{"id":371,"date":"2025-11-06T13:00:25","date_gmt":"2025-11-06T12:00:25","guid":{"rendered":"https:\/\/www.theprojectgroup.com\/blog\/en\/?p=371"},"modified":"2025-11-07T11:26:08","modified_gmt":"2025-11-07T10:26:08","slug":"pmo-setup","status":"publish","type":"post","link":"https:\/\/www.theprojectgroup.com\/blog\/en\/pmo-setup\/","title":{"rendered":"Successful PMO Setup in 4 Simple Steps (with Downloads)"},"content":{"rendered":"<p>Are you considering a <strong>PMO setup<\/strong> at your company? This article explains how to set up a PMO \/ project management office in four simple steps.\u00a0In the following sections, you will learn about:<\/p>\n<ul>\n<li><a href=\"#Kapitel1\">PMO setup \u2013 Just think of it as a normal project<\/a><\/li>\n<li><a href=\"#Kapitel2\">PMO setup \u2013 Step 1: Current status \u2013 analysis &amp; general concept<\/a><\/li>\n<li><a href=\"#Kapitel3\">PMO setup \u2013 Step 2: Preparation and specification<\/a><\/li>\n<li><a href=\"#Kapitel4\">PMO setup \u2013 Step 3: Implementation of the plans<\/a><\/li>\n<li><a href=\"#Kapitel5\">PMO setup \u2013 Step 4: Make the PMO an integral part of normal operations<\/a><\/li>\n<li><a href=\"#Kapitel6\">Change management \u2013 A key success factor right from the start<\/a><\/li>\n<li><a href=\"#Kapitel7\">Conclusion \u2013 PMO setup<\/a><\/li>\n<\/ul>\n<p>After discussing the recommended four steps, the article concludes by describing which <strong>PMO success factors<\/strong> will help you obtain buy-in from the affected stakeholders.<\/p>\n<p>But let us get started now.<\/p>\n<h2 id=\"Kapitel1\">PMO Setup \u2013 Just Think of It as a Normal Project<\/h2>\n<p>Deciding to create a project management office means launching a new project. The methods used are the same as for any other project:<\/p>\n<ul>\n<li>You start by analyzing the current situation.<\/li>\n<li>Next, you develop a specific plan.<\/li>\n<li>Then, you implement this plan and integrate it into the normal operations.<\/li>\n<\/ul>\n<p>Throughout the phases, your smart\u00a0<a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/change-management-in-projects\/\" target=\"_blank\" rel=\"noopener\">change management<\/a>\u00a0strategy is used to help bring the stakeholders on board. This promotes the project\u2019s acceptance and helps ensure its success.<\/p>\n<blockquote><p><strong>Please note, however:<\/strong> You will need to adapt your strategy for PMO setup to the current situation and your company\u2019s level of experience in project management. This is a challenge for every organization, as you will soon discover, because there is no one-size-fits-all approach to either the PMO or the process itself.<\/p><\/blockquote>\n<p>So, you may find it helpful to use a generic, incremental approach to PMO setup, as it will serve as a point of orientation. The following graphic provides an example.<\/p>\n<figure id=\"attachment_3618\" aria-describedby=\"caption-attachment-3618\" style=\"width: 900px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-3618\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/1-2.png\" alt=\"PMO setup in four stages\" width=\"900\" height=\"382\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/1-2.png 1278w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/1-2-300x127.png 300w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/1-2-768x326.png 768w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/1-2-1024x434.png 1024w\" sizes=\"(max-width: 900px) 100vw, 900px\" \/><figcaption id=\"caption-attachment-3618\" class=\"wp-caption-text\">The four stages of a framework for establishing a PMO<\/figcaption><\/figure>\n<p>In this generic framework, PMO setup involves these four steps:<\/p>\n<ol>\n<li>Current status \u2013 analysis &amp; general concept<\/li>\n<li>Preparation and specification<\/li>\n<li>PMO implementation<\/li>\n<li>PMO normal operations<\/li>\n<\/ol>\n<p>In addition to these four steps, it helps to have a <strong>good change management program<\/strong> for interacting with the people affected. This is because most people, at least initially, are skeptical about any proposed changes. So, be prepared to face resistance to your project again and again. You will need to convince these people \/ stakeholders.<\/p>\n<blockquote><p><strong>Reading tip: Why Have a <a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/why-a-pmo-is-important\/\" target=\"_blank\" rel=\"noopener\">Project Management Office<\/a> (PMO)?<\/strong><\/p><\/blockquote>\n<p><strong>Visible support from top management<\/strong> is essential, so make sure you have it. It often helps convince the other stakeholders.<\/p>\n<p>One more tip: Right from the start, begin collecting proof that establishing a PMO is having a positive effect on the projects. This evidence will help you counter any possible criticism.<\/p>\n<p>Now let us take a look at the individual steps involved.<\/p>\n<div id=\"id695737c3a07c8\" class=\"iframecontainer iframecontainer--hidden\">\n            <div class=\"iframecontainer__head\" style=\"background: #D60B52!important;\">\n                <div class=\"iframecontainer__head__inner\" style=\"color:#ffffff;\" data-for=\"#id695737c3a07c8\">\n                    <p><strong>Special Download: <\/strong> How to set up a PMO in 4 simple steps (PDF file)<\/p>\n                <\/div>\n                <div class=\"iframecontainer__head__icon\" data-for=\"#id695737c3a07c8\">\n                    <svg width=\"10px\" height=\"16px\" viewBox=\"1092 550 10 16\" version=\"1.1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\">\n                        <polygon class=\"iframecontainer__head__icon__pfeil\"  data-for=\"#id695737c3a07c8\" stroke=\"none\" fill=\"#ffffff\" fill-rule=\"evenodd\" points=\"1093.875 550 1101.875 558 1093.875 566 1092 564.125 1098.125 558 1092 551.875\"><\/polygon>\n                    <\/svg>\n                <\/div>\n            <\/div>\n            <div class=\"iframecontainer__iframe\">\n                <div class=\"iframecontainer__iframe__inner\">\n                    <p>Please fill in the form.<br \/>\n<span style=\"font-size: xx-small;\">* Required Fields\u00a0 |\u00a0 <a href=\"https:\/\/www.theprojectgroup.com\/en\/data-protection\" target=\"_blank\" rel=\"noopener\">Data Protection<\/a><\/span><\/p>\n<div class=\"cookieconsent-optout-marketing\">This form is blocked by your cookie settings to our website. Please <a>click here<\/a> and select at least the marketing cookies. Then this form will be visible. Thanks a lot.<\/div>\n\n                \t<!-- ENGLISCH Wichtig: nur den Code in download-asset \u00e4ndern - definiert Download -->\r\n<script type='text\/x-ccm-loader' data-ccm-loader-src=\"https:\/\/js-eu1.hsforms.net\/forms\/embed\/developer\/146642994.js\" defer><\/script>\r\n\r\n<div class=\"hs-form-html\"\r\n     data-download-asset=\"CU12E\"\r\n     data-region=\"eu1\"\r\n     data-form-id=\"ed0008c7-47d5-4c2e-ad2f-000bd95b74c5\"\r\n     data-portal-id=\"146642994\"><\/div>\r\n\r\n<script>\r\n(() => {\r\n  const FORM_ID = 'ed0008c7-47d5-4c2e-ad2f-000bd95b74c5';\r\n  const FIELD   = '0-1\/download_asset';\r\n  const roots   = new Set();\r\n  const formsByRoot = new WeakMap();\r\n\r\n  const setViaApi = (root) => {\r\n    const code = root.dataset.downloadAsset || '';\r\n    const form = formsByRoot.get(root);\r\n    if (!code || !form) return;\r\n    form.setFieldValue(FIELD, code);\r\n  };\r\n\r\n  window.addEventListener('hs-form-event:on-ready', (event) => {\r\n    if (!window.HubSpotFormsV4) return;\r\n    const form = HubSpotFormsV4.getFormFromEvent(event);\r\n    if (!form || form.getFormId() !== FORM_ID) return;\r\n\r\n    const root = [...roots].find(r => r.contains(event.target));\r\n    if (!root) return;\r\n\r\n    formsByRoot.set(root, form);\r\n    setViaApi(root);\r\n  });\r\n\r\n  window.addEventListener('message', (event) => {\r\n    const d = event.data;\r\n    if (!d || d.type !== 'hsFormCallback' || d.eventName !== 'onFormSubmit') return;\r\n    if (d.id !