When starting with Application Portfolio Management (APM), achieving early success is critical to gaining momentum, securing executive buy-in, and demonstrating the strategic value of the initiative. Quick wins provide tangible, measurable results within a short timeframe, building confidence among stakeholders and creating a foundation for long-term APM success. This section outlines actionable strategies to identify and implement quick wins that showcase APM’s value.
2.4.1. Why Quick Wins Are Essential
- Building Momentum:
Early successes demonstrate the feasibility and value of APM, encouraging stakeholders to support and prioritize the initiative. - Gaining Executive Buy-In:
Quick wins provide measurable results that resonate with decision-makers, helping secure additional resources and commitment. - Establishing Credibility:
Successful small-scale initiatives establish trust in the APM process, paving the way for broader implementation.
2.4.2. Identifying Low-Hanging Fruit
To achieve quick wins, organizations should focus on areas with the highest potential for immediate improvement. Key targets include:
- Redundant Applications:
- Identify and retire applications that serve the same purpose across different departments or teams.
- Example: Consolidating multiple project management tools into a single, enterprise-approved solution.
- Unused or Underutilized Licenses:
- Analyze usage data to identify applications with minimal adoption or underused features, and terminate unnecessary licenses.
- Example: Reducing costs by decommissioning unused software purchased during a previous expansion.
- Shadow IT:
- Uncover and evaluate unauthorized applications being used without IT oversight, then replace or integrate approved solutions.
- Example: Migrating teams using unsanctioned cloud storage tools to a secure, centralized platform.
- Aging Applications:
- Identify legacy systems with high maintenance costs and limited business value, prioritizing their retirement or replacement.
- Example: Phasing out an outdated payroll system in favor of a modern SaaS alternative.
2.4.3. Key Areas to Demonstrate Value
- Cost Savings:
- Calculate and report on savings achieved by eliminating redundant systems or reducing unused licenses.
- Improved Efficiency:
- Highlight operational improvements, such as reduced time spent on managing or troubleshooting unnecessary applications.
- Risk Reduction:
- Showcase how retiring unsupported or non-compliant applications mitigates security and compliance risks.
2.4.4. Practical Steps for Achieving Quick Wins
- Step 1: Conduct a Rapid Inventory Audit
- Begin with a high-level application inventory to identify obvious redundancies, unused licenses, and shadow IT systems.
- Use surveys, interviews, or lightweight discovery tools to gather initial data quickly.
- Step 2: Focus on High-Cost, Low-Value Applications
- Prioritize applications with high costs but low usage or limited business value for rationalization efforts.
- Step 3: Engage Stakeholders Early
- Work with business units, application owners, and IT teams to gain support for quick rationalization projects.
- Step 4: Leverage Simple Tools and Methods
- Use spreadsheets or entry-level CMDBs to manage the inventory and track progress, avoiding costly tools in the early stages.
- Step 5: Communicate Results Effectively
- Share outcomes with stakeholders through clear metrics, such as cost savings, application reductions, and risk mitigations.
2.4.5. Example of a Quick Win Initiative
Scenario: Reducing Redundant CRM Tools
- Problem: An organization has four different CRM tools used by various teams, leading to inefficiencies and high costs.
- Solution: Conduct a usage and feature analysis to consolidate these tools into a single, enterprise-wide CRM solution.
- Outcome: The organization saves $250,000 annually in licensing costs and improves cross-team collaboration by standardizing processes.
2.4.6. Measuring the Impact of Quick Wins
- Establish metrics to track the success of early APM efforts, such as:
- Number of applications retired or consolidated
- Percentage reduction in IT spending
- Improvement in user satisfaction or operational efficiency
- Use these metrics to build a business case for expanding APM practices across the organization.
2.4.7. Communicating Success to Stakeholders
- Create dashboards, presentations, or reports that clearly articulate the value delivered by quick wins.
- Tailor the messaging to different audiences, such as highlighting cost savings for executives and operational improvements for IT teams.
- Use success stories to build trust and foster enthusiasm for future APM initiatives.
2.4.8. Establishing a Foundation for Continuous Improvement
- Leverage the momentum from quick wins to transition from one-time rationalization efforts to an ongoing APM practice.
- Set up processes for continuous application monitoring, governance, and optimization to ensure sustained value over time.
2.4.9. Avoiding Pitfalls in Quick Wins
- Over-Promising Results:
- Set realistic expectations for what can be achieved in the short term to avoid disappointing stakeholders.
- Neglecting Stakeholder Buy-In:
- Involve key stakeholders early to ensure support and alignment with business priorities.
- Focusing Solely on Cost Savings:
- Highlight additional benefits, such as risk reduction and operational efficiency, to convey the broader value of APM.
2.4.10. Conclusion
Quick wins are an essential starting point for any APM initiative. By targeting low-hanging fruit, demonstrating tangible value, and effectively communicating results, organizations can build the momentum and support needed to advance their APM practice. These early successes lay the groundwork for broader, more impactful portfolio optimization efforts. In the next section, we will explore common myths and misconceptions about APM, providing clarity on how to maximize its value.
