PMO Practices That Drive Project Success

🚨 PMO Myth 11: There is no formula for the successful implementation of a PMO. Business consultants will often say that there is no formula to successfully implement a Project Management Office (PMO), as each PMO and organization is unique. While the idea that each organization is unique is what Captain Obvious says, that doesn’t mean there aren’t similarities in PMOs. For instance, most PMOs do the following in organizations: ⭐️ Lead and support projects ⭐️ Control project management domains ⭐️ Improve project visibility and communications ⭐️ Break down organizational silos and bring diverse teams together ⭐️ Improve the quality of project management throughout the organization Given these similarities, there are a few tips that can be followed to implement PMOs: 🎯 Business Process Map – A diagnostic tool that allows the org to understand the requirement of a PMO (where, when, why, and how to implement throughout the org). 🎯 PMO Vision and Mission – These will help guide the PMO culture. 🎯 Build Relationships – A PMO leader should build strong relationships with people at all levels in an org. 🎯 Executive Support – A PMO leader needs to ensure that there is support at the C-Level. Even better if a C-Level officer is a sponsor of the PMO. 🎯 PMO Charter – Defined goals and deliverables, documented with agreement from the top of the org. 🎯 PM Application – Ensure that the org has the right application to support project and task management (see my analysis of the top applications in my Featured section in my LinkedIn profile). 🎯 Templates – Create a toolbox with tools and templates that can be used to manage PM domains, such as a project charter, risk register, stakeholder management plan, or lessons learned register. 🎯 Processes – Create processes to help support healthy project communication and management. There are many more tips and details that can be applied to the creation of a PMO to ensure its long-term success and ensure alignment with the organization’s top goals and objectives. But following these tips is one formula to help establish a PMO that adds value. 🏆 Have you ever heard people bring up this PMO myth? If you have created a PMO, have you followed these tips? Anything else you would add? If you work in a PMO, are any of my suggestions missing in your work experience? I would love to hear your examples and stories in the comments! _________________ 🔔 Ring the bell to follow me on LinkedIn for topics on #ProjectManagement, #ProgramManagement, #PMO, #BusinessTransformation, #CareerTips, and #Leadership, as well as the rest of this series! #projectmanager #programmanager #businessanalysis #businessanalyst #projectmanagementprofessional #PMOMyths #PMOValue #ValueDriver #Value

✅ Generative AI Adoption: A Guide to Establishing a Strong PMO Office (Part 2) 🚀   In our ongoing series on how to establish a strong Project Management Office (PMO) office for scaling Generative AI (GenAI) adoption (Part 1 - https://lnkd.in/escgxDFb), we continue to draw on real-world experiences to highlight best practices for consideration:   Align with your AI Council for prioritization and intervention. Establish a regular cadence with your AI Council to discuss project priorities, address challenges, and seek guidance on strategic decisions. This alignment will ensure your PMO remains focused on high-impact GenAI initiatives, and is not having to field requests from the larger org and managing expectations endlessly. PMO’s mandate is to deliver what has been committed. Let the AI Council, field the triaging, probing, discovery, and prioritization of the most high impact use cases for you.   From the get-go, build your communication strategy and share regular updates with your steering committee (or AI Council). Schedule periodic meetings with your steering committee to share progress updates, discuss any roadblocks, and gather feedback on your GenAI adoption journey. Develop risk management strategies and ethical guidelines to address potential challenges and ensure responsible GenAI implementation. This includes mitigating data privacy concerns, monitoring AI models for potential biases, and complying with relevant regulations. By openly communicating updates to the AI Council, the PMO will help support Responsible & Ethical AI adherence for the enterprise.   Capture and report impact to business! Regularly reporting on the business value and return on investment (ROI) achieved through GenAI pilots will help build confidence with c-suite and encourage them to scale adoption by providing additional resources and helping prioritize a AI-first mindset across the enterprise. Have your exec sponsors relay regular win notes to the larger organization and rally support for GenAI adoption. Why is this important? Because every firm will have early adopters, early followers, late adopters, and naysayers. For an organization to successfully transform, you need to bring everyone to the finish line...   Finally, foster a culture of continuous improvement & innovation, by recognizing and celebrating the contributions of team members and stakeholders who have been instrumental in driving success. I have often seen organizations get so busy in doing the work, they forget to recognize those who are doing the heavy lifting. By focusing on the people aspect of this transformation journey, you will help motivate and inspire your employees to embrace the change.   💬 Do share your GenAI experiences and learnings on setting up your PMO office in the comments below! Subscribe to my newsletter here: https://lnkd.in/g3bdneR7 #genai #ai #pmo #aws

