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How to Utilize Project Management Office in Your Organization

written by: Finn Orfano • edited by: Jean Scheid • updated: 7/6/2011

Project Management Office is a project management solution that has been valued as the most recommended project management solutions by companies and organizations. It is popularly known as PMO. It helps in effective monitoring and controlling of a project and supports several other operations.

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    With the advancement in the technological domain as well as with the ever increasing projects, Project Management Office seems to be the ultimate solutions for many professionals. It is popularly known by its abbreviated form PMO. It not only makes project tracking easier but also helps in the management of hundreds of projects at the same time. It is being considered by many researchers as a vital tool for the success of any project. There are a lot of critical steps involved in Project Management Office and establishing a PMO involves a lot of efforts. First and foremost, you have to determine the needs of the organization as well as the maturity level. Following that a roll-out plan should be facilitated to establish the PMO. However, it’s not that simple as it sounds. It involves a lot more. Implementing Project Management Office for Maximum Effectiveness 

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    Essential Steps

    Let’s see for ourselves some of the essential steps that describe how to utilize Project Management Office in your organization:

    Implementation of the PMO staff and determining the reporting structure - Some describe PMO as the eyes and ears of the Chief Information Officer. In fact, it is also the body that helps in properly addressing organizational needs and applying budgetary controls. The 3 offices that the PMO is comprised of have specific roles to perform. The presence of a mentor is very important to implement the best practices. This person will not only be responsible for providing proper training and mentoring but at the same time will also be assigned with the responsibility of reviewing deliverables as well as managing the overall infrastructure. The PMO usually supervises the project managers.

    Developing a repository or a PMO materials library Developing a repository of PMO materials forms the next important step. This library gradually becomes the process encyclopedia to solve the organizational needs and requirements. The specific library items include: Project Management, Program Management, and Portfolio Management.

    Selecting technology for automating and enforcing the PMO process – This step is the most crucial for the perfect development of the PMO process. The choice of the technology should be such that it will be able to support various features, like project initiation and idea management. In fact, any governance initiative needs includes a workflow that comprises of all the appropriate steps so that the project is properly funded.

    Executing rollout plan – Execution of the rollout plan forms the necessary step once the plan has fallen in place and the stakeholder agreement has also been obtained. Showing proper value within a specific span of time (in most cases it is 90 days) forms part of the key execution strategy. The best part about this strategy is that it establishes the position of the PMO as the most trusted source of advice to the CIO as well as the executive management team. However, the most vital requirement of the whole process if that the PMO gets all the required resources for the plan to be fully executed so that the early adopters can showcase themselves as aspiring process leaders.

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    There are several benefits that are involved with establishing a PMO. In fact, almost all the growing companies along with the established ones believe in the true potential of the PMO. This helps in improving the process of any organization to a great extent. It further strengthens the process maturity level of any organization as well as productivity. So what are you waiting for? Establish a Project Management Office right away and see your project improve and come out with flying colors. What’s the best part about PMO is that it will help you improve and increase the quality of your IT initiatives.

    Image Credit: Wikimedia Commons