== FORM_ID) return;\r\n\r\n    roots.forEach(setViaApi);\r\n  });\r\n\r\n  document.addEventListener('DOMContentLoaded', () => {\r\n    document.querySelectorAll('.hs-form-html[data-download-asset][data-form-id=\"' + FORM_ID + '\"]')\r\n      .forEach(r => roots.add(r));\r\n  });\r\n})();\r\n<\/script>\n                    <style>\/* Kompaktere Darstellung f\u00fcr HubSpot Formulare *\/\n[data-hsfc-id=\"Renderer\"] .hsfc-Step .hsfc-Step__Content { padding: 0 20px 20px !important; }\n[data-hsfc-id=Renderer] .hsfc-TextField>*:not(:last-child) { margin-bottom:4px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-Row { gap: 20px !important; margin-bottom: 12px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-NavigationRow { margin-top: 6px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-TextInput { padding: 8px !important; }<\/style>\n                <\/div>\n            <\/div>\n        <\/div><h2 id=\"Kapitel2\">Step 1 for PMO Setup: Current Status \u2013 Analysis &amp; General Concept<\/h2>\n<figure id=\"attachment_3619\" aria-describedby=\"caption-attachment-3619\" style=\"width: 900px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-3619\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/2-2.png\" alt=\"PMO setup \u2013 Stage 1\" width=\"900\" height=\"140\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/2-2.png 1398w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/2-2-300x47.png 300w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/2-2-768x120.png 768w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/2-2-1024x160.png 1024w\" sizes=\"(max-width: 900px) 100vw, 900px\" \/><figcaption id=\"caption-attachment-3619\" class=\"wp-caption-text\">Stage 1 in PMO setup involves the preparation and specification<\/figcaption><\/figure>\n<p>The first step in PMO setup is to analyze the current situation. Take a look at the <strong>PM methods, processes, and tools<\/strong> used so far. Scrutinize the most important current <strong>projects<\/strong> for weaknesses.<\/p>\n<p>In our experience, it is important to check for these key items in this phase. If you determine that any of these are (still) missing, you can <strong>make introducing these the first objective of your newly established PMO<\/strong>.<\/p>\n<h3>1. Project-Worthiness Analysis \u2013 What Do You Consider a \u201cProject\u201d?<\/h3>\n<p>Start by defining what exactly should be handled as a formal project. Only things clearly defined as a project fall under the jurisdiction of the PMO.<\/p>\n<p>Ask yourself: what activities are better handled as part of the normal operations and are therefore under the jurisdiction of the individual departments?<\/p>\n<p>A project-worthiness analysis tailored to your company will help you make this decision.<\/p>\n<table>\n<tbody>\n<tr>\n<td style=\"background-color: #d60b52; color: #002b36; font-family: Arial, Helvetica, sans-serif !important; ;font-size: 14px; font-weight: bold; overflow: hidden; padding: 10px 5px; text-align: left; vertical-align: top; word-break: normal; border: 1px solid inherit;\"><span style=\"font-family: Arial, Helvetica, sans-serif; font-size: 14px; color: #ffffff;\">Criteria<\/span><\/td>\n<td style=\"background-color: #d60b52; color: #002b36; font-family: Arial, Helvetica, sans-serif !important; ;font-size: 14px; font-weight: bold; overflow: hidden; padding: 10px 5px; text-align: left; vertical-align: top; word-break: normal; border: 1px solid inherit;\"><span style=\"font-family: Arial, Helvetica, sans-serif; font-size: 14px; color: #ffffff;\">Operation<\/span><\/td>\n<td style=\"background-color: #d60b52; color: #002b36; font-family: Arial, Helvetica, sans-serif !important; ;font-size: 14px; font-weight: bold; overflow: hidden; padding: 10px 5px; text-align: left; vertical-align: top; word-break: normal; border: 1px solid inherit;\"><span style=\"font-family: Arial, Helvetica, sans-serif; font-size: 14px; color: #ffffff;\">Minor Project<\/span><\/td>\n<td style=\"background-color: #d60b52; color: #002b36; font-family: Arial, Helvetica, sans-serif !important; ;font-size: 14px; font-weight: bold; overflow: hidden; padding: 10px 5px; text-align: left; vertical-align: top; word-break: normal; border: 1px solid inherit;\"><span style=\"font-family: Arial, Helvetica, sans-serif; font-size: 14px; color: #ffffff;\">Project<\/span><\/td>\n<td style=\"background-color: #d60b52; color: #002b36; font-family: Arial, Helvetica, sans-serif !important; ;font-size: 14px; font-weight: bold; overflow: hidden; padding: 10px 5px; text-align: left; vertical-align: top; word-break: normal; border: 1px solid inherit;\"><span style=\"font-family: Arial, Helvetica, sans-serif; font-size: 14px; color: #ffffff;\">Selection<\/span><\/td>\n<\/tr>\n<tr>\n<td width=\"120\">Number of areas involved<\/td>\n<td width=\"120\">1 area<\/td>\n<td width=\"120\">Up to 3 areas<\/td>\n<td width=\"120\">Over 3 areas<\/td>\n<td width=\"120\">Up to 3 areas<\/td>\n<\/tr>\n<tr>\n<td width=\"120\">Size of entire project team<\/td>\n<td width=\"120\">2 \u2013 5 people<\/td>\n<td width=\"120\">Over 6 people<\/td>\n<td width=\"120\">Over 12 people<\/td>\n<td width=\"120\">Over 6 people<\/td>\n<\/tr>\n<tr>\n<td width=\"120\">Resource requirements<\/td>\n<td width=\"120\">10 \u2013 30 man-days<\/td>\n<td width=\"120\">30 \u2013 100 man-days<\/td>\n<td width=\"120\">Over 100 man-days<\/td>\n<td width=\"120\">30 \u2013 100 man-days<\/td>\n<\/tr>\n<tr>\n<td width=\"120\">Capital expenditure<\/td>\n<td width=\"120\">Under 10.000 \u20ac<\/td>\n<td width=\"120\">10.000 \u2013 50.000 \u20ac<\/td>\n<td width=\"120\">Over 50.000 \u20ac<\/td>\n<td width=\"120\">10.000 \u2013 50.000 \u20ac<\/td>\n<\/tr>\n<tr>\n<td width=\"120\">Duration<\/td>\n<td width=\"120\">1 \u2013 3 months<\/td>\n<td width=\"120\">4 \u2013 10 months<\/td>\n<td width=\"120\">Over 10 months<\/td>\n<td width=\"120\">4 \u2013 10 months<\/td>\n<\/tr>\n<tr>\n<td width=\"120\">Inherent complexity<\/td>\n<td width=\"120\">Low<\/td>\n<td width=\"120\">Medium<\/td>\n<td width=\"120\">High<\/td>\n<td width=\"120\">High<\/td>\n<\/tr>\n<tr>\n<td width=\"120\">Novelty for project team<\/td>\n<td width=\"120\">Low<\/td>\n<td width=\"120\">Medium<\/td>\n<td width=\"120\">High<\/td>\n<td width=\"120\">Low<\/td>\n<\/tr>\n<tr>\n<td width=\"120\">Quality risk<\/td>\n<td width=\"120\">Low<\/td>\n<td width=\"120\">Medium<\/td>\n<td width=\"120\">High<\/td>\n<td width=\"120\">Medium<\/td>\n<\/tr>\n<tr>\n<td width=\"120\">External impact<\/td>\n<td width=\"120\">Low<\/td>\n<td width=\"120\">Medium<\/td>\n<td width=\"120\">High<\/td>\n<td width=\"120\">Low<\/td>\n<\/tr>\n<tr>\n<td style=\"background-color: #d60b52; color: #002b36; font-family: Arial, Helvetica, sans-serif !important; ;font-size: 14px; font-weight: bold; overflow: hidden; padding: 10px 5px; text-align: left; vertical-align: top; word-break: normal; border: 1px solid inherit;\"><\/td>\n<td style=\"background-color: #d60b52; color: #002b36; font-family: Arial, Helvetica, sans-serif !important; ;font-size: 14px; font-weight: bold; overflow: hidden; padding: 10px 5px; text-align: left; vertical-align: top; word-break: normal; border: 1px solid inherit;\"><\/td>\n<td style=\"background-color: #d60b52; color: #002b36; font-family: Arial, Helvetica, sans-serif !important; ;font-size: 14px; font-weight: bold; overflow: hidden; padding: 10px 5px; text-align: left; vertical-align: top; word-break: normal; border: 1px solid inherit;\"><\/td>\n<td style=\"background-color: #d60b52; color: #002b36; font-family: Arial, Helvetica, sans-serif !important; ;font-size: 14px; font-weight: bold; overflow: hidden; padding: 10px 5px; text-align: left; vertical-align: top; word-break: normal; border: 1px solid inherit;\"><span style=\"font-family: Arial, Helvetica, sans-serif; font-size: 14px; color: #ffffff;\">Recommendation:<\/span><\/td>\n<td style=\"background-color: #d60b52; color: #002b36; font-family: Arial, Helvetica, sans-serif !important; ;font-size: 14px; font-weight: bold; overflow: hidden; padding: 10px 5px; text-align: left; vertical-align: top; word-break: normal; border: 1px solid inherit;\"><span style=\"font-family: Arial, Helvetica, sans-serif; font-size: 14px; color: #ffffff;\">Minor Project<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>&nbsp;<\/p>\n<blockquote><p><strong>Free download: <\/strong><a href=\"https:\/\/www.theprojectgroup.com\/data\/Downloads_Content_Upgrades\/Project_Worthiness_Analysis_2022_-_TPG_The_Project_Group.xlsx\" target=\"_blank\" rel=\"noopener\"><strong>Project-worthiness analysis template<\/strong><\/a> (MS Excel). You can easily adapt the template to your needs.<\/p><\/blockquote>\n<h3>2. Prioritized Project Lists \u2013 Which Projects Are Currently Being Pursued?<\/h3>\n<p>One of the key objectives is to obtain a <strong>complete list of all the projects<\/strong>. It must be up to date, detailed, and ideally also prioritized. Without a complete list, you will have no idea what people in the company are really working on.<\/p>\n<p><strong>Let us be honest: are you sure that your list is complete?\u00a0<\/strong><\/p>\n<p>Our experience has shown that few companies actually have a complete list at this stage. Even if it takes a few weeks to prepare the list, it will be well worth the effort and a great help to everyone involved.<\/p>\n<figure id=\"attachment_6587\" aria-describedby=\"caption-attachment-6587\" style=\"width: 900px\" class=\"wp-caption alignnone\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/3_project_list.