Project Management: Hands-On or Hands-Off? Finding the Right Approach for Your Organization
Project management can take many forms depending on the maturity of the organization and the scale and complexity of the projects being managed. In this post, I will explore the various levels of engagement within a Program Management Office (PMO) and discuss how each approach fits different organizational contexts.
1. Simple Reporting: The Basic PMO
At its most basic, a PMO simply tracks all active projects. It reports on the project owner, sponsor, budget, timescale, risk rating, and progress. This level of oversight ensures that the senior leadership team, executive board, or steering committee has visibility over all projects. Based on this, they can invite relevant project managers to discussions if any project is flagged amber or red, or if it’s approaching a significant milestone.
2. Objective Oversight: Moving Beyond Reporting
At the next level, the PMO offers more than just a status report. It provides an objective, dispassionate view on the project’s status, issues, and risks. This approach ensures that the PMO can challenge project managers with an independent perspective, guaranteeing that they receive an assessment free from personal biases and subjective opinions. The PMO now assumes a more hands-on role in business assurance, holding projects to account in a more active manner.
3. Proactive Support: Guiding and Mentoring
The PMO can evolve further by becoming an active participant in project success. In this layer, the PMO intervenes to provide guidance, support, and mentoring to project teams when difficulties arise. If requested by the project manager, project sponsor, or team, the PMO offers expertise to resolve issues or bolster weak areas. This approach is much more hands-on and focused on continuous support for project success.
4. Air Traffic Control: Coordinating Projects at Scale
At its most complex, the PMO provides not just templates and training but also takes on the role of overseeing the entire project portfolio. Acting like air traffic control, the PMO coordinates projects, ensuring they are properly aligned and that resources are allocated efficiently. While the project manager still maintains direct control over the project, the PMO’s responsibility extends to ensuring that all projects are running smoothly, preventing overlaps, and managing dependencies. This high level of oversight requires a deep understanding of organizational strategy and is critical for large-scale, interdependent projects.
Which Approach is Right for Your Organization?
The PMO’s role depends heavily on the maturity of the organization and the volume and complexity of its projects. A smaller organization may only need basic reporting and oversight, while a larger, more complex organization may benefit from the proactive support and coordination provided by a more hands-on PMO. Consider the needs of your organization and the scale of your projects to determine which approach will be most effective.
At the end of the day, there is no one-size-fits-all answer. The key is to tailor the PMO’s involvement to fit your organization’s specific needs and project environment.
What type of PMO do you have? How has it evolved in your organization? Let’s discuss in the comments!