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How do you choose between top-down and bottom-up project portfolio selection?

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Project portfolio management (PPM) is the process of selecting, prioritizing, and managing a set of projects that align with the strategic goals and objectives of an organization. However, choosing the right projects for the portfolio is not always easy, as there are different methods and criteria to consider. In this article, you will learn about two common approaches to project portfolio selection: top-down and bottom-up, and how to decide which one suits your situation best.

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Ameen Sait
Giovanni Sisinna

??Portfolio-Program-Project Management, Technological Innovation, Management Consulting, Generative AI, Artificial…
Chris Haag

Business and Development Director - Auto Care, Polymers and Emulsions

1 Top-down approach

The top-down approach to project portfolio selection involves defining the strategic vision, goals, and objectives of the organization first, and then selecting the projects that support them. This method ensures that the portfolio is aligned with the business strategy and delivers the expected value and benefits. However, the top-down approach can also have some drawbacks, such as ignoring the input and feedback from the project teams, creating unrealistic expectations and constraints, and missing out on innovative and emergent opportunities.

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Giovanni Sisinna

??Portfolio-Program-Project Management, Technological Innovation, Management Consulting, Generative AI, Artificial Intelligence??AI Advisor | Director Program Management @ISA | Partner @YOURgroup
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?? In my experience, the top-down approach has unique strengths and challenges. ?? Strategic Alignment Ensures that projects directly map to organizational goals, avoiding misaligned efforts. ?? Limited Ground Insight This method can overlook operational challenges or real-time changes, given its strategic focus. ?? Flexibility Concerns Top-down may lack the nimbleness to adjust, leading to missed emergent innovations or trends. ?? In essence, top-down emphasizes strategic alignment but requires diligence to ensure operational realities are considered.

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Larry B.

Project Director at Midvalley Projects Ltd.
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I like the top down approach so the project teams can have a realistic idea where senior management wants to take the company. The problem with this is that the senior management needs some assistance from good pm,s to help layout how to do this approach otherwise you get poor planning or to quick to expedite projects.

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2 Bottom-up approach

The bottom-up approach to project portfolio selection involves generating and evaluating project proposals from the project teams, and then aggregating them into a portfolio that meets the organizational needs and resources. This method allows for more creativity, flexibility, and responsiveness to the market and customer demands, as well as more involvement and commitment from the project teams. However, the bottom-up approach can also have some challenges, such as creating conflicts and competition among the project teams, diluting the strategic focus and alignment of the portfolio, and exceeding the available capacity and budget.

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Larry B.

Project Director at Midvalley Projects Ltd.
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The bottom up approach means to many project managers want to get their projects approved and start executing their projects and this may not be what senior management wants or needs. The loudest voices are not always what senior managers should be listening too.

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3 Factors to consider

When determining whether to use a top-down or bottom-up approach to project portfolio selection, you need to consider several factors. These include the maturity and culture of your organization, the complexity and uncertainty of your environment, the type and size of your projects, and the availability and allocation of your resources. For instance, how well-defined are your strategic goals and objectives? How open and collaborative are your project teams and stakeholders? How stable and predictable are your market and customer needs? How much capacity and budget do you have for your project portfolio? How do you prioritize and balance resource demands and constraints?

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4 Advantages of a hybrid approach

While the top-down and bottom-up approaches have their own strengths and weaknesses, you do not have to choose one or the other exclusively. In fact, you can benefit from combining the best of both worlds by adopting a hybrid approach to project portfolio selection. A hybrid approach involves integrating the strategic direction and guidance from the top with the operational input and feedback from the bottom, creating a dynamic and collaborative process that aligns the portfolio with the organizational goals and adapts to the changing conditions and opportunities. A hybrid approach can help you achieve a higher level of portfolio performance, value, and maturity.

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Chris Haag

Business and Development Director - Auto Care, Polymers and Emulsions
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The hybrid approach generally results in better acceptance of decisions at the top and the bottom. Whether approached top-down or bottom-up, the focus should be on having open and candid discussions up and down the decision chain. Project selection or rejection needs to be based on alignment to strategic priorities, set by the top, as well as the skill set of those executing the projects. Having input from both end of the decision process, will normally result in better buy-in from both ends.

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Larry B.

Project Director at Midvalley Projects Ltd.
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Yes this is the better approach for several reasons. This approach allows senior managers to lead teams to the solutions that they would like to see and also allow good PMs to help senior managers on how to get the details done quickly with good detailed planning and the correct engineering to meet requirements.

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5 Tips for a successful hybrid approach

To implement a successful hybrid approach to project portfolio selection, it is important to establish a clear vision, mission, and strategy for your organization, and communicate these effectively. Additionally, you should define and apply consistent criteria and metrics to evaluate and prioritize project proposals, and involve stakeholders in the process. Furthermore, it is essential to monitor and review your project portfolio performance, value, and alignment regularly. Finally, fostering a culture of learning, innovation, and collaboration across your organization can help you celebrate your achievements and successes.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Ameen Sait
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Pretty interesting article and I like the three approaches but here is where it goes beyond the ken of AI. Personal experience will dictate which approach to take in a particular situation as no two situations have the same tenets and the understanding of the project, the people and process involved will dictate which approach to follow.

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How do you choose between top-down and bottom-up project portfolio selection?

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1 Top-down approach

2 Bottom-up approach

3 Factors to consider

4 Advantages of a hybrid approach

5 Tips for a successful hybrid approach

6 Here’s what else to consider

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