Most PMOs strive for transparency, and that often includes releasing metrics related to project objectives, budgets, and a host of other data points. But there are some recommended—and other not-so-recommended—guidelines for sharing that information to best effect. We’ve put together 7 suggestions to keep stakeholders engaged while ensuring your transparency efforts remain on track.
1 – Focus on the data stakeholders ask for most often. Your team can often avoid answering the same questions a dozen times by putting the information front and center.
2 – Consider including some data points that aren’t usually requested. If there are little-known metrics that would help stakeholders understand how successful your project truly was, be sure to highlight them. If nothing else, it’s good PR for your team.
3 – Provide enough detail to make the data meaningful. Remember that most stakeholders aren’t project professionals, so include any additional information that will help them understand the data points you’re sharing with them.
4 – Let readers know where they can find more information. Part of transparency is responding to follow-up inquiries, and that’s best accomplished by designating a point person to field stakeholders’ questions.
5 – Identify who’s responsible for particularly impressive metrics. Rather than feed the notion that your PMO is a faceless mass, take the time to call out particular team members with notable accomplishments.
6 – Release a subset of metrics on a regular schedule. Things like staffing levels, number of active projects, budget overages, and new vendor agreement metrics are often helpful on a quarterly or even monthly basis.
7 – Share data in a number of places and ways. Some stakeholders may not read the corporate newsletters or frequent your PMO’s intranet site. To widen your audience, consider other avenues, such as an e-mail blast or a short presentation at each company meeting.