The mobilisation of a PMO can appear daunting, especially if you organisation does not have an established PMO methodology and you have not set one up before. Therefore, I wanted to spend some time in the post to provide a framework that can be used to build and establish a PMO in 4 weeks.
Establishing a PMO should be thought of as a project. You need to ensure you complete the correct activities as part of a plan. Breaking the steps down is very important as it makes the whole task look less challenging, helping you feel in control and avoiding the feeling of overwhelm.
4 Week Plan
My framework breaks the activities into ‘bite size’ chunks that can be achieved over a 4 week period.
Week 1 Action Plan
Activities to be addressed.
- Confirm PMO sponsor (very important see my post on PMO Sponsorship)
- Appoint / formal notification of PMO lead
- Start work on PMO charter
- Draft PMO organisation
- Capture roles and responsibilities
Week 2 Action Plan
- Environments assessment (what tools, processes, templates exist). Remember my tip of buying project management templates to save valuable time)
- Define portfolio of projects
- Establish governance process
- Define communication strategy
Week 3 Action Plan
- Define reporting / dashboards, etc
- Cost Management
- Benefit Management
- Resource Management
- Change Control
Week 4 Action Plan
- Hold briefing sessions with stakeholders
- Finalise and issue PMO charter (should include all items above)
- Publish reporting calendar
Week 5 into business as usual
Week 5 is where you get the processes and reporting routines embedded into the projects / workstreams. There will be issues so don’t be afraid to fine tune the process. Making changes is a sign of a mature PMO and will gain you credit with the project teams.
Section 3 of the How to Design a PMO that works book has 5 chapters dedicated to the 4 week mobilisation plan.
Remember this is a framework and, as such, can and should be adjusted to be made fit for purpose. Don’t be afraid to experiment and find what works best for you and your organisation.
Likewise, you can accelerate some of the activities, run some in parallel, add to, eliminate, etc. The principle is what works best.
Take a look at my post on how to setup a PMO for more information.
If you have any questions please drop me a line email@example.com.