Maximizing Your PMO's Potential: Best Practices for Competitive Advantage Part 2

Arezou Taeed
April 26, 2023
April 26, 2023
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Maximizing Your PMO's Potential: Best Practices for Competitive Advantage Part 2

In our first blog, we explored methodologies for strengthening the health and quality of your Project Management Offices (PMO). Now, let’s talk about clear communication – and not reinventing the wheel (or new templates) for every project. By openly sharing information and feedback, teams can work collaboratively to solve problems and achieve their strategic goals. And they’ll do it more efficiently if they have processes, information and templates in their reserve.

3. Create a Knowledge Repository

A knowledge repository helps preserve and share an organization's collective knowledge with future teams. It should contain a variety of materials such as standardized practices, templates (project/communications plans, project charter, project status reports, stakeholder analysis, etc.), process and role definitions, training recordings, lessons learned and tools. A centralized repository serves as a hub for seamless information sharing and knowledge transfer between teams, stakeholders and leadership while ensuring that everyone has access to the same information and consistent ways of working. This eliminates the need to start from zero with every project. When team members can easily share information, collaborate on tasks and coordinate activities, it often improves project success.

And it helps mitigate risk: project managers can access historical data and project documentation to proactively identify and manage potential risks. They can also use this information to make educated decisions that are based on previous experiences, follow best practices, and support continuous learning and improvement. This improves project management processes and helps ensure that mistakes are not repeated in future projects.

4. Consistent and Transparent Communication

Effective communication is key to any successful business strategy – and keeping employees informed about changes that affect their daily duties is no exception. To thrive, employees need to feel connected and engaged with their place of employment: it helps to foster a sense of trust and transparency that can contribute to greater job satisfaction and productivity.

One of the most effective ways to keep employees informed about changes is through top-down communication. This involves communicating key changes from leadership to employees in real time, ensuring that they are aware of any new developments or initiatives. This type of communication is critical in ensuring that employees understand decision making and the direction the company is taking and how their work fits into that larger context. An example of this is creating a holistic communication plan for the roll-out of a large-scale ERP or other technology implementation.

A culture of transparent communication can foster a sense of trust and collaboration within the organization. When employees feel that they can speak openly and honestly with their colleagues and superiors, they are more likely to be responsive when changes do occur. This can help ensure that issues are detected and resolved early, saving time and money for the organization in the long run. Furthermore, it can lead to increased morale and job satisfaction, which can improve productivity and employee retention.

But this is not always easy: transparent communication requires a commitment from all levels of the organization, from senior leadership to front-line employees. It also necessitates a willingness to listen to feedback, even when it may be difficult or uncomfortable to hear. Organizations may need to invest in training and development programs to help employees build the communication skills necessary to engage in open dialogue.

When implementing IT changes, using a change management framework like the ADKAR framework can be incredibly helpful in ensuring the successful adoption of new tools. This framework involves creating awareness and desire among employees before they start using the new tool. Reinforcement activities can also be used to monitor usage and gather feedback, which can further improve adoption rates.

What’s Next?

A healthy PMO will help align projects with strategic planning business objectives – while cultivating higher completion rates, resource utilization, increased stakeholder satisfaction and more profitability. Establishing standardized processes will allow project managers to have better control, oversight and visibility into their projects. The use of a Project Portfolio Management (PPM) tool helps organizations prioritize and select the most valuable projects to undertake, based on their alignment with the business objectives and available resources. This leads to improved resource allocation and utilization, resulting in better outcomes and return on investment.

So, whether you're looking to implement a new project management tool, migrate to a cloud-based infrastructure, or adopt new communication and collaboration tools, we can help streamline your efforts. At Collective Insights, our expertise in technology, project management and change management allows us to provide end-to-end support for organizations seeking to transform their operations and drive business success. Our Transformation services are designed to help organizations achieve their desired outputs while minimizing disruption and maximizing return on investment.

If your organization is considering a technology change, check out our Technology Services to learn more about how we can help you achieve your goals.