How do you handle portfolio communication during crisis or change situations?

1 Understand the business context and needs

Before you communicate the portfolio priorities and outcomes, you need to understand the business context and needs of your stakeholders. What are their pain points, expectations, and objectives? How do they measure success and value? How do they perceive the IT services and capabilities? How do they cope with the crisis or change situation? By understanding the business context and needs, you can tailor your communication to address their concerns, highlight their benefits, and align with their goals.

2 Define the portfolio scope and criteria

The portfolio scope and criteria define what IT services and capabilities are included in the portfolio, and how they are prioritized and evaluated. The portfolio scope and criteria should be aligned with the business strategy and objectives, and reflect the value proposition and the risk appetite of the business. The portfolio scope and criteria should also be flexible and adaptable to the crisis or change situation, and allow for trade-offs and adjustments as needed. You should communicate the portfolio scope and criteria clearly and transparently to your stakeholders, and explain the rationale and the implications behind them.

3 Use a portfolio management tool or framework

A portfolio management tool or framework can help you communicate the portfolio priorities and outcomes more effectively and efficiently. A portfolio management tool or framework can provide a visual representation of the portfolio, such as a portfolio map, a portfolio dashboard, or a portfolio scorecard. These tools can help you show the alignment, the balance, the performance, and the value of the portfolio, as well as the dependencies, the risks, and the opportunities. You should choose a portfolio management tool or framework that suits your context and needs, and that can be easily understood and accessed by your stakeholders.

4 Communicate regularly and consistently

Communication is not a one-time event, but a continuous process. You should communicate the portfolio priorities and outcomes regularly and consistently to your stakeholders, and update them on the progress, the changes, and the results. You should also communicate the portfolio priorities and outcomes across different levels and channels, such as strategic, tactical, and operational, and formal, informal, and social. You should use a variety of communication methods and formats, such as reports, presentations, meetings, emails, newsletters, blogs, podcasts, and webinars. You should also solicit feedback and input from your stakeholders, and address any questions, issues, or concerns they may have.

5 Adapt to the crisis or change situation

The crisis or change situation may affect the portfolio priorities and outcomes in different ways. You may need to revise, reprioritize, or cancel some of the portfolio items, or add new ones. You may need to adjust the portfolio scope and criteria, or the portfolio management tool or framework. You may need to change the frequency, the tone, or the content of your communication. You should be prepared to adapt to the crisis or change situation, and communicate the changes and the reasons behind them to your stakeholders. You should also emphasize the benefits and the value of the portfolio, and how it can help the business overcome the crisis or change situation.

6 Demonstrate the portfolio value and impact

The ultimate goal of communicating the portfolio priorities and outcomes is to demonstrate the portfolio value and impact to the business. You should show how the portfolio supports the business strategy and objectives, and how it delivers value and benefits to the business stakeholders and the IT service providers. You should also show how the portfolio contributes to the business outcomes and performance indicators, such as revenue, profit, customer satisfaction, innovation, and agility. You should use evidence and data to support your claims, and use stories and testimonials to illustrate your points. You should also celebrate and acknowledge the achievements and the successes of the portfolio, and recognize the efforts and the contributions of the people involved.