In the realm of project and portfolio management (PPM), the measurement of impact metrics has gained significant importance. Impact metrics provide a clear and quantifiable way to assess the outcomes and effects of projects, ultimately aiding in decision-making and resource allocation. To facilitate discussions and knowledge sharing around impact metrics, virtual roundtables have become a popular format. In this article, we will delve into strategies for effectively conducting PPM virtual roundtables focused on impact metrics.

Table of Contents

1. Define Clear Objectives

Before diving into organizing a virtual roundtable, it’s crucial to define the objectives of the discussion. Are you seeking to share best practices, explore challenges, or brainstorm innovative ways to measure impact metrics? Clearly outlining the purpose of the roundtable will help participants understand the context and come prepared to contribute meaningfully.

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2. Curate the Participant List

Selecting the right participants is vital to the success of your virtual roundtable. Consider including individuals with diverse perspectives – project managers, data analysts, executives, and subject matter experts. This diversity can lead to richer discussions and the cross-pollination of ideas. Ensure that the participants have a vested interest in impact metrics and can offer valuable insights.

3. Pre-Roundtable Preparation

Ahead of the virtual roundtable, provide participants with background materials and reading resources. This ensures that all attendees are on the same page and have a foundational understanding of the topic. Encourage participants to come prepared with real-world examples and case studies related to impact metrics.

4. Choose the Right Technology Platform

Selecting a reliable and user-friendly virtual meeting platform is essential. Platforms like Zoom, Microsoft Teams, and Webex offer features such as screen sharing, breakout rooms, and chat functions that facilitate interactive discussions. Familiarize participants with the platform’s features beforehand to ensure a smooth experience.

5. Structure the Roundtable Agenda

Craft a well-structured agenda that balances presentations, discussions, and interactive activities. Consider the following agenda format:

Welcome and Introduction (10 minutes): Begin with a warm welcome, introduce the topic and objectives, and briefly introduce each participant.

Keynote Presentation (15 minutes): Start with a short presentation by an expert on impact metrics. This sets the stage for the subsequent discussions.

Case Study Showcases (20 minutes): Invite participants to share their real-world experiences and challenges related to impact metrics. This can provide practical insights and spark discussions.

Breakout Sessions (30 minutes): Divide participants into smaller groups to discuss specific sub-topics or questions. Assign a facilitator to each group to guide the conversation and take notes.

Group Discussion (20 minutes): Reconvene and allow each group to share the key takeaways from their breakout sessions. Encourage cross-group discussions and insights.

Open Floor Q&A (15 minutes): Provide time for participants to ask questions to the experts and fellow participants.

Wrap-up and Next Steps (10 minutes): Summarize the key points discussed, thank participants for their contributions, and outline any follow-up actions or future roundtables.

6. Facilitation and Engagement

A skilled facilitator plays a crucial role in ensuring the roundtable’s success. The facilitator should guide discussions, manage time, and encourage participation from all attendees. Use engaging techniques such as polls, open-ended questions, and quick brainstorming sessions to keep the audience engaged throughout.

7. Capture and Share Insights

Appoint someone to capture key insights, discussions, and takeaways from the roundtable. These notes serve as valuable references for participants and can be shared with the broader PPM community. Additionally, consider recording the roundtable (with participant consent) to share with those who couldn’t attend.

8. Post-Roundtable Follow-up

After the roundtable, continue the engagement by sharing a summary of the discussions, key learnings, and any actionable insights. Encourage participants to connect with each other for further discussions or collaborations. Additionally, gather feedback on the roundtable format and content to improve future events.

9. Iterative Improvement

Virtual roundtables on impact metrics should not be one-off events. Use feedback from participants to continually improve the format, content, and facilitation. As impact measurement practices evolve, ensure that your roundtables stay relevant and address emerging challenges.

10. Promote a Learning Community

Consider creating an online platform or forum where participants can continue discussions, share resources, and ask questions beyond the roundtable. Building a learning community fosters ongoing engagement and collaborative learning.

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Virtual roundtables focused on impact metrics in PPM offer a platform for professionals to exchange ideas, insights, and best practices. By carefully planning the objectives, curating the participant list, leveraging technology, and maintaining an engaging format, these roundtables can drive meaningful discussions that contribute to the advancement of impact measurement practices in project and portfolio management. Through iterative improvement and fostering a sense of community, these roundtables can become a cornerstone of knowledge sharing in the PPM domain.