laura barnard, pmp founder, pmo strategies - protiviti building blocks of an effective... · the...
TRANSCRIPT
6/15/2015
© 2015 PMO Strategies
Slide: 1
Laura Barnard, PMP
Founder, PMO Strategies
Bringing a vast array of PMO capability building
solutions to organizations eager to create
sustainable change since 1999
Nonprofit Service Executive Director, Project Management Day of Service
Founder, Project Management for Change (nonprofit)
Board Member - VP, Marketing, PMI Washington, DC
Board Member, PMI Montgomery County, MD (10 years)
Board, Goodwill Industries of the Chesapeake, Inc. (3 years)
Certifications
PMI PMP® certification (11 years)
Prosci Change Management Practitioner certification
Computer Science Degree from Virginia Tech
The Building Blocks of an
Effective and Sustainable PMO Laura Barnard, PMP
June 15, 2015
6/15/2015
© 2015 PMO Strategies
Slide: 3
POSSIBLE.
Imagine…
You are running a project that has…
• No clearly defined scope
• No defined budget
• No defined resources
• Your own team saying there just isn’t enough time
• Stakeholders who don’t understand or aren’t engaged
• Leadership message is “we can’t support you”
Now...add to that...
• No legal entity (cannot transact business)
• No way to accept financial support
• No way to pay anyone to do the work
• Never been done before anywhere in this way
…and a general stakeholder belief that it just CAN'T BE DONE…
it was
IMPOSSIBLE.
6/15/2015
© 2015 PMO Strategies
Slide: 4
Project Management Day of Service
(PMDoS)
On Martin Luther King Day, January 19, 2015,
a national day of service, the Taproot Foundation and five DC area chapters of the
Project Management Institute (PMI)
partnered to organize the
largest ScopeAThon in history.
6/15/2015
© 2015 PMO Strategies
Slide: 5
PMDoS numbers
• 300 project managers
• 40+ PMO volunteers working for 7 months (and still going!)
• 100 nonprofits
• $60,000 in donations
• $100,000+ in-kind sponsorship
• 5 DC area PMI chapters
6/15/2015
© 2015 PMO Strategies
Slide: 6
PMDoS
Helping those who help others…
• 1600 Hours pro bono project management!
• $200,000 in PM value in one day!
• White House / U.S. Commerce kick off
• On time, under budget and well beyond
stakeholder expectations!
6/15/2015
© 2015 PMO Strategies
Slide: 7
If most PMOs fail to
deliver expected value,
why did this succeed under
extreme circumstances?
The Impossible PMO™
6/15/2015
© 2015 PMO Strategies
Slide: 8
Using Tools for Efficiency
Defining the PMO
Leveraging Methodologies
Managing PMO Talent
The Impossible PMO™ Building Blocks
Leading Change
Creating Sustainability
THE
SC
IEN
CE
THE A
RT
6/15/2015
© 2015 PMO Strategies
Slide: 9
THE SCIENCE
The Building Blocks of an Effective and Sustainable PMO
6/15/2015
© 2015 PMO Strategies
Slide: 10
Mistake:
Assuming your
organization needs a PMO
Mistake:
Forgetting
about the people
Mistake:
Picking the
wrong type of
PMO
Defining the PMO
Don’t make these mistakes!
6/15/2015
© 2015 PMO Strategies
Slide: 11
Otherwise…
Assuming your organization needs a PMO without identifying the business
priorities is a sure way to fast track your PMO to extinction!
• What’s the business problem?
• Define the “P”
Portfolio, Program, Project
• Do your homework!
Do you need a PMO?
6/15/2015
© 2015 PMO Strategies
Slide: 12
Otherwise…
If your PMO doesn’t meet the needs of
the organization, you are destined for irrelevance!
• Determine center of gravity
• Investigate various PMO types
- Organization/Business Unit PMO
- Project or Program Specific PMO
- Project Support or Controls Office
- Enterprise-wide/Strategic/Global PMO
- Center of Excellence or Competency
Most effective PMO type
PMI’s Pulse of the Profession: PMO Frameworks November 2013
6/15/2015
© 2015 PMO Strategies
Slide: 13
PMDoS PMO
6/15/2015
© 2015 PMO Strategies
Slide: 14
Otherwise…
Ignore the culture, and the people you’d rather not deal with, and they
will consume your PMO.
