More than 70% of organizations have a PMO — but are you among them? In 2022, it’s more important than ever to stay on top of your projects and prioritize communication. And that’s where the PMO (project management office) comes in.
But what is a PMO? What do they do? And why are they becoming increasingly important to businesses? Let’s take a look at what PMOs are, their benefits, and how you can decide if your business needs one.
In today’s article, we’ll be covering:
- What is a PMO?
- The benefits of having a PMO
- PMO roles and responsibilities
- How to decide if your business needs a PMO
- Implementing your PMO for success
- Which people make the best project managers?
Ready to learn more? Let’s get started!
What is a PMO?
The workplace of today is made up of many teams, departments, and divisions, each with their own specific goals and objectives. One such department is the project management office (PMO) which is responsible for overseeing, coordinating, and supporting all the projects within an organization.
A PMO can come in different shapes and sizes, but typically it is a centralized team that provides project management guidance and support to other teams across the company. This can include things such as standardizing project management processes and procedures, providing training and education, and offering advice and assistance.
PMOs are responsible for the following:
- Defining and governing the standards and processes for project management within the organization
- Supporting, educating, and mentoring other teams on how to effectively manage projects
- Monitoring and reporting on the progress of all projects across the company
- Providing advice and assistance when needed to help ensure projects are completed on time and within budget
Not all workplaces implement a PMO, but those that do often see improved project management practices, increased efficiency, and reduced costs.
The benefits of having a PMO
There are many advantages to having a PMO as part of your workforce — and no, it’s not just to make you look fancy! The PMO can provide significant benefits to organizations of all sizes and in all industries.
Some advantages of having a PMO include:
1. Better accuracy in terms of budget and time estimations
Because a PMO is in charge of overseeing all projects, they have a greater understanding of what is feasible and what is not. This results in more accurate estimations when it comes to budget and time frames — meaning less wasted money and time.
2. Improved communication and collaboration
A PMO can help to improve communication and collaboration within an organization. By establishing standardized procedures and templates, as well as providing resources and training, the PMO can help to ensure that everyone is on the same page when it comes to projects.
This leads to less confusion and fewer misunderstandings, ultimately resulting in smoother, more successful projects.
3. Greater organizational efficiency
With a PMO in place, organizations can experience a more streamlined approach to project management. This means that projects are less likely to be delayed or cancelled, and that employees will have fewer interruptions due to overlapping tasks. In short, having a PMO can help your business run more efficiently and effectively.
4. Increased accountability
A PMO can help to increase accountability within an organization by tracking project progress and identifying any potential problems early on. Through this increased visibility, the PMO can help to prevent projects from spiraling out of control and ensure that all stakeholders are held accountable for their actions.
5. Improved decision-making
With accurate data and reports available from the PMO, senior management can make better decisions when it comes to allocating resources and approving projects. This can save both time and money, and ensure that the most important projects are given the attention they deserve.
There are many benefits to having a PMO as part of your workforce. By improving communication and collaboration, organizational efficiency, decision-making and more, a PMO can help your business run more smoothly and successfully.
PMO roles and responsibilities
As with any cohesive team, a PMO is made up of a variety of different roles and responsibilities that work together to ensure the success of the organization. Here are some of the most common:
- Project Manager: Oversees the entire project, ensuring it stays on track and on budget. They also manage client relationships and report on project progress.
- Business Analyst: Works with the project team to understand the business needs and requirements of the project.
- Quality Assurance: Ensures that all processes and practices are followed and that the delivered product meets quality standards.
- Resource Manager: Manages team resources and ensures they are used efficiently.
- Process Owner: Oversees and maintains the organization’s project management processes.
Each of these roles is vital to the success of a PMO and, when working together, they can help ensure that projects are completed on time, within budget, and to the expected quality standards.
PMOs also need to have a clear and defined role within the organization they are a part of. This can vary depending on the size and culture of the organization, but typically a PMO will report to either the executive team or a specific department head.
All PMOs should take the time to clarify and document their role, responsibilities, and how they will be structured within the organization. This will help ensure everyone is on the same page and that the PMO can effectively carry out its duties.
How to decide if your business needs a PMO
PMOs aren’t right for everybody, and unless you have a specific need for one, you may not need to spend time and money setting one up. Here are four questions to ask yourself:
1. Are projects falling behind schedule or going over budget? This is a common indicator that your projects are not being managed successfully, and a PMO could help tie up the loose ends.
