Securing approval for an Application Portfolio Management (APM) initiative is a significant milestone, but the real challenge lies in maintaining momentum and translating the business case into action. Successfully building and sustaining momentum ensures that the APM initiative achieves its intended outcomes, engages stakeholders, and lays the groundwork for continuous improvement.
5.12.1 Key Goals for Building Momentum
- Start Strong: Create early successes that validate the business case and build confidence among stakeholders.
- Sustain Engagement: Keep stakeholders informed, involved, and aligned with the initiative’s goals and progress.
- Establish a Long-Term Vision: Shift the focus from a one-time project to a sustainable, evolving practice.
5.12.2 Steps to Build and Maintain Momentum
- Launch with a Clear Plan
- Develop a Detailed Roadmap: Break down the initiative into clear, actionable phases, such as application inventory, rationalization, governance setup, and continuous improvement.
- Set Realistic Timelines: Ensure the timeline is achievable to build credibility and avoid burnout.
- Communicate Early Successes
- Identify Quick Wins: Focus on initial efforts that deliver measurable results, such as eliminating redundant applications or optimizing licensing costs.
- Share Results Widely: Communicate these successes to stakeholders through reports, dashboards, or presentations to demonstrate progress.
- Engage Stakeholders Continuously
- Involve Stakeholders at Every Stage: Maintain regular communication with executives, IT teams, and business units to ensure alignment and buy-in.
- Leverage Champions: Identify and empower champions within the organization to advocate for APM and maintain enthusiasm.
- Track and Report Progress
- Set Clear Metrics: Use predefined KPIs to measure and report progress, such as cost savings, application utilization rates, or risk reduction.
- Use Dashboards and Visuals: Present data in a clear and engaging format to keep stakeholders informed and engaged.
- Celebrate Milestones
- Acknowledge Achievements: Publicly recognize key milestones, such as completing the application inventory or achieving the first round of rationalization.
- Reward Contributors: Celebrate the contributions of teams and individuals who play a critical role in the initiative’s success.
- Address Challenges Proactively
- Monitor Potential Roadblocks: Identify issues such as resistance to change, data quality problems, or resource constraints early on.
- Course-Correct Quickly: Implement mitigation strategies to keep the initiative on track, such as additional training or adjusted timelines.
- Align APM with Broader Initiatives
- Integrate with Strategic Goals: Ensure APM supports high-level organizational initiatives like digital transformation, cloud migration, or compliance efforts.
- Show Interdependencies: Demonstrate how APM complements other IT and business strategies to reinforce its importance.
- Invest in Governance and Sustainability
- Establish Governance Structures: Set up committees, roles, and processes to oversee and guide the APM initiative.
- Plan for Continuous Improvement: Build mechanisms for regularly updating the application inventory, reviewing governance policies, and refining processes.
- Maintain Executive Engagement
- Provide Regular Updates: Keep executives informed with concise reports highlighting progress, challenges, and next steps.
- Involve Executives in Milestone Events: Engage executives in celebrating achievements and communicating the initiative’s value to the organization.
- Reinforce the Value of APM
- Communicate Benefits: Regularly remind stakeholders of the tangible and intangible benefits of APM, such as cost savings, risk reduction, and improved agility.
- Share Success Stories: Highlight how APM has positively impacted specific departments, projects, or outcomes.
5.12.3 Best Practices for Sustaining Momentum
- Use Data to Drive Engagement
- Continuously measure and share results to demonstrate the ongoing value of APM.
- Use data-driven insights to inform decision-making and prioritize next steps.
- Foster a Culture of Collaboration
- Encourage cross-functional teams to work together, share insights, and align efforts around APM goals.
- Promote transparency and accountability through regular updates and open communication.
- Adapt to Organizational Changes
- Stay flexible and adjust the APM roadmap as the organization’s priorities, market conditions, or technologies evolve.
- Ensure APM remains relevant by integrating it with emerging business and IT strategies.
- Invest in Continuous Learning
- Provide ongoing training and resources to ensure stakeholders understand and support the APM initiative.
- Stay informed about industry trends and best practices to refine and improve the APM approach.
5.12.4 Examples of Building Momentum
- Technology Company: Early Wins and Communication
- Approach: A small APM pilot project focused on rationalizing a specific business unit’s applications, delivering $200,000 in savings within six months.
- Outcome: The team shared results with leadership and expanded the initiative organization-wide, with strong executive support.
- Healthcare Provider: Stakeholder Engagement
- Approach: The organization formed a cross-functional governance team to oversee the APM initiative and provided regular updates through dashboards and town hall meetings.
- Outcome: Continuous stakeholder involvement ensured alignment and maintained enthusiasm, resulting in significant improvements in IT efficiency.
- Retailer: Aligning with Strategic Goals
- Approach: The APM initiative was integrated into a broader digital transformation strategy, positioning it as a critical enabler of cloud migration and e-commerce growth.
- Outcome: By tying APM to strategic goals, the organization secured sustained funding and executive support.
5.12.5 Conclusion
Building momentum after approval is essential to transforming the APM business case into a successful initiative. By focusing on quick wins, continuous communication, stakeholder engagement, and alignment with organizational goals, organizations can maintain enthusiasm and ensure long-term success. APM is not just a one-time project—it’s a continuous journey that requires sustained effort, clear governance, and regular reinforcement of its value to the organization. By following these strategies, organizations can turn APM into a foundational practice that drives efficiency, innovation, and strategic alignment.