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6587 size-full\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/3_project_list.png\" alt=\"PMO setup \u2013 Central project list in the PPM Paradise\" width=\"900\" height=\"531\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/3_project_list.png 900w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/3_project_list-300x177.png 300w\" sizes=\"(max-width: 900px) 100vw, 900px\" \/><\/a><figcaption id=\"caption-attachment-6587\" class=\"wp-caption-text\">Example of a complete central project list in the project environment (graphic: The PPM Paradise)<\/figcaption><\/figure>\n<p>The graphic above shows the <a href=\"https:\/\/www.theprojectgroup.com\/data\/Downloads_eBooks\/TPG_PPM_Paradise_eBook_EN_-_TPG_TheProjectGroup.pdf\" target=\"_blank\" rel=\"noopener\">TPG PPM Paradise<\/a>. Individual projects are automatically added to the project list. This list provides the up-to-date and accurate information needed for the portfolio reports on which management bases its decisions.<\/p>\n<div id=\"id695737c3a0973\" class=\"iframecontainer iframecontainer--hidden\">\n            <div class=\"iframecontainer__head\" style=\"background: #D60B52!important;\">\n                <div class=\"iframecontainer__head__inner\" style=\"color:#ffffff;\" data-for=\"#id695737c3a0973\">\n                    <p><strong>Download now: <\/strong> Free eBook (PDF) on \u201cThe PPM Paradise\u201d<\/p>\n                <\/div>\n                <div class=\"iframecontainer__head__icon\" data-for=\"#id695737c3a0973\">\n                    <svg width=\"10px\" height=\"16px\" viewBox=\"1092 550 10 16\" version=\"1.1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\">\n                        <polygon class=\"iframecontainer__head__icon__pfeil\"  data-for=\"#id695737c3a0973\" stroke=\"none\" fill=\"#ffffff\" fill-rule=\"evenodd\" points=\"1093.875 550 1101.875 558 1093.875 566 1092 564.125 1098.125 558 1092 551.875\"><\/polygon>\n                    <\/svg>\n                <\/div>\n            <\/div>\n            <div class=\"iframecontainer__iframe\">\n                <div class=\"iframecontainer__iframe__inner\">\n                    <p style=\"font-weight: 400;\">Here is what an optimal customizable solution for project, portfolio and resource management (PPM) should be capable of \u2013 tips and important arguments for your decision-makers. &gt; <a href=\"https:\/\/www.theprojectgroup.com\/data\/Downloads_eBooks\/TPG_PPM_Paradise_eBook_EN_-_TPG_TheProjectGroup.pdf\" target=\"_blank\" rel=\"noopener\">Download eBook (PDF) \u201cThe PPM Paradise\u201d<\/a><\/p>\n\n                \t<!-- ENGLISCH Wichtig: nur den Code in download-asset \u00e4ndern - definiert Download -->\r\n<script type='text\/x-ccm-loader' data-ccm-loader-src=\"https:\/\/js-eu1.hsforms.net\/forms\/embed\/developer\/146642994.js\" defer><\/script>\r\n\r\n<div class=\"hs-form-html\"\r\n     data-download-asset=\"CU31E\"\r\n     data-region=\"eu1\"\r\n     data-form-id=\"ed0008c7-47d5-4c2e-ad2f-000bd95b74c5\"\r\n     data-portal-id=\"146642994\"><\/div>\r\n\r\n<script>\r\n(() => {\r\n  const FORM_ID = 'ed0008c7-47d5-4c2e-ad2f-000bd95b74c5';\r\n  const FIELD   = '0-1\/download_asset';\r\n  const roots   = new Set();\r\n  const formsByRoot = new WeakMap();\r\n\r\n  const setViaApi = (root) => {\r\n    const code = root.dataset.downloadAsset || '';\r\n    const form = formsByRoot.get(root);\r\n    if (!code || !form) return;\r\n    form.setFieldValue(FIELD, code);\r\n  };\r\n\r\n  window.addEventListener('hs-form-event:on-ready', (event) => {\r\n    if (!window.HubSpotFormsV4) return;\r\n    const form = HubSpotFormsV4.getFormFromEvent(event);\r\n    if (!form || form.getFormId() !== FORM_ID) return;\r\n\r\n    const root = [...roots].find(r => r.contains(event.target));\r\n    if (!root) return;\r\n\r\n    formsByRoot.set(root, form);\r\n    setViaApi(root);\r\n  });\r\n\r\n  window.addEventListener('message', (event) => {\r\n    const d = event.data;\r\n    if (!d || d.type !== 'hsFormCallback' || d.eventName !== 'onFormSubmit') return;\r\n    if (d.id !== FORM_ID) return;\r\n\r\n    roots.forEach(setViaApi);\r\n  });\r\n\r\n  document.addEventListener('DOMContentLoaded', () => {\r\n    document.querySelectorAll('.hs-form-html[data-download-asset][data-form-id=\"' + FORM_ID + '\"]')\r\n      .forEach(r => roots.add(r));\r\n  });\r\n})();\r\n<\/script>\n                    <style>\/* Kompaktere Darstellung f\u00fcr HubSpot Formulare *\/\n[data-hsfc-id=\"Renderer\"] .hsfc-Step .hsfc-Step__Content { padding: 0 20px 20px !important; }\n[data-hsfc-id=Renderer] .hsfc-TextField>*:not(:last-child) { margin-bottom:4px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-Row { gap: 20px !important; margin-bottom: 12px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-NavigationRow { margin-top: 6px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-TextInput { padding: 8px !important; }<\/style>\n                <\/div>\n            <\/div>\n        <\/div><p><strong>Users of agile methods<\/strong>, please note: PMO setup is essential if you have multiple projects running concurrently, even in an agile environment. Having a complete, accurate list of all the projects is essential for every decision-maker.<\/p>\n<p><strong>Things to keep in mind for the project list and \/ or tool used to prepare the list:<\/strong><\/p>\n<ul>\n<li>It must accept any number of user-defined fields.<\/li>\n<li>It must have a function for sorting, filtering, and grouping the entries by field.<\/li>\n<li>It must provide different views based on user permissions.<\/li>\n<li>Ideally, it offers workflows for adding new projects.<\/li>\n<li>It must allow you to configure the links to detailed information.<\/li>\n<li>The list must be pre-filled with key historical data.<\/li>\n<li>This historical data must be sufficient to detect future trends.<\/li>\n<li>This history also serves as evidence of the PMO\u2019s contributions.<\/li>\n<\/ul>\n<blockquote><p><strong>Our tip:<\/strong>\u00a0Make sure that every single project is included on your project list. Avoid having any stealth projects that secretly steal your resources. Your primary responsibility as project management officer is to ensure that the list is always complete and up to date!<\/p><\/blockquote>\n<h3>3. Control Environment \u2013 Can We Make Valid Decisions?<\/h3>\n<p>Another thing to consider is the control environment. It should include key elements such as:<\/p>\n<ul>\n<li>Project order (project objective, budget, time frame, etc. with signature)<\/li>\n<li><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/project-status-report\/\" target=\"_blank\" rel=\"noopener\">Project status report\u00a0<\/a>(detailed with traffic light status indicators)<\/li>\n<li><a href=\"https:\/\/status.net\/templates\/project-report\/\" target=\"_blank\" rel=\"noopener\">Final project report<\/a> (project\u2019s overall result)<\/li>\n<li><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/lessons-learned-in-project-management\/\" target=\"_blank\" rel=\"noopener\">Lessons Learned <\/a>(What went well and what did not?)<\/li>\n<\/ul>\n<blockquote><p><strong>Our tip:<\/strong> In this first phase of establishing a PMO implementation, you need to ask many questions: How helpful have previous project status reports been? What was their intended purpose for each of the stakeholders? What things could be optimized?<\/p><\/blockquote>\n<h3>4. Processes \u2013 Are They Effective and Efficient?<\/h3>\n<p>Remember to take a close look at your company\u2019s existing project management processes. It is vital that you check the <strong>effectiveness and efficiency<\/strong> of the tools and methods being used.<\/p>\n<p>One important factor is your company\u2019s organizational structure (line \/ matrix). Take a close look at the training opportunities and career paths available to those involved in project management.<\/p>\n<p>Your findings will help you determine the level of project management maturity in the company. Make sure that you document this.<\/p>\n<p>Not everyone in the company will be enthusiastic about the creation of a PMO, so you will need all the good feedback about positive changes that you can get.<\/p>\n<blockquote><p><strong>Our tip:<\/strong> Start your work as project management officer by documenting the company\u2019s level of project management maturity. This can help you achieve some quick wins and later clearly demonstrate the improvements and added value.<\/p><\/blockquote>\n\n    <p class=\"datamintsbanner\">\n        <a href=\"https:\/\/www.theprojectgroup.com\/en\/project-management-newsletter\" target=\"_blank\" class=\"datamintsbanner__link\" title=\"Project Management Newsletter TPG PMO Resource Management Agile PM Project Projects Projectmanager Projectmanagementoffice\" style=\"display: block;\">\n            <img decoding=\"async\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2022\/08\/TPG_Banner-Blog_1400_Newsletter_EN.jpg\" class=\"datamintsbanner__image\" style=\"display: block; max-width: 100%\">\n        <\/a>\n    <\/p>\n    \n<h3>5. Stakeholder Analysis \u2013 What Does Each Person Want?<\/h3>\n<p>Knowing what everyone wants will help you define the PMO\u2019s goals. The stakeholder analysis\u00a0is a helpful tool in determining: What are the PMO\u2019s <strong>interest groups<\/strong> and <strong>what do they hope to gain from the PMO<\/strong>?