by Michael Nir
Self-published by the Author as a Kindle eBook on Amazon.com, 46 pages (estimated, 10,400 words), £2.65 RRP (review copy supplied free of charge)
PragmaticPMO Rating: ****
This book leads with a single central principle – that a PMO’s sole reason for existence is the creation of value for the organisation, and that the single most effective way it can do that is by managing the allocation of resources to projects. Of course, tools, methodology and processes are all good things to have, but identifying how to deploy resources for the best return on that investment is where a PMO really comes into its own.
I initially found such a forceful statement a little hard to swallow, but the book shows (using example scenarios drawn from the author’s consulting experience) several ways how the PMO can fail if it chooses to focus its efforts in other directions.
If a PMO fails to establish the necessary authority and credibility with the Project Manager (PM) community at a sufficiently early stage, it becomes relegated to performing only supportive, administrative work. This is so time-consuming that there is no time to develop more useful services, value delivery is limited and the PMO will be cut as soon as funding decreases.
If a PMO focuses on methodology, the PMs may superficially complete templates and processes just to keep the PMO quiet, but the completed templates and processes may bear little relation to reality. Unless the methodology is focused tightly on improving project delivery, this type of PMO merely increases administrative burden on PMs without enhancing value. Again, the PMO will be cut as soon as funding decreases.
PMOs that function mainly as a home for PMs do little to create value (other than managing the PMs as resources). Despite this it can persist for a long time as business value is not even considered, and the PMO duties are usually carried out by fairly junior (cheap) people.
PMOs that try to implement everything (resource management, methodology, templates, etc.) at once can appear to PMs as dictatorial rather than collaborative. This results in resistance to change and ultimately wasted effort in a failed implementation.
PMOs that focus on software tools before methodology, processes and templates spend a lot of time and effort customising the tool to accommodate the variety of approaches in the organisation. This is a very labour-intensive and expensive activity!
PMOs that implement an unsuitable methodology risk creating unnecessary barriers to implementation that slow down project delivery and upset customers.
So then, having covered several interesting (and familiar!) ways in which the PMO can fail, how is it to succeed? By treating the implementation of a PMO as a Change process, it is possible to increase the likelihood of success. Steps include: creating a sense of urgency; Creating a coalition of supportive stakeholders and engaging them to avoid surprises; Creating a vision with SMART short and long term objectives to instil pride; Communicating the vision regularly and consistently to instil trust; Empowering people to contribute and help to remove obstacles; Generating quick wins to gain support; and Embedding the changes in organisational culture.
Doing all this while focussing effort and new initiatives on the areas that will deliver the most benefit to the organisation soonest (and it helps if these also have influential and vocal stakeholders!) brings the best results.
The value created can be measured in terms of increasing the number of projects being delivered in a given time (since completed projects create value). As the availability of resources (people and/or money) is usually the single largest barrier to delivering more projects, increasing project delivery is often best achieved by creating a view of project and resource status to enable the most effective utilisation of resources across the project portfolio.
This is not a heavyweight book – you can read it from cover to virtual cover in about half an hour. Although it doesn’t go into detail describing the ideal approach (which in any case would differ in the detail from organisation to organisation), for me just as much of the real value in this book comes from the examples of what not to do and how that leads to failure.
Well worth the purchase price!