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Project Management Office Project Management Templates

December 7 2017

Project Management Office and the PMO

The key to project success is in establishing an efficient Project Office function. The Project Management Office (or PMO) is the physical premise where the administration and management staff reside and it’s usually the central core of the project operation. Read on if you would like to learn the…

4 steps to creating a successful Project Office

Every project team relies on the tools, guidance and processes provided by the Project Office to undertake its project tasks quickly and easily. So setting up and running an efficient Project Office environment is critical to the success of the project. To establish a fully functional Project Office environment with all of the required tools and processes, you will need to undertake the steps depicted in the following diagram:

Step 1: Define the Role of the Project Office

The first step taken when creating a new Project Office environment is to define the role of the Project Office function. You need to identify the purpose of the Project Office, the reasons why it must be established, the support services offered to project staff and the timeframes for establishing it. Most importantly, you need to define the responsibilities of the Project Office in detail.

Step 2: Resource and Locate the Project Office

The size of your Project Office environment really depends on the size and complexity of your project. If you have fewer than 10 project team members, then your physical Project Office environment will likely involve just one Project Administrator located in close proximity to the Project Manager. However for larger more complex projects, you might need a variety of people in a number of countries around the world. Regardless of the size of project, you will need to assign the following roles to your project staff: Project Administrator, Quality Manager, Risk Manager, Change Manager, Procurement Manager and Communications Manager.

Whether you plan to locate your Project Office in one or more premises, you need to complete the following steps to create your Project Office environment:

  • Create a detailed list of your Project Office requirements
  • Obtain the budget required to establish your Project Office
  • Identify the premise and complete a rental / leasing contract
  • Fit-out the premise to meet your requirements
  • Implement the IT infrastructure needed
  • Procure the office equipment and materials needed
  • Relocate staff to the Project Office premise

Step 3: Create the Tools to run the Project Office

To build a complete Project Office environment, not only do you need to create the physical environment with necessary office equipment and materials, but you also need to purchase and build the suite of tools required to ensure that the project is completed on time, within budget and to specification. Consider purchasing the following Project Office tools: standards, methodology, project / resource / financial planning project management software and project management templates.

Step 4: Operate the Project Office

Congratulations! You will now have established a fully functional Project Office environment which is ready to support the team throughout the remainder of the Project Lifecycle. To operate this Project Office, you need to undertake each of the stated responsibilities to support staff, monitor and control progress and provide the Project Manager with complete and accurate information to ensure the success of the project delivery.

And that’s it! If you would like to download one of our Project Management Templates then download our Project Office Checklist for setting up and running a Project Office, then click here.