<\/p>\n<p>Possible stakeholders range from managers and executives as well as decision-makers and team leaders \/ Scrum Masters, to project managers \/ Product Owners, the controllers and, finally, the employees.<\/p>\n<figure id=\"attachment_6588\" aria-describedby=\"caption-attachment-6588\" style=\"width: 600px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4_stakeholders.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6588\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4_stakeholders.png\" alt=\"PMO setup \u2013 Stakeholder overview\" width=\"600\" height=\"302\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4_stakeholders.png 1059w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4_stakeholders-300x150.png 300w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4_stakeholders-1024x515.png 1024w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4_stakeholders-350x175.png 350w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4_stakeholders-164x82.png 164w\" sizes=\"(max-width: 600px) 100vw, 600px\" \/><\/a><figcaption id=\"caption-attachment-6588\" class=\"wp-caption-text\">Overview of the PMO stakeholders<\/figcaption><\/figure>\n<p>The PMO is a service provider whose success depends on the satisfaction of its \u201ccustomers\u201d, namely, the stakeholders in the project environment. Each of these stakeholders has their own expectations of the PMO.<\/p>\n<blockquote><p><strong>Our tip:<\/strong>\u00a0Start by doing a good stakeholder analysis to ensure that you have a clear understanding of every stakeholder\u2019s expectations of the PMO. This will let you set the right goals and lead to greater acceptance of your work.<\/p><\/blockquote>\n<h3>6. Gap Analysis \u2013 What Does the Target \/ Actual Comparison Show?<\/h3>\n<p>After you have analyzed the current situation and defined the expectations, it is time to do the gap analysis. This analysis depicts the gap between the current status and the desired status of project management in the company.<\/p>\n<p>The information can then be used to create a prioritized list of <strong>recommended actions<\/strong>. The list should also include measures that can be quickly and easily implemented, so-called \u201cquick wins\u201d.<\/p>\n<p>Here are a few ideas for quick wins when you set up a PMO:<\/p>\n<ul>\n<li>A clear project-worthiness analysis<\/li>\n<li>A signed project order for each project<\/li>\n<li>A prioritized list of projects<\/li>\n<li>A good stakeholder analysis<\/li>\n<li>An up-to-date project status report<\/li>\n<\/ul>\n<p>You can sustainably close some of the gaps defined in your gap analysis by, for example, defining a PM maturity model that can be introduced in stages.<\/p>\n<blockquote><p><strong>Our tip: <\/strong>Complete the quick wins identified on your list as early as possible. These early successes will help boost the PMO\u2019s acceptance.<\/p><\/blockquote>\n<h2 id=\"Kapitel3\">Step 2 for PMO Setup: Preparation and Specification<\/h2>\n<figure id=\"attachment_3620\" aria-describedby=\"caption-attachment-3620\" style=\"width: 900px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-3620\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/3-2.png\" alt=\"PMO setup \u2013 stage 2\" width=\"900\" height=\"144\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/3-2.png 1403w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/3-2-300x48.png 300w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/3-2-768x123.png 768w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/3-2-1024x164.png 1024w\" sizes=\"(max-width: 900px) 100vw, 900px\" \/><figcaption id=\"caption-attachment-3620\" class=\"wp-caption-text\">Stage 2 in PMO setup involves the preparation and specification<\/figcaption><\/figure>\n<p>The next phase involves developing the concept. Here you define the PMO\u2019s work, its position in the hierarchy, and its competencies. The PMO should have a clear understanding of its <strong>mandate<\/strong> and the <strong>services it is expected to provide<\/strong>.<\/p>\n<p>The scope of services is often broad, and the stakeholder expectations are high. Possible PMO services can be seen in the following list.<\/p>\n<ul>\n<li>If <strong>training and coaching <\/strong>are the focus of the newly established PMO, then it will organize professional development activities for the project managers and project teams.<\/li>\n<li>The PMO\u2019s <strong>project services<\/strong> activities will consist mainly of providing support. For example, it can host workshops or temporarily assume the role of project controller.<\/li>\n<li>If <strong>methods and processes<\/strong> constitute the PMO\u2019s core competencies, then it will focus primarily on these and make suitable IT tools available to those needing them.<\/li>\n<li><strong>Multi-project management<\/strong> monitors the progress of various projects and defines the control measures. In this case, the PMO gathers project information and prepares this for the decision-making committees.<\/li>\n<li>The\u00a0<strong>Strategic Project Management Office (sPMO) <\/strong>is responsible for setting up and managing the projects. It chooses the projects and prioritizes them. The PMO also conducts cost-benefit analyses and defines the overall conditions for project management.<\/li>\n<\/ul>\n<figure id=\"attachment_3626\" aria-describedby=\"caption-attachment-3626\" style=\"width: 600px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-3626\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/9-1.png\" alt=\"establishing a PMO\" width=\"600\" height=\"456\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/9-1.png 720w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/9-1-300x228.png 300w\" sizes=\"(max-width: 600px) 100vw, 600px\" \/><figcaption id=\"caption-attachment-3626\" class=\"wp-caption-text\">Possible scope of responsibilities for the PMO and \/ or strategic PMO<\/figcaption><\/figure>\n<p>Once you have established a PMO, it is a good idea to <strong>start by<\/strong> <strong>focusing on only one or two of these responsibilities<\/strong>. You want to avoid over-burdening the organization. Make sure that everyone is aware of the PMO\u2019s mission.<\/p>\n<p>A newly established PMO is still a \u201cstrange newcomer\u201d in their midst. It will take a while for everyone to accept it as an integral part of the organization.<\/p>\n<p>Stakeholders often tend to overburden the PMO with activities.<\/p>\n<p>It is important to remember that the PMO will not be able to please all the people all of the time. It has one key responsibility \u2012 the one derived from the stakeholder analysis \u2012 and this should always be its primary focus.<\/p>\n<blockquote><p><strong>Our tip:<\/strong>\u00a0Ensure that the PMO\u2019s mission is one that is both practical and tailored to your organization. Get stakeholder input and agreement on this. Doing so ensures that the PMO\u2019s scope of responsibilities is realistic.<\/p><\/blockquote>\n<p>Other key requirements:<\/p>\n<ul>\n<li><strong>Communication:\u00a0<\/strong>Make sure that everyone knows that a PMO exists and what its responsibilities are. This ensures that everyone\u2019s expectations are clear.<\/li>\n<li><strong>Internal marketing:\u00a0<\/strong>Publicize the PMO\u2019s services so that people actually request and use these services. To be truly accepted as part of the company, the PMO has to offer clear benefits.<\/li>\n<li><strong>Staffing:\u00a0<\/strong>The PMO staff must have the necessary qualifications and motivation \u2012 this is vital. The employees must be service-oriented and have the required interpersonal skills but also be able to say No when necessary.<\/li>\n<\/ul>\n<p>If you have already been using <strong>change management<\/strong> to facilitate the transition from one phase to another, its role will grow in importance in the next stage of your PMO implementation.<\/p>\n<blockquote><p><strong>Our tip:<\/strong>\u00a0Ensure that the new PMO\u2019s scope of responsibilities is clearly communicated to all the stakeholders. One idea is to set up a PMO homepage on your company\u2019s intranet with information about the PMO team, its services, and project management workflow processes.<\/p><\/blockquote>\n<div id=\"id695737c3a0bc6\" class=\"iframecontainer iframecontainer--hidden\">\n            <div class=\"iframecontainer__head\" style=\"background: #D60B52!important;\">\n                <div class=\"iframecontainer__head__inner\" style=\"color:#ffffff;\" data-for=\"#id695737c3a0bc6\">\n                    <p><strong>Special Download (PDF): <\/strong> What are typical PMO functions? (+ their importance)<\/p>\n                <\/div>\n                <div class=\"iframecontainer__head__icon\" data-for=\"#id695737c3a0bc6\">\n                    <svg width=\"10px\" height=\"16px\" viewBox=\"1092 550 10 16\" version=\"1.1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\">\n                        <polygon class=\"iframecontainer__head__icon__pfeil\"  data-for=\"#id695737c3a0bc6\" stroke=\"none\" fill=\"#ffffff\" fill-rule=\"evenodd\" points=\"1093.875 550 1101.875 558 1093.875 566 1092 564.125 1098.125 558 1092 551.875\"><\/polygon>\n                    <\/svg>\n                <\/div>\n            <\/div>\n            <div class=\"iframecontainer__iframe\">\n                <div class=\"iframecontainer__iframe__inner\">\n                    <p>This article provides you with a good comparison as well as ideas for functions you could consider next for your PMO. Please fill in the form to download.