portfolios or programs? Why might this be?

     • Are there any identifiable factors (e.g., team composition changes, process improvements) that correlate with changes in throughput?

     • What portfolio-level initiatives could be implemented to improve overall throughput?

4. Review of Portfolio Cycle Time Trends (20-25 minutes):

   • Presentation (PMO/Data Analyst): Present charts showing the trend of average cycle time for feature/epic delivery across the portfolio and potentially segmented by strategic themes or major programs.

   • Discussion:

     • Is our average cycle time increasing, decreasing, or remaining stable?

     • Are there significant differences in cycle time across different portfolios or programs? What might be contributing to longer cycle times in specific areas?

     • Are there recurring bottlenecks or delays in our delivery process that are impacting cycle time?

     • What portfolio-level actions can we take to reduce cycle time and improve flow?

5. Cross-Cutting Themes and Action Planning (10-15 minutes):

   • Facilitated Discussion: Identify any common themes or patterns emerging from the review of all three metrics.

   • Action Planning: Agree on 1-3 key actionable steps at the portfolio level to address identified issues or capitalize on positive trends. Assign owners and target completion dates for these actions.

6. Wrap-up and Next Steps (5 minutes):

   • Facilitator summarizes key insights and agreed-upon action items, owners, and due dates.

   • Briefly preview any specific areas of focus for the next meeting.

Facilitator Responsibilities:

• Schedule and Communicate: Ensure the meeting is scheduled and the data is distributed in advance.

• Time Management: Keep the meeting focused and adhere to the timebox for each section.

• Guide the Discussion: Encourage analysis of trends and the identification of root causes and potential solutions.

• Ensure Actionable Outcomes: Drive the conversation towards concrete action items with clear ownership.

• Capture Actions and Decisions: Clearly document all agreed-upon actions, owners, and due dates.

• Follow Up: Track the progress of action items and report back in subsequent meetings.

Tips for Success:

• Focus on Trends, Not Just Point-in-Time Data: The goal is to understand the direction of travel and identify patterns.

• Encourage Open and Honest Discussion: Create a safe space for Portfolio Leaders to share challenges and insights.

• Be Data-Driven: Base discussions and decisions on the presented metrics.

• Look for Systemic Issues: Identify underlying process or organizational factors contributing to the trends.

• Prioritize Actionable Insights: Focus on identifying concrete steps that can be taken to improve flow.

• Keep it High-Level: Avoid getting bogged down in the details of individual projects.

• Regular Cadence: Consistent meetings allow for the tracking of progress and the impact of implemented changes.

What to Avoid:

• Blaming Individual Teams: Focus on portfolio-level trends and systemic improvements.

• Ignoring Negative Trends: Address concerning patterns proactively.

• Lack of Follow-Through on Actions: Ensure agreed-upon actions are implemented.

• Data Overload Without Analysis: Focus on presenting clear and relevant data with insightful analysis.

• Turning into a Status Report: This meeting is about performance flow analysis, not individual project status updates.

By implementing this guide, your organization can establish a valuable rhythm for understanding and optimizing portfolio performance flow, leading to more predictable delivery, faster time-to-market, and ultimately, greater value realization.