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'UNDERSTANDING THE VALUE
OF THE PMO PMO continuous improvement lessons learnt
Avonisha Parsotham
PMO CHALLENGES
SUCCESSES & LESSONS LEARNT
KEY LEARNINGS
1. Define a PMO charter • Vision
• Objectives
• Service catalogue
• PMO metrics
• Roles & responsibilities, key relationships
2. Define handbooks & governance standards • Assists with on boarding of new staff & provides a readily available
guide on procedures & templates for current staff
• Markets the project/program management discipline to stakeholders
• Use as a basis for continuous improvement
• Conduct internal audits to deliver on improvement objectives
• Start of with hygiene factors & evolve incrementally
• Establish a governance oversight committee
Use to measure the value of the PMO
KEY LEARNINGS
3. Change management • Communication is key (reduce uncertainty & create buy-in)
• Be emotive – “Call to duty”
• Identify & use champions
• Buy in = “what’s in it for me?”
• Use a top down, bottom up approach
• Leverage off expert knowledge & referent skills
• Be strategic, expect the unexpected - plan ahead for
questions/concerns
4. Reward & recognition that suits the project team/s
• Consider organisational culture, generation etc.
5. Create your personal reference library
KEY LEARNINGS
6. Coaching & mentorship • Utilise competency frameworks & career plans to motivate &
develop skills
• Identify internal diamonds in the rough & coach – change champions
• Establish Communities of Practices
• Establish a “safe” forum
7. Project prioritisation matrix • Numerically/factual based (remove emotions/escalated commitment)
• Aligned to the organisations strategic objectives
• Use a industry recognised framework e.g. Gartner's 5 perspective, balanced scorecard/ ROI etc.
SIMPLIFIED EXAMPLE
KEY LEARNINGS
8. Focus on 3 things at a time (short term, medium
term, long term) • Be strategic on what to implement: prioritise quick wins & high return
initiatives
9. Balance operational objectives & strategic alignment • Use program and portfolio management to group operational projects to
illustrate the alignment to strategic objectives
• Provide customised dashboards, with interpretation of results
• Provide forecasts to enable business decisions
KEY LEARNINGS
10. Project performance reporting Transparency & accountability fuels performance
– Delivery: Actual vs. planned delivery of key milestones
– Costs/Savings: Actual vs. planned costs
– Costs/Savings of decisions: Summation of costs/savings of decisions
– Cost of risk non containment: Summation of costs/savings relating to
risk containment
KEY LEARNINGS
11. Adopt a structured approached based on best practices for improvements
Scope
Define current state
Determine business drivers
Define future state
Identify roadmap activities
Test & execute
Review
Use industry best practice
maturity models
KEY LEARNINGS
12. Create visual roadmaps • A picture says a thousand words
• Communicate the PMO’s objectives
• Manage expectations (sponsors, PM team, general staff)
• Tie operational objectives back to strategic objectives
EXAMPLE ROADMAPS
EXAMPLE ROADMAPS
Thank you!
“All things are created twice; first mentally; then physically. The key to creativity is to begin with the end in mind, with a vision & a blue print of the desired results” - Stephen Covey