Why a PMO becomes indispensable in small and medium-sized businesses
In a company that has set the course for the future, the project management office is a central point. From here projects are controlled digitally. It assigns tasks, is an important part of quality management and provides operative help in the day-to-day business of the company. The Project Management Office is also known under the terms Program Management Office and Portfolio Management Office. Why it has become almost indispensable today, can you read in the following post.
This is what a PMO does in your company
You can visualize a project management office like a fairy godmother. It is active 24 hours in all important strategic areas of the enterprise and for all departments an important contact person, who always keeps the overview. Although the PMO does not work on the content of the projects itself, it is always up to date. It always knows what has been done and what has been done and where it is getting stuck. The PMO is the most important ally of any project manager.
How does a PMO work?
A PMO can best work in combination with appropriate software support. If you have a project management software installed in your house, a PMO will be especially easy to accomplish its tasks.
In a project management software, the progress of the individual projects is immediately apparent. The individual project managers operate their own control in the form of a kind of self-management. The PMO can then set up from there and check whether all agreed activities have actually been fulfilled.
But even if there is no own software, a PMO can be managed very efficiently. The first “PMO-manager”, which we got to know at Limendo, probably noticed this already over 15 years ago, as he was armed with a thick folder, paper, pen and a telephone. That’s all you need in the PMO.
These are the central tasks of the PMO
How to integrate a new PMO into a company?
A project management office can certainly not be implemented in one day in existing corporate structures. It is integrated in different phases to create a smooth and smooth transition. The introduction of the PMO is also a separate project that should be well planned from the start.
Step 1: Analysis
In the first step you should know the actual state in your company. Sounds trivial, but the most important prerequisite for your PMO to fulfill what you expect from it in the end. Analyze where to standardize processes to relieve project managers or allow them to focus on their core tasks. It must be the goal of integrating software to tailor it to individual business needs rather than just putting it on hold. Another important step. The parallel should be the transparency towards all employees of the company. From the managing director to the reception, everyone should have understood the advantages PMO has for the company as well as the employees. Nobody should get the feeling to be replaced by a software or to be controlled beyond measure. The implementation process should therefore be transparent. The PMO should be understood as an aid.
Step 2: Concept
On the basis of the insights gained from the analysis, a realistic concept will now be developed which tasks the PMO can assume in the company. Requirements are defined and decisions are made as to whether the project management office is integrated as an operational, project monitoring or strategic system. Now it becomes clear which resources are still needed.
Step 3: Implementation
The established concept will now be implemented gradually. Free positions are filled so that the available resources are optimally utilized. Tasks and areas of responsibility can then be assigned to the individual project participants.
Step 4: Everyday life
After the implementation has been successfully completed, the use of the system in everyday business becomes a matter of course. All team members should now be able to use the system independently and the PMO should be able to work as effectively as possible.
You’ll quickly realize that companies with a working PMO will complete significantly more projects than companies without a PMO.
The PMO as crisis manager: How to get digital help
The project management office is not only useful if all numbers are green. Especially in times of crisis, it is a valuable help. By providing all the important data promptly, which can be viewed by all central offices, equally fast decisions can be made. Also, the communication of a team can be improved, so that errors and weaknesses quickly notice and can be eliminated. A PMO can take over the crisis management within the company and provide the crucial impetus to poorly running projects. Improved scheduling can be enough to use resources optimally.