Manage a Minimum-Viable PMO

Provide project managers with processes that they have the time to follow.

Onsite Workshop

If your organization designates people as “project managers” but doesn’t allocate time to project management duties, you are at risk of:

  • Cancelled and incomplete projects
  • Disgruntled project workers
  • Portfolio chaos

With a minimum-viable PMO strategy, organizations in this situation can attain:

  • Fair and achievable process for time-strapped project workers
  • The right balance of discipline and tools to drive projects to successful completion
  • Improved portfolio visibility

Module 1: Preparation

The Purpose

  • Define goals and success criteria.
  • Finalize agenda.
  • Gather information: update project and resource lists (Info-Tech recommends using the Project Portfolio Workbook).

Key Benefits Achieved

  • More efficiently organized and executed workshop.
  • Able to better customize and tailor content to your specific needs.

Activities: Outputs:
1.1 Discuss specific pain points with regards to project manager allocations
  • Understanding of where efforts must be focused in workshop
1.2 Review project lists, tools and templates, and other documents
  • Assessment of what existing tools and templates may need to be included in zero-allocation workbook
1.3 Map existing strategies to Info-Tech’s framework
  • Revisions that need to be made based on existing strategies

Module 2: Make the Case and Assess Needs

The Purpose

  • Assess current state (including review of project and resource lists).
  • Discuss and analyze SWOT around project and portfolio management.
  • Define target state.
  • Define standards / SOP / processes for project and portfolio management.

Key Benefits Achieved

  • Gain perspective on how well your processes match up with the amount of time your project managers have for their PM duties.
  • Determine the value of the time and effort that your project teams are investing in project management activities.
  • Begin to define resource optimized processes for zero-allocation project managers.
  • Ensure consistent implementation of processes across your portfolio.
  • Establish project discipline and best practices that are grounded in actual project capacity.

Activities: Outputs:
2.1 Perform and/or analyze Minimum-Viable PMO Needs Assessment
  • Current state analysis based on Minimum-Viable PMO Needs Assessment
2.2 SWOT analysis
  • Overview of current strengths, weaknesses, opportunities and threats
2.3 Identify target allocations for project management activities
  • Target state analysis based on Minimum-Viable PMO Needs Assessment
2.4 Begin to define resource optimized processes for zero-allocation project managers
  • A refined Minimum-Viable Project and Portfolio Management SOP

Module 3: Establish Strategy

The Purpose

  • Select and customize project and portfolio management toolkit.
  • Implement (test/pilot) toolkit and processes.
  • Customize project manager training plan.
  • Evaluate and refine toolkit and processes as needed.

Key Benefits Achieved

  • Ensure consistent implementation of processes across your portfolio.
  • Establish project discipline and best practices that are grounded in actual project capacity.
  • A customized training session that will suit the needs of your project managers.

Activities: Outputs:
3.1 Customize the Zero-Allocation Toolkit to accommodate the needs of your projects
  • Customized Zero-Allocation Project Management Workbook
3.2 Test toolkit on projects currently underway
  • A tested and standardized copy of the workbook
3.3 Tweak project manager training to suit the needs of your team
  • A customized training session for your project managers (to take place on Day 4 of Info-Tech’s workshop)

Module 4: Train Your Zero-Allocation Project Managers

The Purpose

  • Communicate project and portfolio management SOP to Project Managers.
  • Deliver project manager training: standards for portfolio reporting and toolkit.

Key Benefits Achieved

  • Equip project managers to improve their level of discipline and documentation without spending more time in record keeping and task management.
  • Execute a successful training session that clearly and succinctly communicates your minimal and resource-optimized processes.

Activities: Outputs:
4.1 Project Manager Training, including communication of the processes and standard templates and reports that will be adopted by all project managers
  • Educated and disciplined project managers, aware of the required processes for portfolio reporting

Module 5: Assess Strategy and Next Steps

The Purpose

  • Debrief from the training session.
  • Plan for ongoing evaluation and improvement.
  • Evaluate and refine toolkit and processes if needed.
  • Answer any remaining questions.

Key Benefits Achieved

  • Assess portfolio and project manager performance in light of the strategy implemented.
  • Understanding of how to keep living documents like the workbook and SOP up to date.
  • Clearly defined next steps.

Activities: Outputs:
5.1 Review the customized tools and templates
  • Finalized workbook and processes
5.2 Send relevant documentation to relevant stakeholders
  • Satisfied and informed stakeholders
5.3 Schedule review call
  • Scheduled review call
5.4 Schedule follow-up call with analysts to discuss progress in six months
  • Scheduled follow-up call

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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 road map in place to complete your project successfully.

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