Project Management

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I would appreciate advice from others working in healthcare project management. I am currently the sole PM for a growing post-acute healthcare organization with 3,000 employees across multiple state

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Alan Roberts Senior Project Manager| Rocky Mountain Care Layton, Ut, United States

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Imran Afzal Author| The Strategic PMO Cary, NC, United States
Hi Alan. What's the scope of the project? What kind of challenges are you facing? Are there certain pain points that you need advice on? Provide some details and I'll offer whatever advice I can.
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1 reply by Alan Roberts
Jun 11, 2026 12:11 AM
Alan Roberts
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Imran, thanks for your reply. I guess I would say that I am caught between managing between 8-10 cross-departmental projects at a time, and am lacking the time to be able to spin up all of the PMO-type systems to help make the process of project initiation, etc. very difficult to get done. Have you had any experience managing the projects of a company on your own and been able to successfully introduce and maintain, at least the beginnings of a PMO that would eventually lead to hiring more PMs to manage the growth.
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Rami Kaibni
Community Champion
Senior Projects Manager | Field & Marten Associates New Westminster, British Columbia, Canada
Alan, what specific advise are you looking for?
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1 reply by Alan Roberts
Jun 11, 2026 12:26 AM
Alan Roberts
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Rami, thanks for your reply. See my replies to both Syed and Imran for additional context. Thanks
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Syed Ashir Riaz
Community Champion
AI-Powered Social Media Strategist
At 3,000 employees across multiple states, one PM is a bottleneck waiting to happen. Start by assigning a project liaison in each department and pushing leadership for either a second PM or a hard limit on active projects.
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1 reply by Alan Roberts
Jun 11, 2026 12:22 AM
Alan Roberts
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Syed, thanks for your reply.
Yes, I am attempting to do that and more. I have been with this company for 16 years and started in a clinical position, so I know the company inside and out. I independently searched for and completed the required training to take the PMP exam, then came to the CEO to inform him that he needed a PM and that I was it. I have been on an uphill climb for the past 5 years trying to convince leadership to see the benefit of a more standardized PMO framework (along with getting my salary in line with the responsibilities I have taken on.) I have created a some tools like a project request form and have had limited success in getting it to be used consistently. I simply have so many projects coming at me, I have not had the time, nor the team members to assist in keeping up that momentum. Any advice on getting leadership buy-in and how to show the ROI of getting a PMO spun up would be great.
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Sibeso Kaoma Business Unit Head| PLP Group Johannesburg, GT, South Africa
I think if you ca provide more information for more context.
  1. How many active projects are you managing at any given time?
  2. Who sponsors and approves projects?
  3. Do you have a PMO, steering committee, or governance board?
  4. What's the biggest challenge of being a sole PM in a healthcare organisation of this size?
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1 reply by Alan Roberts
Jun 11, 2026 12:25 AM
Alan Roberts
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Sibeso, thanks for your response. Please see my responses to both Syed and to Imran for some more context.
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Alan Roberts Senior Project Manager| Rocky Mountain Care Layton, Ut, United States
Jun 09, 2026 7:34 PM
Replying to Imran Afzal
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Hi Alan. What's the scope of the project? What kind of challenges are you facing? Are there certain pain points that you need advice on? Provide some details and I'll offer whatever advice I can.
Imran, thanks for your reply. I guess I would say that I am caught between managing between 8-10 cross-departmental projects at a time, and am lacking the time to be able to spin up all of the PMO-type systems to help make the process of project initiation, etc. very difficult to get done. Have you had any experience managing the projects of a company on your own and been able to successfully introduce and maintain, at least the beginnings of a PMO that would eventually lead to hiring more PMs to manage the growth.
...
1 reply by Imran Afzal
Jun 11, 2026 12:27 AM
Imran Afzal
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Alan Roberts Sorry, I didn't reply to your message inline here like I should. Please see my reply further in this thread. I have more questions for you there as well. The better I can understand the current state, the more helpful I can be.
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Alan Roberts Senior Project Manager| Rocky Mountain Care Layton, Ut, United States
Jun 10, 2026 5:38 AM
Replying to Syed Ashir Riaz
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At 3,000 employees across multiple states, one PM is a bottleneck waiting to happen. Start by assigning a project liaison in each department and pushing leadership for either a second PM or a hard limit on active projects.
Syed, thanks for your reply.
Yes, I am attempting to do that and more. I have been with this company for 16 years and started in a clinical position, so I know the company inside and out. I independently searched for and completed the required training to take the PMP exam, then came to the CEO to inform him that he needed a PM and that I was it. I have been on an uphill climb for the past 5 years trying to convince leadership to see the benefit of a more standardized PMO framework (along with getting my salary in line with the responsibilities I have taken on.) I have created a some tools like a project request form and have had limited success in getting it to be used consistently. I simply have so many projects coming at me, I have not had the time, nor the team members to assist in keeping up that momentum. Any advice on getting leadership buy-in and how to show the ROI of getting a PMO spun up would be great.
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Imran Afzal Author| The Strategic PMO Cary, NC, United States
Alan, I've been in a similar situation, although it was for a healthcare tech company.

