A PMO implementation, 9 success factors

A project management office (PMO) can bring about an enormous improvement within project organisations, provided it is implemented properly. In this article, we explain how to implement a PMO properly and what the added value of a PMO is. There is no single successful way to implement a PMO. This is partly because every organisation has different expectations of a PMO. In addition, different frameworks can be used to set up a PMO. However, there are several factors that can contribute to a successful(er) implementation of a PMO. 

The implementation of a PMO

Implementing a PMO always requires a customized approach. Why? Each project organisation requires a specific approach if the long-term effectiveness of the PMO is to be maintained.

For this purpose, MOJEO uses the iterative approach by means of the PMO building blocks. Each building block covers a particular topic of the PMO. By implementing the building blocks that require the most attention, we ensure that the PMO will provide added value to the (project) organisation in the short term. In this article we will take a closer look at the building blocks we use.

More precisely, MOJEO is going to set up a PMO within your organisation. What are we going to do?

PMO Maturity Scan

If there is already a PMO within the organisation, we use the PMO Maturity Scan to examine how mature it is and where the points for improvement lie.

Qualitative research

By means of various interviews, we map out the current needs and problems of the stakeholders and project managers.

PMO plan

We map everything out and then summarise this in a concrete improvement plan. This states precisely which building blocks will be improved and/or implemented.

Review & optimisation

After the implementation of a building block, we check whether everything has been implemented successfully and whether the problems have been solved as desired.

Daily management & optimisation

In consultation, we manage the PMO's daily activities or transfer them (partially) to the internal project staff.

The 9 success factors

1. It is important to realise that you cannot do everything at once

For this reason, it is important that a clear scope is established. It is important to know the intention / purpose of the PMO in the organisation. In addition, it is important to identify where the most important / fastest improvements can be realized by a PMO.

2. Changes are inevitable

However, it is important that these changes are discussed with the stakeholders/stakeholders. This is important to manage the expectations, otherwise the value of the PMO may be undervalued at an early stage.

3. Know your stakeholders!

It is important to know who your stakeholders are and to have them on board. This allows you to manage expectations and other factors within this group. 

4. Determine the critical success factors in time

Critical success factors must be identified early on in the process. If your criteria are measurable, make sure they can be tracked in the short term.

5. Define the added value and checkpoints

In addition, determine the added value early on and use checkpoints to validate. It is important to know at each stage whether the time is still well spent.

6. Do not underestimate the complexity of change management!

If you are going to change processes, standards, roles and responsibilities, it is important to ensure that this is clear to all those involved. In addition, you have to take into account the ripple effect, changes ahead of the chain often cause changes/problems further down the chain.

7. Take your time!

Implementing a PMO takes time. It has to be analyzed, planned and mediated. It is therefore important to properly manage the expectations of the stakeholders.

8. The lack of a clear methodology is a pitfall for any PMO implementation!

That is why it is important to choose a method that meets the needs of the company. There is no single route to success, but a route can be mapped out for the company.

9. Last, but definitely not least: A PMO is not the solution for ALL (project) problems in the (project) organisation!

A PMO can help address the issues and contribute to future project success. It is therefore smart to have a maturity/maturity assessment done for the project organisation or the PMO in addition to the implementation of a PMO. Read here more about the Maturity Scan from MOJEO or here the online PMO Maturity Scan Lite!

We have also made a blog-post about the 15 important values that a PMO can bring. Read this blog-post here

Discover the facts of a high-performing pmo

Discover all the facts about the added value that a PMO can bring to a (project) organisation in one clear infographic.