From concept to practice implementation and evolution
Following the pilot experience launched in 2019 with over 20 projects, we have evolved the PULSE method into a structured and scalable tool for our weekly governance.
After introducing the PULSE method to streamline project status meetings, we embarked on its practical implementation.
The initial phase focused on:
Standardizing reporting: Establishing uniform templates for project updates to ensure consistency across departments.
Training sessions: Conducting workshops to familiarize teams with the PULSE methodology and its benefits.
Pilot programs: Launching the method in select departments to gather feedback and make necessary adjustments.
These steps were crucial in transitioning from theory to practice, ensuring that the method was tailored to our organization’s unique needs.
Challenges and Solutions
Implementing a new system invariably brings challenges:
- Resistance to change: Some team members were hesitant. We addressed this by highlighting success stories and offering continuous support.
- Information overload: With multiple projects, information could become overwhelming. We mitigated this by prioritizing critical updates and deferring detailed discussions to separate sessions.
- Maintaining engagement: To keep meetings dynamic, we rotated facilitators and encouraged interactive Q&A segments.
By proactively addressing these issues, we ensured smoother adoption and sustained engagement.
Measuring Impact
To assess the effectiveness of the PULSE method:
- Feedback surveys: Regularly collecting team feedback helped identify areas for improvement.
- Performance metrics: We tracked key indicators like meeting duration, decision turnaround time, and project completion rates.
- Continuous improvement: Insights from these assessments informed iterative refinements to the method.
The tangible improvements in efficiency and communication validated our efforts and underscored the method’s value.
Looking ahead
The PULSE method has transformed our approach to project management.
As we continue to evolve:
- Scalability: Plans are underway to extend the method to other departments and subsidiaries.
- Integration with tools: We’re exploring integrations with project management software for seamless updates.
- Community sharing: By documenting our journey, we aim to share insights with other organizations embarking on similar transformations.
Adapting the PULSE Board. Visual discipline in action.
Following the rollout of the PULSE method, one of the most impactful enhancements was the introduction of the Visual PULSE Board. Inspired by lean management and agile rituals, this physical board brought clarity and alignment to our weekly project status reviews.
The PULSE Board became the centerpiece of our meetings.
To enhance its effectiveness:
- Visual indicators: We incorporated color-coded statuses (e.g., green for on-track, yellow for caution, red for issues) to quickly convey project health.
- Time allocation: Each project was allotted a strict five-minute slot, promoting concise and focused updates.
- Interactive elements: Introducing digital touchpoints allowed real-time updates and fostered interactive discussions.
These adaptations made the board more intuitive and aligned with our goal of efficient communication.
At first glance, it may seem like a simple grid — but its power lies in structured transparency:
- Rows: Represent individual projects or initiatives, from large-scale transformations to focused innovation efforts.
- Columns: Represent key departments, decision checkpoints, or project phases.
- Dots: Color-coded markers signal status — green for on track, yellow for caution, red for issues, and blue for blockers or approvals needed.
Rituals, not just tools
Every Monday morning, project leads gather around the board.
The rules are simple:
- No slides, no spreadsheets — only what’s on the board counts.
- Five-second updates: A green dot needs no explanation. A yellow or red one? The project lead gets 30 seconds to explain and request support.
- Cross-functional alignment: Seeing multiple dots cluster in certain phases (e.g., procurement or testing) reveals systemic bottlenecks.
This method keeps meetings short and focused while revealing what matters.
Insights gained
Some key learnings after six months of using the board:
- Accountability is visual: When your project is visibly marked red for weeks, the need to act becomes urgent.
- Interdependency mapping: When two teams’ issues align on the same column, coordination becomes easier and faster.
- Psychological safety: By externalizing problems visually, we shifted from blame to collective problem-solving.
- The average escalation lead time has been reduced by 60%, while the average duration of meetings has fallen from 90 to 45 minutes. Most of participants consider the method to be more efficient than previous meetings.
Evolving the method
To ensure the method evolves:
- We rotate facilitators monthly to keep the tone fresh and inclusive.
- Every quarter, we review the board structure — are the columns still relevant? Should new themes (e.g., AI adoption, sustainability) be added?
- We’re tried a digital twin of the board for hybrid teams while maintaining the in-person ritual for its energizing effect.
We then introduced a method for continuously monitoring cross-functional initiatives, such as IT rollouts, compliance, and digital transformation.
Every project that appears on the PULSE Board has passed the classification phase and received formal mandate, as described in the Project Manual.
My experience underscores that with thoughtful implementation and continuous refinement, the PULSE method can be a catalyst for organizational agility and efficiency.