2. Do you have a lot of projects going on at the same time? If so, it can be difficult to track deadlines, budgets and resources without a centralized PMO. A project management office can improve this situation by creating standardized templates and processes.
3. Are you missing deadlines or facing other delivery problems? Poor project execution can be caused by factors such as lack of communication or coordination among team members. A PMO can keep track of who is working on what, when tasks need to be completed, and how the project is progressing overall.
4. Do you have trouble finding qualified project managers? If you’re struggling to find people with the skill set to manage your projects, a PMO can provide the necessary training and support.
If you answered yes to any of these questions, a PMO may be the solution your business needs!
How to knit together an effective PMO
So, you’ve decided to set up a PMO (Project Management Office). You’ve made an excellent choice, and with the right tools and processes in place, your PMO can help your organization streamline its project management activities and realize all the benefits that come with effective project management.
But where do you start? What steps should you follow to set up your PMO and make sure it’s effective?
1. Contextual understanding
The first step is to understand the basics of project management and what a PMO does. A PMO typically provides guidance, support, and oversight for all project management activities within an organization. It ensures that projects are executed effectively and efficiently, with standardized processes and tools in place.
2. Define your goals
Once you have a basic understanding of project management, it’s important to define the specific goals you want your PMO to achieve. Do you need help improving communication and collaboration among project teams? Or do you need assistance ensuring that projects are completed on time and within budget?
Define your goals and make sure they are specific, measurable, achievable, relevant, and time-bound. Some examples of your PMO goals might include:
- Getting two days ahead of your schedule on all projects after one month
- Reducing the number of project failures by 50% within six months
- Improving customer satisfaction by 10% within nine months
3. Structure and governance
The next step is to create a structure and governance framework for your PMO. This will ensure that everyone involved in project management activities understands their role and responsibilities. It will also help to ensure that projects are executed in a standardized way, with consistent processes and tools across all teams.
Your PMO’s structure and governance framework should include the following:
- The mission and objectives of the PMO
- The roles and responsibilities of PMO staff
- The processes and procedures to be followed for project management activities
- The tools and resources available to project teams
4. Implement your PMO
Now it’s time to put your PMO into action! This will involve rolling out the structure and governance framework, training all project managers and staff on the new processes and tools, and monitoring project execution to ensure that goals are being met.
It’s important to note that a PMO is not a silver bullet — it will take time and effort to get it up and running effectively. But with the right tools and support, your PMO can help your organization achieve its project management goals.
Which people make the best project managers?
Teams are only as effective as the people that make them up. The project manager is the linchpin of any successful team, and picking the right one is essential to the success of any project.
There are many things that make a great project manager, but some key qualities are:
- Excellent communication skills. The ability to clearly communicate with all stakeholders is essential.
- Strong leadership skills. The project manager needs to be able to motivate and lead the team to success.
- Good organizational skills. The project manager must be able to keep track of all the moving parts and stay on top of deadlines.
- Problem-solving skills. The ability to think on your feet and come up with creative solutions to problems is essential.
- Strong technical skills. The project manager should have a good understanding of the technology involved in the project and be able to keep track of all the details.
Ideally, everyone on your team will have these qualities, but the project manager is the key player and should have the strongest mix of them.
How to maintain an effective PMO
Once you’ve got your PMO up and running, you’re bound to feel a massive sense of relief. But don’t kick back and rest on your laurels just yet — it’s important to maintain the effectiveness of your PMO in order to ensure that projects continue running smoothly.
Here are four tips for keeping your PMO up and running like a well-oiled machine:
Keep the lines of communication open
Communication is key to the success of any PMO. Make sure that all stakeholders are kept in the loop, and that everyone has a clear understanding of their role and responsibilities. Regular meetings and communication protocols should be put in place to ensure that everyone is on the same page.
Train your team
Make sure that your team is well-trained and understands the basics of project management. They should be familiar with the tools and techniques used in PMO, as well as the company’s specific project management methodology.
Implement best practices
Make sure that you’re implementing best practices in your PMO. This includes using standard templates for project documentation, setting up checklists and procedures, and using effective communication tools.
Regularly review your processes
It’s important to regularly review your processes and make changes where necessary. Things change all the time in the business world, so it’s important to make sure that your PMO is adaptable and can keep up with the ever-changing landscape.
If you’re looking to establish or maintain an effective PMO, hopefully this article has given you some food for thought. The key is to keep the lines of communication open, train your team effectively, implement best practices, and regularly review your processes. By following these tips, you’ll be well on your way to running a successful PMO.