After advising project leaders on 50+ projects over the past 5 years, I've pinpointed the pitfalls. Project success isn't just by chance. Listen, if you're a project leader: Avoid: -Skipping the initial research phase -Underestimating resource needs -Ignoring stakeholder feedback -Overlooking team dynamics and communication -Sidestepping risk assessment -Bypassing regular progress check-ins -Dismissing project scope changes -Neglecting timely documentation -Over-relying on outdated tools -Undervaluing post-project evaluations -Fearing adaptability and pivot points Instead: -Foster a culture of continuous improvement -Engage in proactive problem-solving -Value each team member's input and expertise -Remain agile and adaptable to change -Understand that every project teaches a lesson -Tackle these pitfalls head-on. Elevate your project success rate. PS: Check out these 11 Pitfalls in Project Management and How to Avoid Them Based On My Experience

I spent my 30s managing enterprise IT projects. Here’s what I wish I knew at 29. 1/ Getting teams to simply talk is most of the battle. 2/ Getting sign-off (actual sign-off) on scope will save your bacon. 3/ The right time to think about risks is before you notice problems. 4/ No one is thinking about your project as much as you are. (/should be) 5/ When you have to ask ‘whose job is that?’, it’s probably your job. 6/ If someone asks you if you can do something ‘just this once’ it’s probably their job. 7/ If you do something once, it will be expected for every project in perpetuity. 8/ Understanding *why* someone is making an unusual request will give you insights. 9/ Seeing into the future is a superpower developed through experience. 10/ Senior PMs have good stories. Ask them to share. 11/ Every exec has (at least) two tones. The one they use among piers, and the one they’ll use 1:1. Don’t be startled. 12/ The first step in planning should be to define what you’ll do when things don’t go to plan. 13/ Planning is useful only if that plan quickly evolves into actual work. 14/ Repetition in meetings helps define expectations. Expectations help with accountability. Accountability is how you influence without authority. 15/ Holding people accountable—without being a jerk—is how you preserve relationships. 16/ Don’t ask if something is ‘in progress’. Ask ‘how much work is left’. Use percentages. 17/ Budget more time than you need. Then push hard to use less time than budgeted. 18/ Expect things to go sideways so you’re never surprised--and so you're always ready to act. 19/ Don’t burn bridges. Assume you’ll have another project with them. 20/ Trust is the single most valuable currency in project management. What are your lessons learned?  ____ 👋 Follow me Timothy Morgan for more about enterprise project management.

Stuck in a project that felt like trying to solve a puzzle with missing pieces? That was me. → In my days as a Quality Assurance Manager, I used to work with complex oil and gas projects. While I was proud of my work, I often hit a wall: my toolbox was limited, and I struggled to get everyone on the same page, tackling the right problem at the right time. ✨ Then came a turning point when I joined Australia's leading energy producer. There, I was introduced to the art of opportunity framing, roadmaps and facilitating strategy and engagement workshops with contractors and communities. 🌈 This was more than just a new job; it was a revelation that changed how I approached projects entirely. → So, what did I learn? It's not just about finding problems but framing them correctly with your team at the start. And execution? It's about strategic alignment from the get-go, ensuring every piece fits perfectly in the project puzzle. Here's what I propose to avoid project pitfalls (best before the execution starts): - Framing Strategy to develop a clear, actionable plan for every phase of the project lifecycle - Strong Kickoff before execution with contractors, aligning vision and execution strategy - Conduct thorough Root Cause Analysis to uncover the real issues - Perform Decisions Assessment to understand past choices - Ensure Solution Validity by aligning solutions with actual problems - Evaluate Problem Relevance to confirm the urgency and clarity of the issue - Check Team Alignment and involvement to guarantee everyone is on the same page and engaged at the right time - Explore all possible Options and review Data Quality to inform decisions - Identify and understand the Trade-offs made and assess the Execution on Commitments Let’s stop rushing into execution without a clear plan. If you’re curious about how opportunity framing workshops can redefine your approach to project management and lead to sustainable success, DM me. #opportunityframing #projects #projectmanagers #engagement #alignment #nonprofits #oilandgas #renewables #mining

Too many projects fail not because of bad execution— …but because no one took risk seriously until it was too late. If you’re leading projects and still treating risk management as a once-a-quarter checkbox, here’s a wake-up call: Risk leadership is project leadership. Want to lead with confidence? Start mastering these five core steps: 🔸Plan your approach – Tools, processes, and the mindset to guide your team 🔸Identify risks early – Before they snowball into scope creep or surprise costs 🔸Analyze what matters – Focus your time on what could truly derail delivery 🔸Respond intentionally – Don’t just plug holes—build strategic responses 🔸Monitor to the end – Risk doesn’t clock out mid-project, and neither should your strategy The best PMs don’t just manage tasks—they manage uncertainty. #ProjectManagement #RiskLeadership #PMO #44Risk #PMPprep #ProjectDelivery #ProjectRiskManagement

