What is a project roadmap? 3 steps to manage projects efficiently

By Ricardo Singh
Published: 22/05/2020
how-to backgroundWhat is a project roadmap? 3 steps to manage projects efficiently

Today, many project managers use agile methods to break large projects down into more manageable tasks called sprints.

A project roadmap is a visual tool designed to help them plan and monitor these tasks.

More than a simple Gantt chart or Kanban board, a project roadmap optimises team productivity in real-time.

What are the benefits of using a project roadmap? How do you create one? And, what are the best tools to manage project roadmaps?

Here is a complete guide on project roadmaps:

What is a project roadmap?

Definition

A project roadmap is a visual tool that provides a strategic overview of a project's goals and deliverables over a timeline. It is a guide that lists all tasks that must be completed for specific projects according to iteration and continuous integration.

Project roadmaps are used to detail steps and make realistic and logical projections of the main stages of a project, and its evolution.

Moreover, they should include objectives, milestones, deliverables, resources, and timelines.

Here is an example of a project roadmap:

road-map-template

In agile project management, project roadmaps are designed according to the famous V-model. In the event of an incident or an anomaly, the V-model avoids going back to previous steps. In addition, project roadmaps are structured in iterative sprints rather than a simple static calendar.

In scrum management, projects roadmaps can be used to anticipate and prioritise projects. This brings all stakeholders up to date on projects, with a logic of objectives and results rather than characteristics or deadlines.

Benefits of using a project roadmap

Both startups and large businesses can use project roadmaps. Creating roadmaps allows businesses to improve their project portfolio management. And, in result, this optimises:

  1. Time management, to have a clear vision of the project's progress,
  2. Resource management, to manage resources that are allocated to each deliverable,
  3. Risk management throughout the critical phases of the project,
  4. Change management based on periodic reports.

Using a project roadmap implies setting up a systematic timeframe for each stage of the project. By doing so, you will have a higher chance of completing objectives before deadlines.

This is only possible if the "backlog" is managed perfectly. The backlog can be described as a list of tasks that are considered fundamental to complete a project.

According to the type of project, your board of directors can monitor the feasibility of each project and set up guidelines. The backlog can then be used by teams to see what were the requirements and constraints of each project.

Difference between a project roadmap and a project plan

A project roadmap presents provides a high-level overview of a project's goals and deliverables over a timeline. However, it does not go in to the details of each task. It is simply used to show a project’s status from a single view.

Whereas a project plan lists the details of each task of a project. Project plans are used by project managers to assign tasks to team members and track the details of a project up close. In project plans, you can find information such as: client names, specific training requirements and staffing schedules for example.

How to create a project roadmap in 3 steps

1. Analyse what exists

This first step consists of identifying the actions already in place. The involvement of all stakeholders is essential to ensure good project management and to ensure that your road map is part of a collaborative project mode.

For example, you can describe each project in the form of a sheet including :

  • the stakes and objectives,
  • the resources (internal, external) and the budget allocated,
  • the people involved and the level of progress,
  • the initial roadmap.

2. Prioritize projects

The second step is to anticipate future projects so that they can be integrated into the road map. New web projects or IT projects, product launches, change of services. Think in the short, medium and long term and prioritize on the basis of their feasibility and potential ROI (return on investment).

3. Create the roadmap

It is during this step that the project roadmap starts taking shape. Set up an agile method and a backlog for every team leader. This includes: a list of tasks, allocated budget and resources, sprints and objectives, reporting steps, timing, etc...

The best software to manage project roadmaps

Today, there are many project management tools that can be used to create project roadmaps. Here are 3 software that stands out for their agility in project management.

Wrike

Wrike is a cloud-based project management software that boosts productivity and collaboration. Wrike helps teams prioritise, manage, and report projects, delivering more work in less time.

Wrike provides roadmap templates that you can use to organize and prioritize development tasks by team, function, and quarter. Add custom fields to tag tasks with priority, projected revenue, team, or other filters. View the project as a Gantt chart to get an overview of the entire timeline for product development.

Wrike

Trusted project management software that boosts productivity
Learn more about Wrike

monday.com

monday.com is a cloud-based work management software that you can use to manage your project roadmaps.

Thanks to its system of customisable tables, you can manage your tasks and sub-tasks using a visual and intuitive tool. Once you have identified your projects, assign each of them the necessary resources and budget.

This project management tool goes one step further, by providing time management features (to meet the deadlines of your projects) and by offering different views of your tables, with a Gantt chart for example.

monday.com

The most intuitive platform to manage projects and teamwork
Learn more about monday.com

Clarizen

Clarizen is a project management software that connects employee conversations, tasks, and projects in a unique collaborative environment.

Clarizen’s list of features include :

  • real-time task progress monitoring
  • reviewing, prioritising and validation of a project portfolio
  • improved problem management
  • roadmap management, etc.

Connect Clarizen with Google Drive, Salesforce, SAP, Sharepoint, Excel, and other tools for even greater productivity.

Clarizen

The most comprehensive web-based project management tool
Learn more about Clarizen

Now, it’s your turn to create your project roadmap!

Now that you have all of the right tools to get started on your project roadmap, all you need to do is set up some agile methods.

Say goodbye to Gantt charts and Kanban boards, and say hello to V-model! It's up to you and your board of directors to start using agile management. The next step is to update your roadmap repeatedly and with continuous improvement objectives at the end of each sprint. Prioritisation, guidance, reporting, backlog, and change management are your keywords.

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