- 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.
- 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.
This guided implementation is an eleven call advisory process.
Guided Implementation #1 - Survey the project landscape
Call #1 - Scoping call
Call #2 - Conduct a Mission Identification Survey
Call #3 - Take inventory of the PMO’s resources and tools
Call #4 - Develop a PMO network stakeholder map
Guided Implementation #2 - Gather PMO requirements
Call #1 - Assess the interest and influence of key stakeholders
Call #2 - Develop a requirements gathering elicitation plan based on stakeholder priority
Guided Implementation #3 - Solidify your PMO goals
Call #1 - Assess the current state of your portfolio, project, and organizational change management capabilities
Call #2 - Define strategic expectations and a tactical approach for your PMO
Guided Implementation #4 - Formalize the PMO's mandate
Call #1 - Define an implementation roadmap
Call #2 - Develop a communications plan
Call #3 - Establish a feedback and evaluation process
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
- 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
Perform a PMO SWOT analysis.
- Overview of current strengths, weaknesses, opportunities, and threats
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
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
- 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
Conduct a PMO Mission Identification Survey with key stakeholders.
- An understanding of expected PMO outcomes
Map the PMO’s stakeholder network.
- A stakeholder map and list of key stakeholders
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
- 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.
Assess the PMO’s ability to support stakeholder expectations.
- An understanding of PMO capacity and limits
Use Info-Tech’s PMO Strategic Expectations glossary to turn raw process and service requirements into specific strategic expectations.
- A preliminary PMO mandate
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
- 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
Finalize the PMO implementation timeline.
- A 3-to-5-year implementation timeline for key PMO process and staffing initiatives
Finalize Info-Tech’s PMO Mandate and Strategy Roadmap Template.
- A ready-to-present strategy document
Present the PMO’s strategy to key stakeholders.
- Stakeholder buy-in to the PMO’s mandate
After each Info-Tech experience, we ask our members to quantify the real time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this Blueprint, and what our clients have to say.