My advice would be to resist the temptation to build a full PMO all at once. When you're the only PM supporting a growing organization, every hour spent creating governance is an hour not spent delivering projects.

Instead, focus on building a few foundational capabilities:

  1. A simple intake process. This doesn't need to be sophisticated. Start with a standard project request form that captures the business problem, expected outcome, sponsor, timeline, and estimated effort. The goal isn't bureaucracy—it's creating visibility into demand and preventing work from arriving through hallway conversations, emails, and Teams messages.
  2. A single portfolio view. Create one place where leadership can see every active initiative, status, major risks, key dependencies, and project health. Even a simple spreadsheet can work initially. When executives can see all work in one place, prioritization discussions become much easier.
  3. A lightweight governance cadence. Consider a monthly or biweekly portfolio review with key leaders. Focus on project approvals, prioritization decisions, resource conflicts, and escalations. One of the biggest challenges for solo PMs is being forced to absorb organizational prioritization decisions that should be made by leadership.
  4. Standard templates and repeatable processes. Create a basic charter, status report, RAID log, and project closeout template. Every hour you spend creating a reusable asset today saves hours of effort across future projects.
Once those pieces are in place, start tracking demand versus capacity. If leadership can see that one PM is supporting 8-10 concurrent cross-functional initiatives while new requests continue to arrive, the conversation about additional PM resources becomes much easier because it's supported by data rather than opinion.

One lesson I learned is that PMOs are rarely built through a large upfront effort. They usually emerge incrementally as solutions to recurring organizational problems. Solve the highest-friction problem first, then build from there.

Out of curiosity, who currently prioritizes projects across the organization? That's often the first place I look when trying to establish a scalable project delivery model.

Does the organization have any tooling in place that you can leverage today? For example, Smartsheet, Microsoft Project, Jira, Monday.com, ServiceNow, or even SharePoint? Sometimes it's easier to build lightweight processes on top of existing tools than introduce something new.

How are new projects currently initiated? Is there a formal request process, or do most projects originate through leadership conversations and emails?

Do you have executive sponsorship for building PMO capabilities, or is this something you're trying to establish organically while managing active projects?

Are you primarily managing technology projects, operational initiatives, acquisitions, regulatory/compliance efforts, or a mix of everything? The answer can significantly influence how I'd approach building the foundation.

When leadership asks for status across all active initiatives, how do you currently provide that visibility?

Do you feel your biggest constraint is lack of process, lack of visibility, lack of prioritization, or simply lack of capacity?
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1 reply by Alan Roberts
Jun 22, 2026 9:55 AM
Alan Roberts
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Imran,
Thank you for the insights. Based on your comments, I believe I have been moving in the right direction and have spent much of the past year working through many of those same initiatives. The biggest challenge has been balancing the development of governance, intake, and prioritization processes while also managing a continually growing portfolio of active projects.
Fortunately, I have supportive partners within our IT department who recognize the need for a more structured approach. One of our primary areas of focus recently has been creating a process that ensures new and existing projects are reviewed, prioritized, and evaluated against the current workloads of the teams involved before additional work is approved.
I have also been piloting an intake and screening process where sponsors complete a preliminary questionnaire to determine whether a request warrants a formal project submission. If it meets the threshold, it moves into a more detailed project request process that can then drive the development of a charter, resource review, and prioritization discussion.
The challenge now is continuing to refine and institutionalize these processes while maintaining momentum on the projects already in flight. Your feedback reinforces that these are the right areas to focus on, and I appreciate you taking the time to share your perspective.
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Alan Roberts Senior Project Manager| Rocky Mountain Care Layton, Ut, United States
Jun 10, 2026 7:03 AM
Replying to Sibeso Kaoma
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I think if you ca provide more information for more context.
  1. How many active projects are you managing at any given time?
  2. Who sponsors and approves projects?
  3. Do you have a PMO, steering committee, or governance board?
  4. What's the biggest challenge of being a sole PM in a healthcare organisation of this size?
Sibeso, thanks for your response. Please see my responses to both Syed and to Imran for some more context.
avatar
Alan Roberts Senior Project Manager| Rocky Mountain Care Layton, Ut, United States
Jun 09, 2026 7:43 PM
Replying to Rami Kaibni
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Alan, what specific advise are you looking for?
Rami, thanks for your reply. See my replies to both Syed and Imran for additional context. Thanks
avatar
Imran Afzal Author| The Strategic PMO Cary, NC, United States
Jun 11, 2026 12:11 AM
Replying to Alan Roberts
...
Imran, thanks for your reply. I guess I would say that I am caught between managing between 8-10 cross-departmental projects at a time, and am lacking the time to be able to spin up all of the PMO-type systems to help make the process of project initiation, etc. very difficult to get done. Have you had any experience managing the projects of a company on your own and been able to successfully introduce and maintain, at least the beginnings of a PMO that would eventually lead to hiring more PMs to manage the growth.
Alan Roberts Sorry, I didn't reply to your message inline here like I should. Please see my reply further in this thread. I have more questions for you there as well. The better I can understand the current state, the more helpful I can be.
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