Keeping aligned with your client's needs is essential for maintaining strong relationships and optimizing their IT infrastructure. Sharing Roadmaps connects clients with critical data about their IT environment. This article outlines sharing Roadmaps to communicate with clients effectively.

How to share a Roadmap:

To share a Roadmap, follow these steps:

1. Access Sharing Options:
   • Within a client's Roadmap, click the Share with client button to display sharing options.
2. Choosing the Sharing Option:
   • Start Presenting: Select this option to present the Roadmap in a shared environment, such as during a video conference call.
   • Download PDF: Select this option to download a white-labeled PDF of the Roadmap, which you can then send to your client via email.

Sharing Methods

1. Presentation Mode:
   • When you select Start Presenting, the Roadmap is displayed in a dynamic window suitable for discussion during a video conference.
   • The presentation mode includes previewing full Initiatives, individual quarters, priorities, and initiative statuses.
   • While presenting, you can click any Initiative to bring up a detailed view.
2. White-labeled PDF:
   • When you select Download PDF, customized content of the Roadmap is available to include on the PDF.
3. Spreadsheet (CSV or Excel)
   • Select Download Spreadsheet to select the status, timeline, and priority of initiatives you would like to export as a spreadsheet.

Customizing a Roadmap PDF

Step 1: Customize PDF Content

Select the content of your Roadmap PDF to suit your needs. You can select various elements to include in the final document.

• Cover Page & Roadmap Overview
  • Cover Page: This will highlight your client's Digital Maturity Index (DMI) score.
  • Roadmap Overview: This snapshot will give a broad view of the overall plan.
    
     

Step 2: Select Initiative Status

Choose the statuses of the initiatives you want to include in the PDF.

• Status Options: allows you to focus on the relevant stages of each project.

Step 3: Define the Timeline

Specify the timeframe for the initiatives you wish to include to provide a clear picture of what’s planned for different periods.

• Timeline Settings:
  • From: Select the starting year and quarter.
  • To: Select the ending year and quarter.
  • Include Unscheduled: Option to include unscheduled initiatives.

Step 4: Set Priorities

Indicate the priority levels of the initiatives to help clients understand the urgency and importance of each task.

Step 5: Advanced Options

Further customize your PDF by including additional detailed information.

• Include Budget/Cost: Provides a financial overview.
• Include Asset List: Extends the document to include a detailed list of assets involved.
• Include Goals: Includes the Goals that you have set up with your client.
• Sort By: Choose how to sort the initiatives in the PDF (e.g., by Title).

Step 6: Download the Roadmap PDF

Once you have made all the necessary selections, click the Download button. This action generates a PDF that can be shared or emailed with your client, ensuring they have a professional, branded document to understand their IT roadmap.

Customizing Spreadsheet content

Your downloadable spreadsheet can be customized to suit your use case. After clicking Download Spreadsheet, the Customize Spreadsheet Content modal is shown.

1. Choose a Report type
   • This option allows you to choose between a CSV or an Excel file format.
     
      
2. Select the Initiative Statuses you want to include in the spreadsheet.
   • Check the statuses you want to include in the spreadsheet. Any initiative with a status that is unchecked will be excluded from the spreadsheet.
     
      
3. Specify the Timeline you want included in the spreadsheet.
   • Initiatives with a date before or after the chosen timeline won't be included.
   • Select Include Unscheduled to include any initiatives that don't have a date specified.
     
      
4. Choose the Priority of initiatives to be included in the spreadsheet.
   • Initiatives with priorities that are unchecked won't appear in the spreadsheet.
     

Once you have customized the spreadsheet filters to your needs, click Download to download the spreadsheet.