If your PMO is looking for ways to improve efficiency or reduce overhead (or maybe the team just needs a general refresh), consider any of these 12 actions as a launch pad.
1 – Make end user communications a priority. So many aspects of successful project management hinge on end user interactions, including advocacy efforts, stakeholder satisfaction, and even avoiding scope creep. When end user communications are a top priority for the entire team, every one of these activities benefits.
2 – Centralize documentation and other project information. Managing data in multiple locations is, with few exceptions, less efficient and more error-prone than bringing everything together in one place. Software platforms are now available to maintain strong data security while still allowing team members the access they need.
3 – Make status updates available on demand. With the number of project management team members and stakeholders working offsite or independently, sending regular status updates isn’t always enough. By making updates available on demand, everyone has the information they need to make the best strategic decisions.
4 – Boost productivity with online solutions. Web-based platforms—from video conferencing to document sharing—can dramatically improve the productivity of project teams. These are especially useful for PMOs with mobile workers or executives, or who often partner with remote stakeholders.
5 – Renew your PMO’s commitment to training. Even if budgets are lean, every team member should have the opportunity to participate in regular training sessions. Project management training expands the PMO’s knowledge and capabilities while increasing team members’ job satisfaction.
6 – Encourage networking. Robust connections with other professionals are crucial for short- and long-term career success. Well-connected PMPs have access to a wider base of knowledge, are able to tap into better information on market pressures, and can use their networks to identify helpful industry partners.
7 – Support mentoring. Your PMO doesn’t need to create or manage its own mentoring program. Instead, it may be sufficient to make it known throughout the team that mentoring relationships are encouraged. Team members will often develop mentor/mentee partnerships on their own if they know it’s something the management group supports.
8 – Engage the entire team in strategic discussions. When PMPs at every level are involved in developing strategy and linking project achievables to the organization’s mission, their engagement throughout the project’s entire lifecycle is typically greater.
9 – Develop a true culture of advocacy. Talk is cheap when it comes to being good project advocates. PMO leaders should work to make advocacy efforts part of every team member’s role while also doing their own part to be good advocates.
10 – Partner with a data expert if you don’t have on in-house. Benchmarking is an important tool, but only if your team knows how to properly gather and interpret information. If that isn’t a skill your PMO possesses, partner with an outside expert who can ensure your data measurement efforts are on track and effective.
11 – Be consistent with project post-mortems. A thorough post-mortem analysis of every project is important to a team’s ongoing success. Unfortunately, each analysis takes time, something that’s often in short supply. PMOs should make a concerted effort to consistently carry out post-project evaluations as a way to improve stakeholder satisfaction, eliminate waste, reduce costs, and boost efficiency.
12 – Use technology to streamline operations. Tasks such as deep-level data analysis and knowledge base management may be better accomplished with one of the new breed of technology tools now available. Include the upfront purchase cost and training time in your ROI considerations and see if one of these platforms might increase your team’s productivity.