5 ways pmo can quickly add value

5 ways a PMO can quickly add value: starting today!
Author: PM Majik
Copyright 2015. All rights reserved. www.pmmajik.com

Contents
1.0 Purpose of this presentation
2.0 List of projects
3.0 Standard reporting
4.0 Standard RAG levels
5.0 Contact list
6.0 Steering committee / governance meetings
7.0 Summary
8.0 PMO resources

1.0 Purpose of this presentation
The purpose of this presentation is to provide 5 actions that a PMO can take to quickly
add value to an organisation
5 Actions
1. List of projects
2. Standard reporting
3. Standard RAG levels
4. Contact list
5. Steering committee / governance schedule
Copyright 2013. All rights reserved. www.practicalpmo.com

2.0 List of projects
So many organisations do not have a single list of all of the projects making it very
difficult for management to understand what projects are active, combined budget,
etc.
Action
Define template – simple Excel spreadsheet
Collect data – populate with what you know and then speak to project managers, etc
to gather further information
Review – pass to project managers to review and validate
Publish – senior management will find this very useful
Additional Resource
http://www.pmmajik.com/pmo-tips-5-actions-pmo-quickly-add-value/

3.0 Standard reporting
Now management have a list of projects, they will want to know progress in a
standard consistent way so they can quickly identify areas of concern
Action
Define reporting template – simple Excel / Powerpoint to collect data
Educate project teams – important step, make sure the teams know what is required
Consolidate reports – review and consolidate data to produce summary report
Publish – distribute report to sponsor and stakeholders / use as part of steering
committee
Additional Resource

4.0 Standard RAG levels
It is important that all projects use the same criteria to report status. If not there is no
way of comparing projects and truly understanding status.
Action
Define RAG levels – simple document that lists criteria for Red, Amber, Green
Educate project teams – make sure they understand the criteria
Review reports – assure the RAG has been applied inline with criteria
Additional Resource

5.0 Contact list
A lot of time can be wasted if people do not know who to speak to in respect of a
project, PMO process, etc. It also can mean that one person because they are the
only name people know and they become overwhelmed and a bottle neck.
A simple contact list can easily fix this.
Action
Define contact list template – simple document for name, role, contact details
Populate contact list – pre-populate as much as possible and then publish for review
Finalise contact list and publish – update and issue
Maintenance – keep the document up to date to keep it useful
Additional Resource

6.0 Steering committee / governance schedule
Project managers and other contributors need to provide inputs to steering
committee. Help them to plan by publishing a schedule of all meetings including
dates when submissions are required.
Action
Define meeting schedule template – simple document with each day of month
Populate – pre-populate with meetings and then publish for review
Finalise schedule and publish – update and issue
Maintenance – keep the document up to date to keep it useful
Additional Resource

7.0 Summary
While simple, 5 actions that can be taken to quickly add value.
I also hope it helps illustrates that creating value in a PMO does not have to be complex
and take a long time.
Reminder of the list:
1. List of projects
2. Standard reporting
3. Standard RAG levels
4. Contact list
5. Steering committee / governance schedule

8.0 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 100 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 ways pmo can quickly add value

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