• Get to know the culture
• Figure out who’s with you
• Engage everyone!
• Turn your detractors into promoters
Understand your stakeholders
6/15/2015
© 2015 PMO Strategies
Slide: 15
Leveraging methodologies
Must know what to use when and how
6/15/2015
© 2015 PMO Strategies
Slide: 16
Project management
What needs to happen for my project to be a success?
i.e. PMBOK
Implementation management
How am I going to get the work
accomplished?
SDLC, Agile, Waterfall…
The definitions
6/15/2015
© 2015 PMO Strategies
Slide: 17
• You don’t need every process
• Avoid box checking!
• Focus on value added activity
• If it’s not used, why are you doing it?
Using methodologies effectively
6/15/2015
© 2015 PMO Strategies
Slide: 18
Portfolio management
• Focus on actions and decisions
• Projects that need attention
• Communicate regularly, all ways
• Make progress and results visible
• BRAG: Black, Red, Amber, Green
Status Report for Week Ending xx/xx/xx
Planned Activities for Next Reporting Period
Overall Status
X
Deliverable/Milestone Status %
Comp
Original Delivery
Date
Current Delivery
Date Comments
♦
Issue/Risk Description Status Owner Comments
♦
Budget Item Status Approved Budget
Current Spend
Expected Spend
Comments
$
Activities Accomplished This Reporting Period
Summary
Key Decisions Made
Items Requiring Management Attention
Deliverables and Milestones
Issues and Risks
Budget
Item and Action
Activity and Benefit
Activity and Expected Result
Decision and Outcome
©2015 PMO Strategies
6/15/2015
© 2015 PMO Strategies
Slide: 20
Using tools for efficiency
The right tool for your organization:
The one that meets business
requirements as simply as possible.
6/15/2015
© 2015 PMO Strategies
Slide: 21
• Manage it like a project
• What problem are we solving?
• Best solution for our people?
Do they already have
“new tool exhaustion”?
Preparing for the tool
6/15/2015
© 2015 PMO Strategies
Slide: 22
Collaboration
Intake process for new projects
Planning and execution
Supports multiple methodologies
Prioritization & portfolio management
Configurable dashboards
Easy onboarding
Easy to configure
Comprehensive training
Choosing the right tool
6/15/2015
© 2015 PMO Strategies
Slide: 23
• Simplify your process first
• Understand requirements BEFORE
selecting software
• Consider fitting process to tool
• Remember the 80/20 rule
Customization gone wild
The more you customize, the more complicated it will be to use!
6/15/2015
© 2015 PMO Strategies
Slide: 24
• Don’t over customize
• Tool will work if used as designed
• Prioritize requirements
• Consider replacing your tool
Bottom line on tools
Avoid workaround syndrome:
The overly complicated tool is the one that won’t get used.
6/15/2015
© 2015 PMO Strategies
Slide: 25
THE ART The Building Blocks of an Effective and Sustainable PMO
6/15/2015
© 2015 PMO Strategies
Slide: 26
Managing PMO talent
The right talent makes a real difference
6/15/2015
© 2015 PMO Strategies
Slide: 27
PMO talent profile
• Certifications matter only so much
• Expectations management
• Natural change agents
• Meet stakeholders where they are
• Instinctive leaders others follow
6/15/2015
© 2015 PMO Strategies
Slide: 28
• Define your requirements
• Use your superstars to interview
• Diversity matters (keeps it interesting)
Finding talent
6/15/2015
© 2015 PMO Strategies
Slide: 29
Aligning people
• Align talent with their strengths
• Business knowledge is often king
• Super stars in most crucial areas
• Where relationships already exist
• Give them new opportunities
6/15/2015
© 2015 PMO Strategies
Slide: 30
• Engage with meaning and purpose
• Reward and motivate individuals
• Let them do what they like doing
• Challenge and develop them
…then GET OUT OF THEIR WAY!