We often struggle with capturing our customer's decisions and next steps. Old Way: Take notes in the background and send them later New Way- Take notes on the screen/whiteboard and ask the customer if you have it correct You must keep in mind that each individual interprets every moment differently. What you recall from a conversation or meeting may vary slightly from what others remember. This highlights the importance of regular communication and alignment during key events such as kickoffs, EBRs, and status meetings. These gatherings serve as opportunities for goal setting, outlining next steps, and solidifying important decisions. For instance, during a kickoff meeting, it is crucial to establish clear objectives and expectations for the project ahead. Each team member may have a unique perspective on what success looks like, so aligning everyone's understanding is vital. Similarly, in an EBR (Executive Business Review), discussing key metrics and performance indicators can provide a holistic view of the business's progress and areas for improvement. In status meetings, reviewing the progress made since the last meeting and identifying any roadblocks can help teams stay on track towards their goals. By setting actionable next steps and making important decisions collectively, everyone can contribute to the overall success of the project or initiative. Remember, effective communication and collaboration are key in ensuring that everyone is on the same page and working towards a common goal. By acknowledging and respecting diverse perspectives, teams can leverage the strength of different viewpoints to drive innovation and success.

The Critical Role of Documentation in Project Success In the world of project management, documentation is more than just paperwork; it's the backbone of project success and accountability. A recent situation on a project highlighted the chaos that ensues when delays and schedule slips aren't properly documented. It turned into a costly blame game, emphasizing a lesson worth sharing today. 📝 Documenting: More Than Just a Formality Effective documentation serves as a clear record of decisions, changes, delays, and agreements throughout the project lifecycle. It’s crucial for tracking progress, identifying bottlenecks, and understanding the impact of deviations from the original plan. 🚧 Avoiding the Blame Game When issues arise (and they often do), well-kept records provide a factual basis for discussions, helping to focus on solutions rather than blame. Without this, teams can quickly fall into counterproductive finger-pointing, especially when costs are at stake. 🛠️ Tools for Effective Documentation Leverage project management tools and platforms that facilitate real-time documentation and updates. Ensure that all team members are trained on how to use these tools effectively. Regularly review and update project documents. This includes meeting minutes, change logs, and progress reports. Consistency is key. 🔍 Milestones and Delays: Tracking Progress Clearly document project milestones and any deviations from the plan. This not only keeps stakeholders informed but also helps in mitigating risks associated with delays. Use documentation as a tool for reflection and learning. Post-project reviews should examine what went well and where improvements are needed, informed by the project’s documentation. 💡 FRAGO22: Your Partner in Project Excellence At FRAGO22, we understand the complexities of project management and the critical role that documentation plays in ensuring accountability and success. Our expertise in project management strategies can help your team implement effective documentation practices that save time, costs, and frustration. Reach out for a consultation or visit FRAGO22.com to learn more about our project management solutions. Let's turn documentation from a chore into a strategic advantage. Documentation is not just about keeping records; it's about ensuring clarity, accountability, and success in every project. Let’s make it a cornerstone of our project management practices. #EffectiveDocumentation #ProjectAccountability #FRAGO22 #ProjectSuccess #RiskManagement #TeamCollaboration #ProjectManagement #DocumentationEssentials #AccountabilityInProjects #FragoFragments

Leading strategic projects, programs, and initiatives are essential skills for any high-level Chief of Staff or Chief Operating Officer. Today's organizations are more project-driven than ever, making these abilities crucial. They will only become more crucial over time…as the gap between strategy and action shrinks. Projects are the tools that modern organizations use to transform. Maybe I’ll write on that next week. :-) Projects can range from traditional waterfall methods, where tasks must be completed in a specific sequence due to clear requirements or industry standards, or industry regulations to Uber popular - agile methodology, where tasks can be completed flexibly with continuous stakeholder feedback. The truth is that most projects borrow from both styles and most organizations - no matter what they call themselves, do a bit of both. Regardless of the methodology, two common pitfalls often derail projects: - Lack of a Defined Charter: A charter is vital as it outlines the mission or problem statement, scope (including exclusions), timelines, potential risks and mitigations, key milestones, success metrics, and a communication schedule. It basically lays out what should happen when and the authority chain on how that gets changed. - Poor Communication Planning: Effective communication is critical to project success. This also includes a proper kickoff call and regular, formatted stakeholder stand-ups. I can’t say that enough. Communications. Planning. Is. Critical. For. Leading. Any. Transformation. Without a robust plan to regularly update stakeholders on statuses, issues, and changes, projects can quickly falter. Clear, narrative-driven communication ensures stakeholders are informed and engaged. Do you agree with this assessment, or do you see it differently? What are your thoughts?