In the ever-changing global market, a centralized management infrastructure is always necessary for any industry especially for the management of various projects that have been undertaken by it. Most companies rely on the PMO office for doing that. PMO or a Project management office is an important part of any organization and aids the delivery success of all the projects thus making it an integral part of the project management methodology. It acts as a centralized system that brings together all the teams and aids their approach towards success of delivery.
In any organization, PMO works as a unit aiming at centralizing and coordinating the management of projects that fall under its domain. The basic objective is to plan, prioritize, and execute the projects that the organization has in accord with the client’s objectives. The PMO acts as a cohesive force and brings various groups of individuals belonging to different geographical, time and demographic zones.
- The basic advantage of a Project Management Office is that no other members of the organization need to worry about project deliveries and can thus focus on their respective timelines.
- Another advantage that the PMO setup has is that it brings together all the teams on common grounds and helps them communicate and understand the perspectives of their counterparts better. Thus, making the organizational workflow simpler and easier.
According to the Project management institute, “A PMO is an organizational unit that coordinates the management of projects under its domain. The PMO focuses on coordinated planning, prioritization and execution of projects and subprojects that are tied to the parent organization’s or client’s overall business objectives.”
In light of this definition, we can say that the PMO is a necessary part of any organizational structure, which focuses on deliverables of any kind and aims to be successful in bringing the organization together on a common ground. A PMO centralizes the activities related to project deliverables and addresses any problems that crop up during the lifecycle of the project.
Basic objectives and their advantages
- The Project Management Office (PMO) plans, prioritizes, monitors, and reports the status of each project. This reporting is done to all the members involved in the project including IT project managers, team leaders, and management stakeholders.
- The PMO paves way for the systematic measurement of project performance and creates room for improvement with every completed project. This approach continues to make the system better and takes from previous experiences.
- The PMO allows for a farsighted and wide approach with aligning the day-to-day execution of projects with the overall goals of the organization. This benefits the organization and helps the realization of goals apart from improving thee tuning between the various teams present in the organization.
- Project Management Offices (PMO) focuses a centralized system of administering and delivering all the projects at hand. This approach allows the delivery to be made on time, within the budget and covering all the scope requirements that were originally chalked out.
Thus, a PMO covers all the major responsibilities of the team leaders and thus helps increase productivity of the team by sharing the load of the project.
One for All: Single Record System
Setting a parameter for keeping track of a PMO is also necessary. This induces a sense of accountability and makes backtracking easier. A Single record system is generally used for this purpose. The system is one of the best methods to aid the collaboration, visibility, and accountability necessary to keep projects on track. This system ultimately aids the long-term success of a PMO initiative.
Everything that is present on the record is accessible to the concerned individuals and is constantly monitored and altered to accommodate changes. This record system also helps in keeping track of all the activities that are going on pertaining to a specific project.
Since there is a singular record entity, maintenance is easier and more convenient. Also drawing conclusions is also much easier than in the conventional way.
All of this proves that a PMO is a necessary and integral part of any organizational structure and plays pivotal role in project delivery and co-ordination phases.