Keeping them happy
6/15/2015
© 2015 PMO Strategies
Slide: 31
Leading change
How to get the right people,
on the right road, going in the right direction
6/15/2015
© 2015 PMO Strategies
Slide: 32
Projects, people and change
Prosci®
PCTTM Model
6/15/2015
© 2015 PMO Strategies
Slide: 33
Find your change agents
• PMO change agents
• Change agents in the organization
• Leadership from the bottom up
• Change agents drive accountability
6/15/2015
© 2015 PMO Strategies
Slide: 34
Sponsor engagement
• Make sure they are sponsors
• Teach them how to be sponsors
• Actively and regularly engage
• Give them actionable information
• Get results and they look good
The number one factor in determining
success or failure of a change initiative is
sponsor engagement. Prosci Change Management Methodology
6/15/2015
© 2015 PMO Strategies
Slide: 35
• Stop talking and listen
• Have they heard this before?
• What do they fear?
• What do they know that you don’t?
• Give them the WIIFM!
What’s In It For Me (them)
…then, it’s time for the tough love
Change resistance
6/15/2015
© 2015 PMO Strategies
Slide: 36
The equation
When all else fails…
C1 V1 = C2 V2
Dilute the concentration of the
change resistors by
adding more change agents!
6/15/2015
© 2015 PMO Strategies
Slide: 37
Creating sustainability
…the alignment of the PMO to the goals of the organization is key to
driving strategy implementation. PMI Pulse of the Profession
6/15/2015
© 2015 PMO Strategies
Slide: 38
Engagement with the c-suite
• Strategy realized through implementation
• They need you, even if they don’t know it
• Portfolio must stay relevant with priorities
61% of executives admit that their firms often
struggle to bridge the gap between strategy
formulation and its day-to-day
implementation. The Economist Survey: Why good strategies fail – Lessons from the C-suite
6/15/2015
© 2015 PMO Strategies
Slide: 39
PMO as strategy navigator
Show the value of the PMO way
• Facilitator of strategy definition
• Strategic change driver
• Strategic portfolio oversight
High-performing PMOs are twice as likely as
low performers to be involved in the early
stages of strategic management…seen as
an integral part of strategic implementation. - PMI Pulse of the Profession
6/15/2015
© 2015 PMO Strategies
Slide: 40
Marketing matters
• Your PMO brand is everything
• Who is representing you?
• Inspire: tell the value story
• Make people feel
6/15/2015
© 2015 PMO Strategies
Slide: 41
Managing the PMO
Determine the best management style for
your PMO change maturity.
©2015 PMO Strategies
6/15/2015
© 2015 PMO Strategies
Slide: 42
©2015 PMO Strategies
Build on a strong foundation
6/15/2015
© 2015 PMO Strategies
Slide: 43
Directed: When the idea is new and uncertain
Directed management
©2015 PMO Strategies
6/15/2015
© 2015 PMO Strategies
Slide: 44
Collaborative: When you understand the space
Directed: When the idea is new and uncertain
Collaborative management
©2015 PMO Strategies
6/15/2015
© 2015 PMO Strategies
Slide: 45
Collaborative: When you understand the space
Directed: When the idea is new and uncertain
Empowered: When they understand the space
Empowered Management
©2015 PMO Strategies
6/15/2015
© 2015 PMO Strategies
Slide: 46
Directed: When the idea is new and uncertain
Empowered: When they understand the space
Evolving Management
©2015 PMO Strategies
Collaborative: When you understand the space
Evolving: Shown success, focus on growth
6/15/2015
© 2015 PMO Strategies
Slide: 47
Collaborative: When you understand the space
Directed: When the idea is new and uncertain
People: The core of your PMO
Evolving: Shown success, focus on growth
Empowered: When they understand the space
PMO management styles
©2015 PMO Strategies
6/15/2015
© 2015 PMO Strategies
Slide: 48
When it works…
Figure out why and write it down!!
6/15/2015
© 2015 PMO Strategies
Slide: 49
Using Tools for Efficiency
Defining the PMO
Leveraging Methodologies
Managing PMO Talent
Leading Change
Creating Sustainability
THE
SC
IEN
CE
THE A
RT
The Impossible PMO™ Building Blocks
6/15/2015
© 2015 PMO Strategies
Slide: 50
6/15/2015
© 2015 PMO Strategies
Slide: 51
Want to make a difference?
©2015 PMO Strategies
6/15/2015
© 2015 PMO Strategies
Slide: 52
Want more?
PMOStrategies.com
Speaking
Coaching
Consulting
Training