<br \/>\n<span style=\"font-size: xx-small;\">* Required Fields\u00a0 |\u00a0 <a href=\"https:\/\/www.theprojectgroup.com\/en\/data-protection\" target=\"_blank\" rel=\"noopener\">Data Protection<\/a><\/span><\/p>\n<div class=\"cookieconsent-optout-marketing\">This form is blocked by your cookie settings to our website. Please <a>click here<\/a> and select at least the marketing cookies. Then this form will be visible. Thanks a lot.<\/div>\n\n                \t<!-- ENGLISCH Wichtig: nur den Code in download-asset \u00e4ndern - definiert Download -->\r\n<script type='text\/x-ccm-loader' data-ccm-loader-src=\"https:\/\/js-eu1.hsforms.net\/forms\/embed\/developer\/146642994.js\" defer><\/script>\r\n\r\n<div class=\"hs-form-html\"\r\n     data-download-asset=\"CU15E\"\r\n     data-region=\"eu1\"\r\n     data-form-id=\"ed0008c7-47d5-4c2e-ad2f-000bd95b74c5\"\r\n     data-portal-id=\"146642994\"><\/div>\r\n\r\n<script>\r\n(() => {\r\n  const FORM_ID = 'ed0008c7-47d5-4c2e-ad2f-000bd95b74c5';\r\n  const FIELD   = '0-1\/download_asset';\r\n  const roots   = new Set();\r\n  const formsByRoot = new WeakMap();\r\n\r\n  const setViaApi = (root) => {\r\n    const code = root.dataset.downloadAsset || '';\r\n    const form = formsByRoot.get(root);\r\n    if (!code || !form) return;\r\n    form.setFieldValue(FIELD, code);\r\n  };\r\n\r\n  window.addEventListener('hs-form-event:on-ready', (event) => {\r\n    if (!window.HubSpotFormsV4) return;\r\n    const form = HubSpotFormsV4.getFormFromEvent(event);\r\n    if (!form || form.getFormId() !== FORM_ID) return;\r\n\r\n    const root = [...roots].find(r => r.contains(event.target));\r\n    if (!root) return;\r\n\r\n    formsByRoot.set(root, form);\r\n    setViaApi(root);\r\n  });\r\n\r\n  window.addEventListener('message', (event) => {\r\n    const d = event.data;\r\n    if (!d || d.type !== 'hsFormCallback' || d.eventName !== 'onFormSubmit') return;\r\n    if (d.id !== FORM_ID) return;\r\n\r\n    roots.forEach(setViaApi);\r\n  });\r\n\r\n  document.addEventListener('DOMContentLoaded', () => {\r\n    document.querySelectorAll('.hs-form-html[data-download-asset][data-form-id=\"' + FORM_ID + '\"]')\r\n      .forEach(r => roots.add(r));\r\n  });\r\n})();\r\n<\/script>\n                    <style>\/* Kompaktere Darstellung f\u00fcr HubSpot Formulare *\/\n[data-hsfc-id=\"Renderer\"] .hsfc-Step .hsfc-Step__Content { padding: 0 20px 20px !important; }\n[data-hsfc-id=Renderer] .hsfc-TextField>*:not(:last-child) { margin-bottom:4px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-Row { gap: 20px !important; margin-bottom: 12px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-NavigationRow { margin-top: 6px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-TextInput { padding: 8px !important; }<\/style>\n                <\/div>\n            <\/div>\n        <\/div><h2 id=\"Kapitel4\">Step 3 for PMO Setup: Implement the Plans<\/h2>\n<figure id=\"attachment_3621\" aria-describedby=\"caption-attachment-3621\" style=\"width: 900px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-3621\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4-1.png\" alt=\"establishing a PMO\" width=\"900\" height=\"136\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4-1.png 1392w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4-1-300x45.png 300w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4-1-768x116.png 768w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/4-1-1024x154.png 1024w\" sizes=\"(max-width: 900px) 100vw, 900px\" \/><figcaption id=\"caption-attachment-3621\" class=\"wp-caption-text\">Stage 3 involves implementing the specifications for PMO setup<\/figcaption><\/figure>\n<p>If it has not happened already, this is the stage in PMO setup, where the <strong>PMO staff receive their final training<\/strong> and are helped to prepare for their duties.<\/p>\n<p>You will need their expertise to <strong>implement the PM processes and methods<\/strong> defined in the concept phase <strong>step by step<\/strong>. This generally includes agile methodology as well as the traditional together with hybrid approaches that combine these two methods.<\/p>\n<blockquote><p><strong>Our tip:<\/strong>\u00a0Select a <strong>senior employee<\/strong> to lead the PMO. Choose someone with good organizational skills and many years of project management experience. Make sure this person also has the truly necessary interpersonal skills.<\/p><\/blockquote>\n<h3>Project Launch \u2013 Traditional, Agile, or Hybrid?<\/h3>\n<p>One of the PMO\u2019s responsibilities can be to decide whether a project should be handled using agile, traditional, or hybrid methodology. It can define criteria for the degree of uncertainty in the requirements as well as which solution should be used based on this uncertainty. A\u00a0<a href=\"https:\/\/www.praxisframework.org\/en\/library\/stacey-matrix\" target=\"_blank\" rel=\"noopener\">Stacey Matrix<\/a>\u00a0can be helpful here.<\/p>\n<figure id=\"attachment_6669\" aria-describedby=\"caption-attachment-6669\" style=\"width: 600px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2023\/07\/8_Stacey_matrix-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6669\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2023\/07\/8_Stacey_matrix-1.png\" alt=\"PMO Setup \u2013 The Stacey Matrix for determining project complexity\" width=\"600\" height=\"350\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2023\/07\/8_Stacey_matrix-1.png 1418w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2023\/07\/8_Stacey_matrix-1-300x175.png 300w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2023\/07\/8_Stacey_matrix-1-1024x596.png 1024w\" sizes=\"(max-width: 600px) 100vw, 600px\" \/><\/a><figcaption id=\"caption-attachment-6669\" class=\"wp-caption-text\">The Stacey Matrix for determining project complexity<\/figcaption><\/figure>\n<p>Please note: Do not expect your project managers to switch between agile and traditional too often. Our experience has shown that this can jeopardize satisfaction and process stability.<\/p>\n<h3>Methods \u2013 Which Are Vital?<\/h3>\n<p>Traditional methods that the PMO must use in any case are:<\/p>\n<ul>\n<li>Project order (as a refence)<\/li>\n<li>Status report<\/li>\n<li>Final report with Lessons Learned<\/li>\n<\/ul>\n<figure id=\"attachment_6589\" aria-describedby=\"caption-attachment-6589\" style=\"width: 600px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/9_methods.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6589\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/9_methods.png\" alt=\"PMO setup: primary methods of traditional project management\" width=\"600\" height=\"252\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/9_methods.png 851w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/9_methods-300x126.png 300w\" sizes=\"(max-width: 600px) 100vw, 600px\" \/><\/a><figcaption id=\"caption-attachment-6589\" class=\"wp-caption-text\">PMO setup: primary methods of traditional project management<\/figcaption><\/figure>\n<div id=\"id695737c3a0d6a\" class=\"iframecontainer iframecontainer--hidden\">\n            <div class=\"iframecontainer__head\" style=\"background: #D60B52!important;\">\n                <div class=\"iframecontainer__head__inner\" style=\"color:#ffffff;\" data-for=\"#id695737c3a0d6a\">\n                    <p><strong>Special Download: <\/strong> 10 Vital PMO Success Factors (PDF file)<\/p>\n                <\/div>\n                <div class=\"iframecontainer__head__icon\" data-for=\"#id695737c3a0d6a\">\n                    <svg width=\"10px\" height=\"16px\" viewBox=\"1092 550 10 16\" version=\"1.1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\">\n                        <polygon class=\"iframecontainer__head__icon__pfeil\"  data-for=\"#id695737c3a0d6a\" stroke=\"none\" fill=\"#ffffff\" fill-rule=\"evenodd\" points=\"1093.875 550 1101.875 558 1093.875 566 1092 564.125 1098.125 558 1092 551.875\"><\/polygon>\n                    <\/svg>\n                <\/div>\n            <\/div>\n            <div class=\"iframecontainer__iframe\">\n                <div class=\"iframecontainer__iframe__inner\">\n                    <p>Please fill in the form.<br \/>\n<span style=\"font-size: xx-small;\">* Required Fields\u00a0 |\u00a0 <a href=\"https:\/\/www.theprojectgroup.com\/en\/data-protection\" target=\"_blank\" rel=\"noopener\">Data Protection<\/a><\/span><\/p>\n<div class=\"cookieconsent-optout-marketing\">This form is blocked by your cookie settings to our website. Please <a>click here<\/a> and select at least the marketing cookies. Then this form will be visible. Thanks a lot.