Project PMO Fitting a PMO to your organization

Transcription

1 Project PMO Fitting a PMO to your organization SC.GMIS/PMI 2017 Project Management Workshop Saluda Shoals River Center in Columbia, SC July 20th Bill Repucci bill@repucci.com

2 Questions, Questions, Questions Update this slide! What is a PMO? Why do you need a PMO? What is the objective? Who is the sponsor? When is it needed by? What Structure? What Talent? How many people? Communicate!

3 People Documenters Analysts Training Sales Processes Finance Audit What is a PMO?

4 What is driving the organization towards a PMO? Did they have a project go bad? Desire to improve quality? Cost Savings? This is how we did it at my last job. Sr. Exec I read about the PMO in Reader s Digest and thought I could lose weight if I implemented one.

5 Setting the objectives What does your organization expect from a PMO? Improved Quality? On Time Delivery? Accurate Cost Estimates? Everything and More? $

6 Sponsorship Is the organization ready for a PMO?

7 Sponsorship If they are If they are not

8 How Soon is a PMO Needed? Does your organization have a large project coming up? Use this as an opportunity to implement Project Protocol / Processes / Control Are there many projects that they need to get control of? Create a Portfolio Assign Sponsors Rank Each Project Set up Communication Process / Protocol

9 If the shoe fits Different organizations require different approaches Large vs. Small Large companies typically are process driven Small companies typically are the Wild West

10 How Do YOU Implement a PMO? People simply don t like change True; however, people will accept change if it makes life easier for them. What s in it for me? Work within the culture of the organization Sponsorship must be at the correct level and be strong enough to knock down barriers Communicate!

11 Why Not the Full Boat PMBOK? Small companies The full process as described in the PMBOK will make heads explode at small companies The staffing required to implement the full PMBOK methodology can blow a budget The process changes will be viewed as a hindrance It takes me more time to fill out the paperwork than it would to do

12 Why Not the Full Boat PMBOK? Large companies Easier to find a sponsor Used to policies and procedures Typically have larger budgets and are willing to spend money to improve quality Have existing staff that can be pulled into the PMO, which helps get the quick win Proper Fit is important

13 How Much and How Soon? When implementing a new PMO, SLOW is always better than FAST Get Organized Communicate! Do not spend the grace period developing Policies & Procedures! Communicate! Pick a visible project that is a sure win! Communicate!

14 Work the projects Pick your first project carefully But didn t you say to prioritize the projects? Yes, but you need an early WIN!!! A large complex project will take a long time to show the value of the PMO A small but important project will demonstrate the value the PMO brings to the organization and creates momentum Communicate!

15 Go Slow Talk to Management and find their hot buttons Create a Project Portfolio Size of the organization doesn't matter and neither does the tool. Excel works fine at the start. Assist Management prioritize THEIR projects 1 st Legal, regulatory, and/or Contractual 2 nd Strategic 3 rd Nice to have Communicate!

16 Avoid the Viper Pit Don t even think about implementing a PMO unless you have STRONG sponsorship Don t try to implement a PMO when you are overtasked with projects and your team is burned out Pick the right time

17 The Right Talent is Critical Pick the right people Quality and Quantity Allies are Critical Not every IT person wants to be a Project Manager Do not underestimate the importance of tribal knowledge Train your staff Pick the right time

18 Communicate The importance of communications cannot be over stated. Management and the entire staff must know not only about your successes but your struggles as well Recognize those who contributed, even those outside the PMO The Administrative Assistant who arranged dinner when the team worked late The Finance person who provided feedback early on Internal Audit who warned you of landmines The Engineers who contributed The Manager who provided support and insight How can they help, if they don t know how to help you?

19 Project PMO Summary Plan your work, work your plan! Sponsorship Focus on the Drivers Size to Fit Communicate, Communicate, Communicate Set the Pace, Work with Management Get the WIN Get the Right People COMMUNICATE!

20 Tips Cooper Harper Handling Qualities Rating Scale

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22 Tips Always look for additional ways to bring VALUE! Always leave more than you take Tracking open issues is always a challenge. Look into using a tool like Trello.

23 Tips Death By Power Point* Audience Specific Direct, Short, & Accurate! * The same goes for

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