TBM Roles
Technology Business Management (TBM) Framework
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TBM Practice Roles
Deciding to adopt Technology Business Management (TBM) is a significant step toward optimizing IT investments and aligning technology initiatives with business goals. For organizations unsure where to begin, establishing a dedicated TBM team or office is a critical first step before identifying use cases and building a TBM model. A TBM team provides the necessary structure and expertise to implement TBM principles effectively, ensuring that technology investments deliver maximum value.
Creating a TBM team is essential because it consolidates the skills and responsibilities needed to manage and optimize technology spending. This team integrates TBM practices into the organization’s operations, facilitates communication between IT and business units, and drives strategic decision-making. Without a dedicated team, organizations may struggle to coordinate efforts, maintain accountability, and achieve the transparency required for successful TBM implementation.
TBM serves as an umbrella discipline that encompasses various standards and frameworks such as FinOps, IT Financial Management (ITFM), ITIL, and COBIT. Understanding the overlap between TBM roles and those in these frameworks allows organizations to leverage existing resources and expertise. This integration not only streamlines the adoption process but also enhances the effectiveness of TBM implementation by aligning it with established practices.
Core TBM Roles and Responsibilities
A standard TBM Office includes the following roles:
- Executive Sponsor: Champions the TBM initiative at the executive level, securing resources and fostering a culture of accountability.
- TBM Practice Lead: Oversees the TBM practice, enabling value conversations between IT leaders and business partners.
- TBM Solution Owner: Maximizes the value of TBM tools and systems, managing the product roadmap and stakeholder collaboration.
- TBM Change Manager: Plans and executes change initiatives to drive TBM adoption across the organization.
- TBM Administrator: Configures and administers TBM systems, ensuring optimal performance and data integrity.
- TBM Analyst: Manages TBM activities focused on analysis and reporting, providing insights to support decision-making.
These roles cover all aspects of TBM implementation, from strategic alignment to technical execution, ensuring that technology investments are optimized and aligned with business objectives. For more information about these roles, including example job descriptions for each, read the TBM Council’s eBook Mastering TBM Adoption: Roles & Responsibilities.
A Responsible, Accountable, Consulted, and Informed (RACI) matrix helps define roles and responsibilities. It clarifies who is responsible for each task, who is accountable for outcomes, who needs to be consulted, and who should be informed.
Adapting TBM Roles for Smaller Teams
In smaller organizations or teams with limited resources, assigning a dedicated individual to each TBM role may not be feasible. Nevertheless, all the responsibilities associated with these roles still need to be fulfilled to ensure the success of the TBM practice. The key is to strategically distribute these responsibilities among the available team members.
Explanation of the Matrix Adaptation
- Team of 1: The individual assumes all roles, handling strategic, technical, and analytical tasks.
- Team of 2: Responsibilities are divided to balance workload:
- Person 1: Strategic and managerial tasks (TBM Practice Lead, Change Manager).
- Person 2: Technical and analytical tasks (TBM Solution Owner, Administrator, Analyst).
- Team of 3: Allows for specialization:
- Person 1: Leadership role (Executive Sponsor liaison, TBM Practice Lead).
- Person 2: Technical role (TBM Solution Owner, Administrator).
- Person 3: Analytical role (TBM Analyst, Change Manager).
Recommendations for Distributing Responsibilities
Team of 1
- Assumes Multiple Roles: Acts as TBM Practice Lead, Solution Owner, Administrator, Analyst, and Change Manager.
- Strategies for Success:
- Prioritize tasks based on impact and urgency.
- Leverage automation tools for data management and reporting.
- Maintain open communication with stakeholders to manage expectations.
Team of 2
- Division of Labor:
- Person 1: TBM Practice Lead and Change Manager.
- Person 2: TBM Solution Owner, Administrator, and Analyst.
- Strategies for Success:
- Establish clear communication channels between team members.
- Schedule regular meetings to align on priorities and progress.
- Cross-train to ensure coverage during absences.
Team of 3
- Role Specialization:
- Person 1: Leadership and strategic alignment.
- Person 2: Technical management of TBM tools and systems.
- Person 3: Data analysis, reporting, and change management.
- Strategies for Success:
- Define roles and responsibilities clearly to avoid overlaps.
- Foster collaboration to integrate strategic, technical, and analytical insights.
- Encourage continuous learning and knowledge sharing among team members.
Ensuring Comprehensive Coverage
Regardless of team size, it’s crucial that all TBM responsibilities are addressed. Smaller teams can achieve this by:
- Prioritizing Tasks: Focus on activities and use cases that offer the greatest value.
- Leveraging Technology: Utilize TBM tools for efficiency.
- Developing Cross-Functional Skills: Encourage team members to broaden their expertise.
- Engaging Stakeholders: Keep open lines of communication with all involved parties.
- Documenting Processes: Maintain records to support scalability and knowledge transfer.
Integrating TBM with Other Frameworks
Understanding how TBM roles align with roles in FinOps, ITFM, ITIL, and COBIT can help organizations leverage existing positions and expertise.
By understanding the alignment between TBM roles and those in FinOps, ITFM, ITIL, and COBIT, organizations can:
- Leverage Existing Expertise: Assign TBM responsibilities to individuals already fulfilling similar roles.
- Facilitate Integration: Align TBM practices with ongoing initiatives in other frameworks.
- Optimize Resources: Maximize the impact of limited personnel by combining roles where appropriate.
For example:
- A Cloud Financial Analyst in a FinOps team can take on the responsibilities of a TBM Analyst, focusing on cost optimization and reporting.
- An IT Governance Manager in COBIT can assume the role of TBM Practice Lead, overseeing financial strategies across IT operations.
- A Change Manager in ITIL can also act as the TBM Change Manager, streamlining change processes across the organization.
Additional Resources
Want more detail? Download the complete publication to explore this topic further.
While you’re here, join the TBM Council to connect with peers and stay updated on all things TBM. Explore our communities to see how others are tackling similar challenges, or check out our Knowledge Base for frameworks, case studies, and how-to guidance. Learn more about the TBM Framework and how it supports smarter decision-making across IT and Finance. You can also attend an upcoming event, pursue training or certification, or see how our partners are contributing to this area of TBM practice.
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