<\/div>\n\n                \t<!-- ENGLISCH Wichtig: nur den Code in download-asset \u00e4ndern - definiert Download -->\r\n<script type='text\/x-ccm-loader' data-ccm-loader-src=\"https:\/\/js-eu1.hsforms.net\/forms\/embed\/developer\/146642994.js\" defer><\/script>\r\n\r\n<div class=\"hs-form-html\"\r\n     data-download-asset=\"CU3E\"\r\n     data-region=\"eu1\"\r\n     data-form-id=\"ed0008c7-47d5-4c2e-ad2f-000bd95b74c5\"\r\n     data-portal-id=\"146642994\"><\/div>\r\n\r\n<script>\r\n(() => {\r\n  const FORM_ID = 'ed0008c7-47d5-4c2e-ad2f-000bd95b74c5';\r\n  const FIELD   = '0-1\/download_asset';\r\n  const roots   = new Set();\r\n  const formsByRoot = new WeakMap();\r\n\r\n  const setViaApi = (root) => {\r\n    const code = root.dataset.downloadAsset || '';\r\n    const form = formsByRoot.get(root);\r\n    if (!code || !form) return;\r\n    form.setFieldValue(FIELD, code);\r\n  };\r\n\r\n  window.addEventListener('hs-form-event:on-ready', (event) => {\r\n    if (!window.HubSpotFormsV4) return;\r\n    const form = HubSpotFormsV4.getFormFromEvent(event);\r\n    if (!form || form.getFormId() !== FORM_ID) return;\r\n\r\n    const root = [...roots].find(r => r.contains(event.target));\r\n    if (!root) return;\r\n\r\n    formsByRoot.set(root, form);\r\n    setViaApi(root);\r\n  });\r\n\r\n  window.addEventListener('message', (event) => {\r\n    const d = event.data;\r\n    if (!d || d.type !== 'hsFormCallback' || d.eventName !== 'onFormSubmit') return;\r\n    if (d.id !== FORM_ID) return;\r\n\r\n    roots.forEach(setViaApi);\r\n  });\r\n\r\n  document.addEventListener('DOMContentLoaded', () => {\r\n    document.querySelectorAll('.hs-form-html[data-download-asset][data-form-id=\"' + FORM_ID + '\"]')\r\n      .forEach(r => roots.add(r));\r\n  });\r\n})();\r\n<\/script>\n                    <style>\/* Kompaktere Darstellung f\u00fcr HubSpot Formulare *\/\n[data-hsfc-id=\"Renderer\"] .hsfc-Step .hsfc-Step__Content { padding: 0 20px 20px !important; }\n[data-hsfc-id=Renderer] .hsfc-TextField>*:not(:last-child) { margin-bottom:4px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-Row { gap: 20px !important; margin-bottom: 12px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-NavigationRow { margin-top: 6px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-TextInput { padding: 8px !important; }<\/style>\n                <\/div>\n            <\/div>\n        <\/div><p>The following graphic shows several other methods common to traditional project environments that the PMO may need to consider. The PMO also provides a suitable <strong>IT infrastructure<\/strong>, offers training, and assists users in applying the methods and tools.<\/p>\n<figure id=\"attachment_3629\" aria-describedby=\"caption-attachment-3629\" style=\"width: 900px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-3629\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/12.png\" alt=\"PMO setup \u2013 Other traditional methods\" width=\"900\" height=\"421\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/12.png 1235w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/12-300x140.png 300w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/12-768x359.png 768w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/12-1024x479.png 1024w\" sizes=\"(max-width: 900px) 100vw, 900px\" \/><figcaption id=\"caption-attachment-3629\" class=\"wp-caption-text\">Other methods of traditional project management<\/figcaption><\/figure>\n<h3>Processes \u2013 At What Intervals Should These Occur?<\/h3>\n<p>One of the PMO\u2019s key responsibilities can be summarized as:<\/p>\n<p><strong>The PMO ensures that everyone knows what is important and right.<\/strong><\/p>\n<p>In traditional as well as agile project environments, the PMO is responsible for ensuring that the required processes are carried out at the right intervals. The right information needs to be made available with a regularity that ensures it is both up to date and reliable enough for good decisions.<\/p>\n<p>The following graphic shows how to collect and disseminate information in such a way that this is shared with the organizational levels involved as often as needed.<\/p>\n<figure id=\"attachment_6590\" aria-describedby=\"caption-attachment-6590\" style=\"width: 764px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/11_frequency.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6590 size-full\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/11_frequency.png\" alt=\"Defining the frequency with which information is shared is one of the PMO\u2019s primary responsibilities\" width=\"764\" height=\"336\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/11_frequency.png 764w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/11_frequency-300x132.png 300w\" sizes=\"(max-width: 764px) 100vw, 764px\" \/><\/a><figcaption id=\"caption-attachment-6590\" class=\"wp-caption-text\">Defining the frequency with which information is shared is one of the PMO\u2019s primary responsibilities.<\/figcaption><\/figure>\n<blockquote><p><strong>Recommended reading:<\/strong> <a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/agile-project-management-methods\/\" target=\"_blank\" rel=\"noopener\">Comparing Project Management Methods: Agile, Traditional, or Hybrid?<\/a> \u2013 What you should know about how agile differs from traditional and hybrid methods, and how to decide which method is best for your needs and when.<\/p><\/blockquote>\n<h3>Portfolio Meeting \u2013 What Do You Need to Keep in Mind?<\/h3>\n<p>The PMO is responsible for ensuring that the <a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/project-portfolio-meetings\/\" target=\"_blank\" rel=\"noopener\">portfolio meeting<\/a>, whose purpose it is to monitor and manage the multi-project environment, achieves its objectives. The key is to have all the necessary information readily available and up to date. Having this information is a prerequisite, as it enables the decision-making committee to make fast, reliable decisions based on the most current data.<\/p>\n<figure id=\"attachment_6592\" aria-describedby=\"caption-attachment-6592\" style=\"width: 900px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/12_preparation-portfolio-meeting.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6592\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/12_preparation-portfolio-meeting.png\" alt=\"PMO process for preparing, conducting, and doing the follow-up work for a portfolio meeting\" width=\"900\" height=\"329\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/12_preparation-portfolio-meeting.png 1011w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/12_preparation-portfolio-meeting-300x110.png 300w\" sizes=\"(max-width: 900px) 100vw, 900px\" \/><\/a><figcaption id=\"caption-attachment-6592\" class=\"wp-caption-text\">PMO process for preparing, conducting, and doing the follow-up work for a portfolio meeting<\/figcaption><\/figure>\n<p>To ensure that the <strong>project information presented in the portfolio meeting is up to date,<\/strong> a weekly plan can be used, for example. This enables you to remind the project staff and project managers on time to provide the necessary information in accordance with a periodic deadline.<\/p>\n<figure id=\"attachment_6593\" aria-describedby=\"caption-attachment-6593\" style=\"width: 900px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/13_example-of-weekly-schedule.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6593\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/13_example-of-weekly-schedule.png\" alt=\"Sample weekly plan showing preparations for the portfolio meeting\" width=\"900\" height=\"367\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/13_example-of-weekly-schedule.png 1041w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/13_example-of-weekly-schedule-300x122.png 300w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/13_example-of-weekly-schedule-1024x417.png 1024w\" sizes=\"(max-width: 900px) 100vw, 900px\" \/><\/a><figcaption id=\"caption-attachment-6593\" class=\"wp-caption-text\">Sample weekly plan showing preparations for the portfolio meeting<\/figcaption><\/figure>\n<p>Make sure that everyone submits their input before the <strong>editorial deadline, 2-4 hours before the meeting begins<\/strong>. This gives you enough time to be well prepared, and it avoids any last-minute changes.<\/p>\n<p>What kinds of topics are discussed in a portfolio meeting? Here are a few typical items:<\/p>\n<ul>\n<li>Project conclusions (final reports, successes, and lessons learned)<\/li>\n<li>Information on new projects (project orders)<\/li>\n<li>Information about key projects (status reports, risk analyses, <a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/milestone-trend-analysis-ms-project\/\" target=\"_blank\" rel=\"noopener\">milestone trend analysis [MTA]<\/a>, etc.)