Project Management

Project & Portfolio Management

Where are you on your project and portfolio management journey?

Every organisation does project management of some kind, but the level of rigour varies by organisation.  Some only need light-touch schedule and task tracking on small projects, while others need a highly evolved enterprise Project Management Office. 

Whatever your level, whether light touch or just getting started, to a full-blown complex PMO, we’ve been there. 

We just do it

Getting organised

Running hard

Managing, not optimising

In control

Where are you? Find out in 2 minutes

Accelerate your performance

Get yourself set up in one week

Starter
IT PMO/PMO Starter
Ideal for: New to Smartsheet, limited budget

Setup: 1 week

What you get:

Smartsheet Simple Template Set
5 hours consultancy
Documentation & Support
Catalogue of complimentary assets
Top-tips & gotchas guide

Fast set-up, minimal cost

Discuss with us

Custom solutions

Enterprise structures rarely fit a fixed package. We design scalable Smartsheet and governance solutions around your operating model.

Rich Coles

Founder &
Managing Director

Suzie Alloway

Head of Project & Programme Management

Book a discovery call

Free Downloadable Templates

Smartsheet Simple Solution Tutorial

Simple Project Solution

Simple PMO Template

PPM Maturity Assessment

Expand your growth faster than ever

Small
PPM Smartsheet Solution
Ideal for: Low PMO maturity, beginner PM

Setup: 10-20 days

What you get:

Portfolio & Project Sheets
Portfolio & Project Dashboards
RAID Log & Timeplan
Summary Status Updates
10 hrs consultancy to support & train

Fast set-up, minimal cost

Discuss with us
Medium
PPM Smartsheet Solution
Ideal for: Mid-level PMO maturity, all PM skillsets

Setup: 30 days

What you get:

All Small package assets
Key Milestones reporting
Change Log & Requests
Summary Status Updates
POAP & Function views

Fast set-up, immediate benefits

Discuss with us

Free Downloadable Resources

Gantt Charts: Beginner to Advanced

Create a Project S-Curve or Glidepath

Unlock Bridge

Project Learnings

Packages and Custom Solutions

Large
Scaling up your PMO / PPM toolset
Ideal for: All PMO maturity levels, large portfolios

Setup: 30 days

What you get:

All Medium package assets
RAG History Reporting
Portfolio Archive
Sub-portfolio / Area-level dashboards
Smartsheet Control Center Blueprint option

Fast access, scales up easily

Discuss with us

Custom solutions

Enterprise structures rarely fit a fixed package. We design scalable Smartsheet and governance solutions around your operating model.

Rich Coles

Founder &
Managing Director

Suzie Alloway

Head of Project & Programme Management

Book a discovery call

Example use applications

Modern Construction Management

Better Product Development

System Admin and Security Health Check

Service Desk & Ticketing Solution

Multi-Project Reminders

Add Virtual Hierarchy to Reports

Project Health Check

Project Learnings

Want to find out more?

At Prodactive we combine our hands-on industry experience leading projects, programmes and PMOs in global companies with our deep Smartsheet expertise to ensure you have solutions to transform your execution. 

 

See how portfolio, project and resource data come together in one place. The red markers show you where to look.

See some of our recent case studies

Pharmaceutical

Check our our RxCelerate case study

Technology

Check out our Infosys Consulting case study

Construction

Check out our Big Red case study

Where are you on your PPM journey?

Five questions. No jargon. An honest picture of where your organisation is today – and what, if anything, to do about it.

We just
do it
Getting
organised
Running
hard
Managing,
not optimising
In
control
Progress 1 of 5

How many projects or initiatives does your organisation typically have running at any one time?

This helps us calibrate what the right level of structure looks like for your organisation.

Fewer than 5

We handle things as they come.

5 to 20

We are reasonably busy.

20 to 50

We run a lot simultaneously.

More than 50

We are a high-volume project environment.

How do you currently manage your projects?

Pick the option that most honestly describes how things work today, not how they should work.

Informally

Through emails, meetings, and individual judgement.

Basic tools

Spreadsheets or simple task lists, but nothing consistent.

Dedicated software

We use a project management tool, at least for some projects.

A structured system

We have a consistent, shared approach across the organisation.

Which of these sounds most like your organisation right now?

Pick the most honest description – not the one you're working towards.

We just do it

Projects get done through individual effort and determination. There is no single way of doing things – it depends who is leading. It's how we've always got by and it's mostly worked in the past, but not without sacrifice.

We're getting organised

We have some tools and processes in place – schedules and some trackers in spreadsheets, but it's inconsistent and people tend to do it their own way. Leadership does not always have the picture they need.

We're running hard, but not running smooth

We have project leads, defined processes and some reporting. But we are still reactive. Issues surface later than they should. Decisions take longer than expected. Whether a project succeeds still depends too much on who is leading it. The system should be doing more of the heavy lifting.

We're managing, but not optimising

We have a PMO and governance happens. Portfolio visibility exists. But resource conflicts often surface too late, teams are stretched across too many things, and reporting still takes more effort than it should. We know what good looks like but cannot fully get there.

We're in control and focused on doing the right things

The portfolio is actively managed. Leadership makes deliberate decisions about what to start, stop, and prioritise. The PMO is a strategic function, not a reporting layer.

What is the biggest pressure you are feeling right now?

Select your top 3 in priority order – first click is your biggest issue. 123

We've always got by – but we're growing, and it's getting harder to keep track

The volume and complexity of projects is increasing. The old ways are not scaling. Management expects things to just happen, but there is less and less slack in the system.

We don't have capacity – things just keep getting added to the list

New projects arrive faster than old ones finish. No one says no. The team is stretched, priorities keep shifting, and people are working hard without always working on the right things.

Leadership doesn't have the visibility they need

When senior stakeholders ask about portfolio status, the answer takes time to pull together and varies by who you ask. There is no single, reliable picture.

We're doing lots of projects, but not necessarily the right ones

There is no real prioritisation process. Projects get approved because someone senior wanted them, not because they were evaluated against what the organisation actually needs.

Good processes exist, but execution is inconsistent across teams

The framework is there. Not everyone follows it. Results depend too much on individual project leads rather than the system that is supposed to support them.

You've already selected 3. Deselect one before adding another.

What would you most like to achieve or improve?

Select all that apply – we care about outcomes, not project management for its own sake.

Deliver faster

Shorter time to value, less time lost to rework, delays and misalignment.

Reduce the cost of delivery

Fewer overruns, less waste, resources used where they matter most.

Make reliable commitments

Give leadership and clients confidence in timelines and budgets.

Move faster than competitors

Get to market quicker and build a reputation for getting things done.

Unlock more capacity

Less firefighting, more focus – a team energised by the work rather than exhausted by it.

Invest in the right things

Ensure the work that gets done is the work that actually moves the business forward.

Learn how we helped 100 top brands gain success

Learn how we helped 100 top brands gain success

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