Ann WatsonSenior Director, Global PMO| SRS AcquiomArvada, CO, United States
Hello, I've been hired to set up a new PMO, including a site for PM self-service for the company. This would include simple templates for small projects that don't require PMO support. I'm wondering if anyone has done this for their company and is willing to share what they included and best practices? Thank you for your help! Saving Changes...
Ann,
This is a great idea, I will recommend starting essential templates and deliverables to support governance and ensure that project managers and non-project managers follow standardized processes, here the ones I will start:
- Project Charter, Stakeholder Register, Communication Plan & Status Report.
If you are looking to go one step further and share more detailed templates, here are some additional recommendations: Risk Register, Issue Log, Change Management Plan, Meeting Minutes template (although nowadays with all AI tools maybe you don't need that), RACI Matrix, Kickoff Agenda & Presentation, Budget Plan, Quality Management Plan, Testing Plan.
I personally recommend not sharing all documents at the same time to avoid overwhelming team members. Instead, introduce each document at a pace that allows the team to review it, provide feedback, and understand how to use it effectively.
Hope it helps! Saving Changes...
Khai Ng.IT PMO | IT Project Manager| TTGROUPHanoi, Viet Nam
Ann,
Your PM self-service portal should contain easy-to-use templates, simple-to-follow processes, tools, guidance, Q&A and Chat areas to share knowledge. Saving Changes...
The one challenge with a "self serve" model is that it assumes the project leaders have sufficient understanding of project management to be able to tailor the templates to fit their needs. As such, you'd likely want to provide some guidance regarding situations where specific templates would or wouldn't be applicable as well as how to customize the templates to fit a given context.
Otherwise, it might be the equivalent of handing a set of "real" power tools to a group of preschoolers and hoping they don't damage anything or hurt themselves or others.
Kiron Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
My recomendation, based on what I did and I do today, is using a combination of Knowledge Management system (system is not software in this case) where the software component is AI based on generative AI (genAI). This is a great use case to use genAI. I am saying that about the self-service component. About the PMO as a whole, is the same than creating a new business unit in your organization. Just to put it inside the PMI´s framework, just in case you need it, you will find information inside business analysis standards. Saving Changes...
Project Manager| AWR Development (BD) Ltd. Cox's Bazer , Bangladesh
Creating a self-serve site for the PMO can be a game changer! It empowers team members to access resources and information independently, which boosts efficiency.
I remember implementing a similar system in my previous role, and it significantly reduced the time spent on repetitive queries!
Great initiative! Start with simple templates for project plans, risk logs, and reports. Keep instructions clear, add FAQs or short videos, and gather feedback to improve. Promote adoption through training and team discussions. A support forum helps too. Keep it practical and evolve as needed!
Saving Changes...
Thomas WalentaGlobal Project Economy ExpertHackenheim, Germany
Yes, it can be a good service and could be extended to a knowledge mgmt system, as Sergio said. This then could include lessons learned, assets created by projects, and discussion forums like this. It must be moderated to keep it clean.
In my last PMO, we started with a repository of PMO-created templates, including a guideline on when to use what and what is mandatory for which type of project. On top of this there should be an offer by the PMO to consult about the use of templates. For example, using a risk register requires that you understand the process and intent. Saving Changes...
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