<\/li>\n<li>Upcoming decisions to be made<\/li>\n<li>Presentation of the resource situation<\/li>\n<li>Solutions to resource overload \/ underutilization<\/li>\n<\/ul>\n\n    <p class=\"datamintsbanner\">\n        <a href=\"https:\/\/www.theprojectgroup.com\/en\/project-management-tools\/milestone-trend-analysis-ms-project\" target=\"_blank\" class=\"datamintsbanner__link\" title=\"TPG MTA Client (Free Download Development Milestone Trend Analysis TPG MTA Client standalone product. MicrosoftProject free download\" style=\"display: block;\">\n            <img decoding=\"async\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2022\/08\/TPG_Banner-Blog_1400_MTA_EN.jpg\" class=\"datamintsbanner__image\" style=\"display: block; max-width: 100%\">\n        <\/a>\n    <\/p>\n    \n<p>Before the portfolio meeting ends, you should discuss and <strong>reach an agreement on<\/strong> <strong>how the information about the meeting\u2019s key conclusions will be communicated to the staff<\/strong>. This helps ensure that the employees feel well-informed about the decisions that affect them.<\/p>\n<p>The project portfolio meeting is the place to discuss any project problems, such as those showing a red alert. Having the right tools lets you <strong>\u201cdrill down\u201d from the project portfolio level into the details of any individual project<\/strong>. The PMO is responsible for providing the tools needed to do this.<\/p>\n<p>A solution according to the\u00a0<a href=\"https:\/\/www.theprojectgroup.com\/data\/Downloads_eBooks\/TPG_PPM_Paradise_eBook_EN_-_TPG_TheProjectGroup.pdf\" target=\"_blank\" rel=\"noopener\">TPG PPM Paradise<\/a> model provides this capability:<\/p>\n<p><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/14_csm_The_PPM_Paradise_E_c233224d78.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6594 alignnone\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/14_csm_The_PPM_Paradise_E_c233224d78.png\" alt=\"PMO Setup \u2013 The PPM Paradise\" width=\"900\" height=\"531\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/14_csm_The_PPM_Paradise_E_c233224d78.png 2441w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/14_csm_The_PPM_Paradise_E_c233224d78-300x177.png 300w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/14_csm_The_PPM_Paradise_E_c233224d78-1024x604.png 1024w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/14_csm_The_PPM_Paradise_E_c233224d78-1536x906.png 1536w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/14_csm_The_PPM_Paradise_E_c233224d78-2048x1208.png 2048w\" sizes=\"(max-width: 900px) 100vw, 900px\" \/><\/a><\/p>\n<p>At the end of the portfolio meeting, you should finalize the wording and approval of the information about the most important results for the workforce. This ensures that employees feel well informed about decisions that are relevant to them.<\/p>\n<div id=\"id695737c3a0f8e\" class=\"iframecontainer iframecontainer--hidden\">\n            <div class=\"iframecontainer__head\" style=\"background: #D60B52!important;\">\n                <div class=\"iframecontainer__head__inner\" style=\"color:#ffffff;\" data-for=\"#id695737c3a0f8e\">\n                    <p><strong>Special Download: <\/strong> Advantages of MS Project Server \/ Project Online over MS Project Standard<\/p>\n                <\/div>\n                <div class=\"iframecontainer__head__icon\" data-for=\"#id695737c3a0f8e\">\n                    <svg width=\"10px\" height=\"16px\" viewBox=\"1092 550 10 16\" version=\"1.1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\">\n                        <polygon class=\"iframecontainer__head__icon__pfeil\"  data-for=\"#id695737c3a0f8e\" stroke=\"none\" fill=\"#ffffff\" fill-rule=\"evenodd\" points=\"1093.875 550 1101.875 558 1093.875 566 1092 564.125 1098.125 558 1092 551.875\"><\/polygon>\n                    <\/svg>\n                <\/div>\n            <\/div>\n            <div class=\"iframecontainer__iframe\" style=\"height: 250px;\">\n                <div class=\"iframecontainer__iframe__inner\">\n                \t<p>Please <a href=\"https:\/\/www.theprojectgroup.com\/data\/Downloads_Produkte\/Benefits-Microsoft-Project-Server-or-Project-Online-E_TPG-TheProjectGroup.pdf\" target=\"_blank\" rel=\"noopener\">click here to download the PDF<\/a>\u00a0and learn why you should prefer the server over the client version.<\/p>\n\n                    <iframe src=\"https:\/\/\" style=\"width: 100%; height: 250px;\"><\/iframe>\n                <\/div>\n            <\/div>\n        <\/div><h3>Resource Management \u2013 What Is Everyone Working On?<\/h3>\n<p>One of the PMO\u2019s key duties is allocating resources to the various projects.<\/p>\n<p>A prerequisite is, therefore, <strong>having a complete overview of each employee\u2019s activities \u2013 both project-related and non-project-related<\/strong>.<\/p>\n<p>However, do not make the mistake of being overly detailed in your resource planning. Find the right degree of granularity. For example, you do not want to make your plans so detailed that one person calling in sick throws off all your plans.<\/p>\n<blockquote><p><strong>Our tip:<\/strong>\u00a0Aim to make your resource plans as good as necessary for decisions to be made at the portfolio level. More details are unnecessary.<\/p><\/blockquote>\n<p>Resource management involves all the levels:<\/p>\n<ul>\n<li>Decision-makers (which projects are (still) possible, given the resource situation?)<\/li>\n<li>PMO (prepares the resource utilization overview for that time period so that portfolio decisions can be made)<\/li>\n<li>Team leaders (schedule the team members and their operational and project-related duties)<\/li>\n<li>Project managers (work with the team leaders to coordinate the procurement of the resources needed for the projects)<\/li>\n<li>Team members (report the hours worked, progress, and remaining work to be done)<\/li>\n<\/ul>\n<figure id=\"attachment_6595\" aria-describedby=\"caption-attachment-6595\" style=\"width: 900px\" class=\"wp-caption alignnone\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/15_levels-of-resource-planning.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6595\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/15_levels-of-resource-planning.png\" alt=\"PMO Setup \u2013 Resource planning levels within a company\" width=\"900\" height=\"423\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/15_levels-of-resource-planning.png 1121w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/15_levels-of-resource-planning-300x141.png 300w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/15_levels-of-resource-planning-1024x481.png 1024w\" sizes=\"(max-width: 900px) 100vw, 900px\" \/><\/a><figcaption id=\"caption-attachment-6595\" class=\"wp-caption-text\">Resource planning levels within a company<\/figcaption><\/figure>\n<blockquote><p><strong>Recommended reading:<\/strong> <a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/resource-planning-in-project-management\/\" target=\"_blank\" rel=\"noopener\">Resource Management in Project Management<\/a> \u2013 Basics and Areas for Beginners<\/p><\/blockquote>\n<p><strong>Knowledge sharing is also a key success factor<\/strong> in minimizing the risk of resource bottlenecks and project delays. Avoid having \u201cgurus\u201d \u2012 experts who prefer to work alone and not share their knowledge \u2012 as these can become a resource bottleneck. The problem here is that the project can come to a standstill if this person is suddenly unavailable.<\/p>\n<p>As project management officer, it is your responsibility to <strong>ensure that this critical knowledge is shared by several people in the team<\/strong>. This helps you avoid any unnecessary downtime in the project. Make sure that your company\u2019s team leaders understand this as well.<\/p>\n<figure id=\"attachment_6596\" aria-describedby=\"caption-attachment-6596\" style=\"width: 600px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/16_knowledge-sharing.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6596\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/16_knowledge-sharing.png\" alt=\"The sharing of knowledge helps avoid bottlenecks and delays in the project.\" width=\"600\" height=\"284\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/16_knowledge-sharing.png 1131w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/16_knowledge-sharing-300x142.png 300w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/16_knowledge-sharing-1024x485.png 1024w\" sizes=\"(max-width: 600px) 100vw, 600px\" \/><\/a><figcaption id=\"caption-attachment-6596\" class=\"wp-caption-text\">The sharing of knowledge helps avoid bottlenecks and delays in the project.