Set a Strategic Course of Action for the PMO in 100 Days

Use your first 100 days as PMO leader to define a mandate for long-term success.

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Your Challenge

  • As a new PMO director, you’ve been thrown into the middle of an unfamiliar organizational structure and a chaotic project environment.
  • The expectations are that the PMO will help improve project outcomes, but beyond that your mandate as PMO director is opaque.
  • You know that the statistics around PMO longevity aren’t good, with 50% of new PMOs closing within the first three years. As early in your tenure as possible, you need to make sure that your stakeholders understand the value that your role could provide to the organization with the right level of buy-in and support.
  • Whether you’re implementing a new PMO or taking over an already existing one, you need to quickly overcome these challenges by rapidly assessing your unfamiliar tactical environment, while at the same time demonstrating confidence and effective leadership to project staff, business stakeholders, and the executive layer.

Our Advice

Critical Insight

  • The first 100 days are critical. You have a window of influence where people are open to sharing insights and opinions because you were wise enough to seek them out. If you don’t reach out soon, people notice and assume you’re not wise enough to seek them out, or that you don’t think they are important enough to involve.
  • PMOs most commonly stumble when they shortsightedly provide project management solutions to what are, in fact, more complex, systemic challenges requiring a mix of project management, portfolio management, and organizational change management capabilities. If you fail to accurately diagnose pain points and needs in your first days, you could waste your tenure as PMO leader providing well-intentioned solutions to the wrong project problems.
  • You have diminishing value on your time before skepticism and doubt start to erode your influence. Use your first 100 days to define an appropriate mandate for your PMO, get the right people behind you, and establish buy-in for long-term PMO success.

Impact and Result

  • Develop an action plan to help leverage your first 100 days on the job. Hit the ground running in your new role with an action plan to achieve realistic goals and milestones in your first 100 days. A results-driven first three months will help establish roots throughout the organization that will continue to feed and grow the PMO beyond your first year.
  • Get to know what you don’t know quickly. Use Info-Tech’s advice and tools to perform a triage of every aspect of PMO accountability as well as harvest stakeholder input to ensure that your PMO meets or exceeds expectations and establishes the right solutions to the organization’s project challenges.
  • Solidify the PMO’s long-term mission. Adopt our stakeholder engagement best practices to ensure that you knock on the right doors early in your tenure. Not only do you need to clarify expectations, but you will ultimately need buy-in from key stakeholders as you move to align the mandate, authority, and resourcing needed for long-term PMO success.

Set a Strategic Course of Action for the PMO in 100 Days

Start here – read the Executive Brief

Read our concise Executive Brief to find out how capitalizing on your first 100 days as PMO leader can help ensure the long-term success of your PMO.


1

Survey the project landscape

Get up-to-speed quickly on key PMO considerations by engaging PMO sponsors, assessing stakeholders, and taking stock of your PMO inventory.

2

Gather PMO requirements

Make your first major initiative as PMO director be engaging the wider pool of PMO stakeholders throughout the organization to determine their expectations for your office.

3

Solidify your PPM goals

Review the organization’s current PPM capabilities in order to identify your ability to meet stakeholder expectations and define a sustainable mandate.

Onsite Workshop

Book Your Workshop

Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Assess the Current Project Ecosystem

The Purpose

  • Quickly develop an on-the-ground view of the organization’s project ecosystem and the PMO’s abilities to effectively serve.

Key Benefits Achieved

  • A comprehensive and actionable understanding of the PMO’s tactical environment

Activities:
Outputs

1.1

Perform a PMO SWOT analysis.

  • Overview of current strengths, weaknesses, opportunities, and threats

1.2

Assess the organization’s portfolio management, project management, and organizational change management capability levels.

  • Documentation of your current process maturity to execute key portfolio management, project management, and organizational change management functions

1.3

Take inventory of the PMO’s resourcing levels, project demand levels, and tools and artifacts.

  • Stock of the PMO’s current access to PPM personnel relative to total project demand

Module 2: Analyze PMO Stakeholders

The Purpose

  • Determine stakeholder expectations for the PMO.

Key Benefits Achieved

  • An accurate understanding of others’ expectations to help ensure the PMO’s course of action is responsive to organizational culture and strategy

Activities:
Outputs

2.1

Conduct a PMO Mission Identification Survey with key stakeholders.

  • An understanding of expected PMO outcomes

2.2

Map the PMO’s stakeholder network.

  • A stakeholder map and list of key stakeholders

2.3

Analyze key stakeholders for influence, interest, and support.

  • A prioritized PMO requirements gathering elicitation plan

Module 3: Determine Strategic Expectations and Define the Tactical Plan

The Purpose

  • Develop a process and method to turn stakeholder requirements into a strategic vision for the PMO.

Key Benefits Achieved

  • A strategic course of action for the PMO that is responsive to stakeholders’ expectations.

Activities:
Outputs

3.1

Assess the PMO’s ability to support stakeholder expectations.

  • An understanding of PMO capacity and limits

3.2

Use Info-Tech’s PMO Strategic Expectations glossary to turn raw process and service requirements into specific strategic expectations.

  • A preliminary PMO mandate

3.3

Define an actionable tactical plan for each of the strategic expectations in your mandate.

  • High-level statements of strategy to help support your mandate

Module 4: Formalize the PMO’s Mandate and Roadmap

The Purpose

  • Establish a final PMO mandate and a process to help garner stakeholder buy-in to the PMO’s long-term vision.

Key Benefits Achieved

  • A viable PMO course of action complete with stakeholder buy-i

Activities:
Outputs

4.1

Finalize the PMO implementation timeline.

  • A 3-to-5-year implementation timeline for key PMO process and staffing initiatives

4.2

Finalize Info-Tech’s PMO Mandate and Strategy Roadmap Template.

  • A ready-to-present strategy document

4.3

Present the PMO’s strategy to key stakeholders.

  • Stakeholder buy-in to the PMO’s mandate