How to Mobilize a PMO in 6 Easy Steps

The start of a project is a busy time for the project office, which are often under pressure to provide the project processes and systems very quickly. A reasonable period of time must be spent planning the work and deciding upon priorities to enable a set of good quality processes to be produced. The time and effort spent must be in proportion to the size and complexity of the project.

The approach outlined below is designed to ensure the project office is developed in a way that satisfies the requirements of both the project manager and the project team.

Setting up the project office produces the following:

• A set of processes and procedures developed to meet the needs of the project. 
• A repository containing the project management system, and a set of dynamic files containing the output of the project management system. 
• People trained to run the project management system. 

Approach
The major activities associated with implementing a project office are:

1. Understand the scope
Get a handle on the project scope and objectives-focus on the type, size, structure and deliverables.

2. Identify the required processes
Identify the processes applicable to the project in question. Identify those that are not applicable, and add any others that may be necessary. Define requirements. Agree on processes. Develop systems to support processes.

3. Develop the project plan
Develop a plan for implementation of the project office. Identify the resources available to develop the processes and systems. Include reviews, as necessary. Agree on the plan with the project team.

4. Implement the plan
Create a schedule. Develop the material in line with the plan-Develop and release processes, select systems and tools, define roles and responsibilities, educate and train project office staff, and do a turn over.

5. Confirm setup completion
After the project office is setup, confirm completion, document follow-on work, ensure issues are resolved, and schedule a review.

6. Periodic reviews
During the review, check to see if processes are being followed, understand if top priority items are being addressed, determine if any further work is required, and document findings.

Conclusion
The implementation of a project office will greatly assist the project manager during the start of the project, and the continued operation of the project office will benefit both the project and the project manager throughout the life of the project.