New Project Management Office or PMO structures never seem to end. It’s an infinite cycle of inception and development and can be pretty overwhelming for boh the project and PMO team. The standard models used may be a helpful tool to make the process easier, but it doesn’t mean it’s a solid road towards a successful PMO.
A successful PMO must complete and fulfill its duties within the organization—that is, overseeing the projects and their requirements, as well as project managers’ roles and responsibilities. The following main duties of both project management office and project management are Project Planning
, Project Timeframe
, Risk Analysis
, and Project Tracking
which are all covered in this article.
Successful PMO Duties :
It usually oversees and facilitated by the executive-level managers, but both PMO and project managers can be part of the decision-making done with the plan. A successful PMO must ensure that the details of the plan are in-depth and clear. The planning also involves estimating the project’s size, schedules, tasks, and resources necessary to oversee the project.
This is where project process schedules are set up, as well as the schedule for deliverables and time-sensitive tasks. It is crucial to have a Project Timeframe or Schedule so that the team in charge and the clients understand that some resources and processes take the time to finish and some must be expedited to fit the required schedule. Project Timeframe is also implemented to divide the tasks, along with their assigned timeframe to fulfill them, and tools such as MS Project are used to organized these components.
The process that occurs in risk analysis needs to be facilitated or lead by the project manager
and his or her team and if possible, contribution from the client or stakeholder’s end. Risks analysis process involved pinpointing risks that can disrupt the project process, methods to minimize or prevent them, and considering the numerous factors in terms of unforeseen risks or threats.
Project Tracking involves different processes of status checks and reports, as well as monitoring and controlling processes of the project. All types of tracking-related activities are being implemented here where constant communication between team and stakeholders/clients are flowing for the purpose of reaching the desired success or outcome.
A successful PMO has the following benefits to the organization:
- An alignment of project delivery to strategic business priorities and objectives
- An implementation of effective project management standards and approaches
- Continuous portfolio management and updates
- Acquiring leadership support from executive-level sponsors or managers
Besides its four main tasks or processes, a successful PMO possesses four basic elements: processes, individuals
, and an executive-based organizational support
. Having these components lined up with the objectives and the clients’ demands will guarantee a road to a successful PMO. This takes time and effort, as well as proper utilization and execution of resources and processes. A successful PMO must be earned and even with these tools, you can’t expect that such success will generate overnight.