I’m trying to set up a workflow for new product development and need advice on the best way to connect related projects. A project comes into the portfolio in one of three phases (A, B, C) and may go through all three, just A and C, just B and C, or just C. A is simple, it’s mostly just a waiting game and I have rules to add the correct tasks at the correct time. Phases B and C both have templates. What’s the best way to connect the three phases of the project?
Things I’ve considered:
Having one template with all three phases - Not ideal, projects can be in stage A for years and every project would have to be individually updated if there was a change to the template.
Not use templates and copy and paste in all tasks at the start of new phase, use a custom field in the project being copied and a rule to assign tasks based on the custom field (I don’t think a bundle works because the assignees will change project to project) - possible but not especially clean
At the end of each phase, Archive the project and start a new one using a template, use a custom field at the portfolio level to show how they are related - this is where I’m leaning
What are others doing? I’ve spent a good deal of time muddling over the best way to do this and would love to know what has worked or not worked for you!
Welcome to the forum, @Haver_Markham! So you’d basically be trying to associate 1-3 projects to each other? What would you be trying to accomplish by linking them? (e.g., is it to see an overall timeline for the various phases, do reporting on work associated with each initiative, etc.)
I think your objective will influence the best course. E.g., if you want to see all work in the same place, you could use one project and templatize sections for B/C (duplicate them over from a central project); if you just want to report on related work, you could group the 1-3 projects in a portfolio (which would represent the overall product/initiative), etc. Lots of options depending on your goals.
Thank you for replying! The goal is to ensure we are tracking the project from idea to product and can find the history of development, if needed. The projects are each part of a larger portfolio and should only appear in the portfolio once so we can report correctly. We don’t need to see work from the previous phases, so long as is possible to find it within a few clicks of the mouse. There are many ways to do this, so I would love to hear what has worked or not worked!
It’s always dangerous to try to “discuss” a workflow async in a Forum, but I think my first approach would be a single project for simplicity and rules (not templates) to handle the automation/addition of tasks.
I tried two approaches - but currently follow this:
Project A - doesn’t sit in a portfolio. It includes ideas - all in one section. Once an idea is assessed and approved to proceed, it moves to the only other section in the project - called ‘in motion’
Project B - included in portfolio
Tasks from project A (in motion) are multi-homed in project B. Each task (idea) can then have its own section of work required more than 10 action items.
This then has its own section and milestones.
Project B gets status updates and feed into the overarching portfolio.