5 tips for PMO Template design

5 tips for PMO template design
Author: PM Majik
Copyright 2018. All rights reserved. www.pmmajik.com

Contents
1.0 Purpose of this presentation
2.0 PMO template design tips overview
3.1 Ease of use
3.2 Big enough to read
3.3 What does it look like printed
3.4 Only add data fields that add value
3.5 Professional design
4.0 Summary
5.0 PMO resources

1.0 Purpose of this presentation
PMO templates are the core tools used by most project management office’s.
A number of processes need to be implemented to capture, analyse and monitor data
and the mechanism for the standard capture is usually templates.
This presentation will share 5 tips that will help when it comes to designing templates so
as to ensure that they are useable and achieve the required outcome.

2.0 PMO template design tips overview
This presentation provides 5 tips that will help you to develop high quality, pragmatic
PMO (and project) templates.
Design
Tips

3.1 Ease of use
• When you design a template, think about the end user who will need to enter
data.
• Make sure that the layout is clear with instructions.
• If it is not clear, the template will be filled in incorrectly and / or the user will
get fed up and give up (plus probably tell everyone how bad the template is
and that the PMO do not know what they are doing and wasting time)

3.2 Big enough to see / read
• Just because you can set the font to point 6 or less to allow you to fit more
data onto the template, it does not mean you should. The design will look
very crowded, there may be an overwhelm of data and very difficult to read.
• Many stakeholders will get upset if they can not read the letters or, think you
are using a small font to hide bad messages.
• Remember the saying “less is more”.
• If there is only limited space, educate the project teams to write clearly and
only use the words that are needed to convey the information. Senior
management will appreciate this as they will quickly be able to understand
the information.

3.3 What does the template look like printed?
• Most people will print the templates, especially if they need to go into a
presentation pack. Try to make sure that the template will fit onto A4
landscape.
• Run a test print to make sure the design is clear.
• Designing for A4 will save a lot of time when you are copying and pasting
into a presentation.
• If you do find you have templates that stretch across the page, try to design
them so that the key data needed for a presentation is grouped together on
the left, then you can select this region and paste into the presentation.

3.4 Only add fields that add value
• A dashboard should only contain fields that need to be there. The same
applies to templates.
• Be hard on yourself and only add data fields that have a purpose.
• Avoid the nice to haves or the desire to collect data “just in case” someone
asks for it!

3.5 Professional design
• Perception is important as well as first impressions.
• A well laid out template, using the same font, colour scheme, etc will
promote confidence.
• Make sure that you do think about the aesthetics of the design and that it
enhances the data not draws the readers eyes to some ‘clunky’ graphic.

4.0 Summary
The investment of time in designing good templates can make such a difference to the
users entering the data and the recipients who review the content. Make time to ensure
that what is being produced in your PMO passes the grade!
Reminder of the 5 tips:
1. Ease of use
2. Big enough to read
3. What does it look like printed
4. Only use fields that add value
5. Professional design
Additional Resource
https://www.pmmajik.com/pmo-project-dashboard/
If you really want to add a lot of value, consider investing in a set of professional PMO
Templates. This will allow the rapid implementation of tools and processes.

5.0 PMO resources
If you want more information, visit www.pmmajik.com where you will find lots of project
and PMO resources including the FREE guide, 7 Steps to Set-Up a PMO.
Visit http://www.pmmajik.com/set-pmo/
PM Majik Website
On the PM Majik website you will find over 200 articles that contain practical and
pragmatic tips and insights for designing, mobilising and managing a PMO. New
articles are added weekly. Topic requests are encouraged from the community.

5 tips for PMO Template design

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