However, as discussed in the previous article, the things to take care during the roll out is to do a pilot with a limited set of projects and teams. Choose a portfolio of projects that are critical or rescue free mission projects coupled with a few simpler or smaller projects to have a good mix and match of the right set of projects. This will help you gauge the outcome or the results of the PMO execution better. This would help you get quick wins.
1st 100 days
Remember that the 1st 100 days of the PMO roll out is key. DO NOT try to implement everything at one go. Prioritize the execution and send out periodic reports that will keep your stakeholders up to date on the progress done in terms of the project and / or process roll out. Select the right jargon free metrics in agreement with the stakeholders, project sponsors and the senior leadership. Keep regular status meetings with the sponsors and take feedbacks.
Trainings
It is important to keep the pilot project / program teams trained with the processes and the tools being used. If there are tweaks in the processes and / or minor tweaks in the tools, do not hesitate to communicate these to your stakeholders and the project teams that are involved in the pilot projects you are executing from the PMO. Ensure to record any lessons learnt or feedbacks from the team members. If you are going for new tools, ensure that the process and the help documents to use the tool is available. Set up training sessions for the teams to go learn how to use the project management tools. Keep a point of contact who can regularly resolve any issues that the pilot team may face in using the tools and executing the processes.
Status Reports & Metrics
Metrics and reporting are key while executing the projects and processes. Ensure that the metrics are simple, easy to get and communicate the correct status of the projects. Ensure that risks and pain points discussed by your stakeholders are covered and reported in the status reports. Call out the successfully executed projects and also discuss and record the lessons learnt.
Once you have the results from the pilot projects, both good and bad. Document the success as well as the failures. Present the successes, strengths and the lessons learnt to the project sponsors and the key stakeholders, based on which you can make changes in the PMO roll out plan. Its important to be flexible and creative in incorporating the changes and bringing in necessary changes before going all out in rolling out the PMO to the entire org.
Full Phase Roll Out
You executed the PMO rollout and tracked the pilot projects. There were successes, failures, good experience and the not so good experiences. You went back to the drawing board and made changes in the way you are going to execute the projects and/ or processes org wide. You hired the necessary resources in the PMO. You are now ready to roll out the PMO across the org. While you do execute the PMO roll out across the org, remember the basics of planning, flexible approach, training, processes and tools. You are now ready to take off…. but always keep in mind that you never stop learning.