The Complete Project Management Office Handbook, Second Edition (ESI International Project Management Series)

The efforts of the smaller PMO should focus on introducing professional project management concepts and practices into the relevant organization, including promoting an organization and structure that will facilitate excellence in project management.

Organizations are structured to conduct business according to the traditions and best practices that are best known to them. Many technical and business entities are already structured and are well embedded in the relevant organization, but some of them do not inherently address all the needs associated with an effective project management environment. Conversely, an effective project management organization and structure naturally pursues integration of technical and business functions, practices, and activities.

To that end, the smaller PMO can address a few fundamental organizational alignment activities in the relevant organization to advance awareness of the benefits to be gained from having an effective project management organization and structure:

• First, establish the professional roles of the project manager and the project team members as best as can be accomplished. Draw awareness to who is a project manager and who is not by defining the role and responsibilities of a project manager within the relevant organization. Similarly, define any standard project team roles, particularly those having delegated project management responsibilities. When project team members know their specific roles and responsibilities, they will tend to become more effective and efficient in their work environment.

• Examine the project participation by individuals in business units. Identify the scope of project support that is provided — support to a few types of projects or to all projects. Determine where the PMO can serve as a central coordinator for those activities to streamline the process or to optimize participation across projects. As well, determine whether business unit participation is included in project planning and listed in the project work plan. Identify project information that can be compiled by the PMO for distribution to business units to help them plan and conduct their portions of project work and to achieve their business objectives.

• Identify the project stakeholders in and around the relevant organization. Determine who is involved or otherwise has business interests in different aspects of project performance. Examine each stakeholder individually to see how well their business interests are achieved per their current alignment with projects. Develop recommendations for improved alignment of various stakeholders with relevant project efforts.