10.9 Failure to Communicate Progress and Wins

Clear and consistent communication is a cornerstone of any successful Application Portfolio Management (APM) initiative. However, many organizations fail to adequately communicate progress and celebrate wins during their APM journey. This lack of communication can lead to disengagement, resistance, and a loss of momentum among stakeholders. Regular updates and recognition of achievements are essential to build trust, maintain enthusiasm, and secure long-term buy-in for APM initiatives.

10.9.1 The Importance of Communication in APM

Effective communication serves several purposes in APM:

• Demonstrates Value: Communicating wins, such as cost savings or efficiency improvements, helps stakeholders understand the tangible benefits of APM.
• Builds Trust: Transparency about progress and challenges fosters trust between teams and leadership.
• Maintains Momentum: Sharing milestones keeps stakeholders engaged and motivated to support the initiative.
• Secures Ongoing Support: Regular updates ensure continued buy-in from executives and resource allocation for the APM program.

Without communication, stakeholders may perceive APM as a low-value or stagnant initiative, reducing their willingness to participate or support it.

10.9.2 Common Symptoms of Communication Failures

• Stakeholder Disengagement
  • Teams and leaders lose interest or stop actively participating in APM activities.
• Resistance to Change
  • Stakeholders may resist rationalization efforts if they do not understand the benefits or see progress.
• Loss of Momentum
  • The initiative slows down as enthusiasm wanes and priorities shift elsewhere.
• Missed Opportunities
  • Wins are not leveraged to demonstrate success or secure additional support, leading to limited scaling of APM efforts.
• Erosion of Credibility
  • The lack of visible progress may lead to skepticism about the effectiveness of the initiative.

10.9.3 Root Causes of Communication Failures

• Lack of a Communication Plan: Organizations often fail to establish a structured approach to updates and reporting.
• Overemphasis on Technical Details: Updates focus too much on technical aspects, alienating non-technical stakeholders.
• Unclear Metrics: Without clear KPIs, progress is difficult to quantify or communicate effectively.
• Infrequent Updates: Long gaps between updates leave stakeholders feeling disconnected or uninformed.
• Failure to Tailor Messages: Generic messaging fails to resonate with different stakeholder groups, such as business leaders, IT teams, or finance.

10.9.4 Strategies to Improve Communication

• Develop a Communication Plan
  • Define the audience, frequency, and channels for communication.
  • Include both formal updates (e.g., reports, dashboards) and informal touchpoints (e.g., team meetings, emails).
• Highlight Tangible Wins
  • Share specific achievements, such as cost savings, risk reduction, or process improvements, with relevant data.
  • Use storytelling to illustrate how APM has positively impacted the organization.
• Tailor Messages to Stakeholders
  • Customize updates based on the audience’s interests and priorities.
    • Executives: Focus on strategic outcomes, such as ROI and alignment with business goals.
    • Business Units: Highlight operational benefits, such as improved efficiency or user satisfaction.
    • IT Teams: Emphasize technical improvements, such as reduced complexity or enhanced security.
• Leverage Visual Tools
  • Use dashboards, charts, and infographics to present complex data in an accessible and engaging way.
  • Ensure visuals highlight key metrics, such as cost reductions, rationalized applications, and business alignment scores.
• Celebrate Milestones Publicly
  • Recognize team contributions and successes through organization-wide communications, such as newsletters or town halls.
  • Use these opportunities to reinforce the value of APM and generate enthusiasm.
• Provide Regular Updates
  • Schedule regular progress updates, such as monthly reports or quarterly presentations, to maintain transparency.
  • Include both high-level overviews and detailed insights to cater to different stakeholder needs.
• Incorporate Feedback Mechanisms
  • Solicit feedback from stakeholders on the effectiveness of communication efforts and adjust strategies accordingly.
  • Use surveys, focus groups, or informal discussions to gather input.
• Use Quick Wins to Build Momentum
  • Communicate early successes, such as the elimination of duplicate applications or reduced licensing costs, to build trust and momentum.
  • Position these wins as stepping stones toward larger strategic goals.
• Engage Leadership in Communication
  • Involve senior leaders in sharing updates and celebrating wins to signal the importance of APM to the organization.
  • Leadership advocacy can increase visibility and encourage participation across teams.
• Document and Share Lessons Learned
• Highlight challenges encountered and how they were addressed to demonstrate progress and resilience.
• Use these lessons to reinforce the organization’s commitment to continuous improvement.

10.9.5 Real-World Example

A global technology company initially struggled with stakeholder engagement during its APM rollout. Updates were infrequent, and progress was communicated using highly technical jargon that alienated business leaders. To address this, the organization:

1. Developed a structured communication plan with monthly updates tailored to different audiences.
2. Created visually engaging dashboards highlighting key metrics, such as cost savings and application rationalization rates.
3. Publicly celebrated quick wins, such as identifying $2 million in savings through license optimization.

These efforts improved engagement, boosted stakeholder confidence, and secured additional funding to scale the APM initiative across global business units.

10.9.6 Key Takeaways

• Regular and effective communication is critical to maintaining stakeholder engagement, building trust, and sustaining momentum in APM initiatives.
• Failing to communicate progress and wins can lead to disengagement, resistance, and diminished support for APM efforts.
• A structured communication plan, tailored messaging, and the use of visual tools can enhance the effectiveness of updates.
• Celebrating milestones and incorporating feedback reinforce the value of APM and ensure its continued success.

By prioritizing transparent and consistent communication, organizations can keep stakeholders aligned, motivated, and supportive throughout the APM journey, paving the way for long-term success.