<\/figcaption><\/figure>\n<div id=\"id695737c3a111d\" class=\"iframecontainer iframecontainer--hidden\">\n            <div class=\"iframecontainer__head\" style=\"background: #D60B52!important;\">\n                <div class=\"iframecontainer__head__inner\" style=\"color:#ffffff;\" data-for=\"#id695737c3a111d\">\n                    <p><strong>Special Download: <\/strong> Resource Planning Software for the Roles Involved (PDF file)<\/p>\n                <\/div>\n                <div class=\"iframecontainer__head__icon\" data-for=\"#id695737c3a111d\">\n                    <svg width=\"10px\" height=\"16px\" viewBox=\"1092 550 10 16\" version=\"1.1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\">\n                        <polygon class=\"iframecontainer__head__icon__pfeil\"  data-for=\"#id695737c3a111d\" stroke=\"none\" fill=\"#ffffff\" fill-rule=\"evenodd\" points=\"1093.875 550 1101.875 558 1093.875 566 1092 564.125 1098.125 558 1092 551.875\"><\/polygon>\n                    <\/svg>\n                <\/div>\n            <\/div>\n            <div class=\"iframecontainer__iframe\">\n                <div class=\"iframecontainer__iframe__inner\">\n                    <p>Please fill in the form.<br \/>\n<span style=\"font-size: xx-small;\">* Required Fields\u00a0 |\u00a0 <a href=\"https:\/\/www.theprojectgroup.com\/en\/data-protection\" target=\"_blank\" rel=\"noopener\">Data Protection<\/a><\/span><\/p>\n<div class=\"cookieconsent-optout-marketing\">This form is blocked by your cookie settings to our website. Please <a>click here<\/a> and select at least the marketing cookies. Then this form will be visible. Thanks a lot.<\/div>\n\n                \t<!-- ENGLISCH Wichtig: nur den Code in download-asset \u00e4ndern - definiert Download -->\r\n<script type='text\/x-ccm-loader' data-ccm-loader-src=\"https:\/\/js-eu1.hsforms.net\/forms\/embed\/developer\/146642994.js\" defer><\/script>\r\n\r\n<div class=\"hs-form-html\"\r\n     data-download-asset=\"CU8E\"\r\n     data-region=\"eu1\"\r\n     data-form-id=\"ed0008c7-47d5-4c2e-ad2f-000bd95b74c5\"\r\n     data-portal-id=\"146642994\"><\/div>\r\n\r\n<script>\r\n(() => {\r\n  const FORM_ID = 'ed0008c7-47d5-4c2e-ad2f-000bd95b74c5';\r\n  const FIELD   = '0-1\/download_asset';\r\n  const roots   = new Set();\r\n  const formsByRoot = new WeakMap();\r\n\r\n  const setViaApi = (root) => {\r\n    const code = root.dataset.downloadAsset || '';\r\n    const form = formsByRoot.get(root);\r\n    if (!code || !form) return;\r\n    form.setFieldValue(FIELD, code);\r\n  };\r\n\r\n  window.addEventListener('hs-form-event:on-ready', (event) => {\r\n    if (!window.HubSpotFormsV4) return;\r\n    const form = HubSpotFormsV4.getFormFromEvent(event);\r\n    if (!form || form.getFormId() !== FORM_ID) return;\r\n\r\n    const root = [...roots].find(r => r.contains(event.target));\r\n    if (!root) return;\r\n\r\n    formsByRoot.set(root, form);\r\n    setViaApi(root);\r\n  });\r\n\r\n  window.addEventListener('message', (event) => {\r\n    const d = event.data;\r\n    if (!d || d.type !== 'hsFormCallback' || d.eventName !== 'onFormSubmit') return;\r\n    if (d.id !== FORM_ID) return;\r\n\r\n    roots.forEach(setViaApi);\r\n  });\r\n\r\n  document.addEventListener('DOMContentLoaded', () => {\r\n    document.querySelectorAll('.hs-form-html[data-download-asset][data-form-id=\"' + FORM_ID + '\"]')\r\n      .forEach(r => roots.add(r));\r\n  });\r\n})();\r\n<\/script>\n                    <style>\/* Kompaktere Darstellung f\u00fcr HubSpot Formulare *\/\n[data-hsfc-id=\"Renderer\"] .hsfc-Step .hsfc-Step__Content { padding: 0 20px 20px !important; }\n[data-hsfc-id=Renderer] .hsfc-TextField>*:not(:last-child) { margin-bottom:4px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-Row { gap: 20px !important; margin-bottom: 12px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-NavigationRow { margin-top: 6px !important; }\n[data-hsfc-id=\"Renderer\"] .hsfc-TextInput { padding: 8px !important; }<\/style>\n                <\/div>\n            <\/div>\n        <\/div><h2 id=\"Kapitel5\">Step 4: Make the PMO an Integral Part of Normal Operations<\/h2>\n<p>After establishing a PMO, it becomes part of normal operations. If the PMO was implemented by an external consulting firm, it is now time to <strong>transfer responsibility to company employees<\/strong>.<\/p>\n<p>In some cases, it may be advantageous for the PMO to retain the consulting firm\u2019s services as needed for specific questions. Depending on what progress has been made in developing the necessary expertise, you may want to consider providing coaching for the company\u2019s project managers and possibly also the project management officers.<\/p>\n<p>In this phase, continue to optimize your processes and methods. Good communication, right from the start, is the key to fostering acceptance of the changes.<\/p>\n<p>Another important point to remember when highlighting the advantages of having a PMO: the company\u2019s <strong>corporate culture<\/strong> plays a key role in the PMO\u2019s success.<strong>\u00a0<\/strong>Because ensuring <strong>transparency<\/strong> in the project environment is one of the <a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/pmo-functions\/\" target=\"_blank\" rel=\"noopener\">PMO functions<\/a>, its success will also be measured by this benchmark.<\/p>\n<blockquote><p><strong>Our tip:<\/strong>\u00a0When judging your PMO\u2019s long-term success, ask yourself what degree of transparency the company actually wants and whether everyone involved is really trying to be more open about everything.<\/p><\/blockquote>\n<h2 id=\"Kapitel6\">Change Management \u2013 A Key Success Factor Right from the Start<\/h2>\n<p>Throughout all the phases \u2012 from the analysis of the current situation to the transition to the PMO being part of normal operations \u2012 <strong>change management<\/strong> <strong>is done concurrently<\/strong> to all the other work. As explained above: it is important to demonstrate the benefits of your newly introduced PMO to all the stakeholders as quickly as possible to convince them of its advantages and thereby gain their acceptance.<\/p>\n<p>This is generally achieved in three phases:<\/p>\n<p><strong>Phase 1:<\/strong>\u00a0If the PMO can show some <strong>quick wins<\/strong>, the stakeholders will initially be happy that someone is finally tackling the issues that need to be taken care of. They will then be more willing to accept the PMO.<\/p>\n<p><strong>Phase 2:<\/strong>\u00a0<strong>In this next phase<\/strong>, after the new structures and expertise have been introduced, <strong>reality sets in<\/strong>. As everything becomes more transparent, people become more skeptical. They begin wondering what effect the new PMO (and its objectives) will have on them personally and whether any of these effects will be detrimental.<\/p>\n<p><strong>Phase 3:<\/strong> If the implementation is successful, people will eventually recognize the advantages of having the PMO. Their previous skepticism will be transformed into positive collaboration. Now, the PMO can gradually introduce a new project management culture within the company and bring it to life.<\/p>\n<figure id=\"attachment_6597\" aria-describedby=\"caption-attachment-6597\" style=\"width: 600px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/17_change-management-PMO-acceptance-curve.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6597\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/17_change-management-PMO-acceptance-curve.png\" alt=\"Change management ensures acceptance of the PMO and highlights its benefits\" width=\"600\" height=\"418\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/17_change-management-PMO-acceptance-curve.png 680w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/17_change-management-PMO-acceptance-curve-300x209.png 300w\" sizes=\"(max-width: 600px) 100vw, 600px\" \/><\/a><figcaption id=\"caption-attachment-6597\" class=\"wp-caption-text\">Change management ensures acceptance of the PMO and highlights its benefits<\/figcaption><\/figure>\n<p>The below info-graphic is based on a <a href=\"https:\/\/www.theprojectgroup.com\/podcast-projektmanagement\/pmo-aufbauen\/\" target=\"_blank\" rel=\"noopener\">German-language podcast episode<\/a> on the <a href=\"https:\/\/www.theprojectgroup.com\/podcast-projektmanagement\/\" target=\"_blank\" rel=\"noopener\">TPG Podcast<\/a>. It describes the four steps outlined above in a little more detail.<\/p>\n<p>The 10 steps from the podcast illustrated in an info-graphic: Feel free to share it on your social networks:<\/p>\n<figure id=\"attachment_6598\" aria-describedby=\"caption-attachment-6598\" style=\"width: 410px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/PMO_infographic.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6598 size-large\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/PMO_infographic-410x1024.png\" alt=\"PMO Setup \u2013 10 Steps\" width=\"410\" height=\"1024\" srcset=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/PMO_infographic-410x1024.png 410w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/PMO_infographic-120x300.png 120w, https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2020\/07\/PMO_infographic.png 800w\" sizes=\"(max-width: 410px) 100vw, 410px\" \/><\/a><figcaption id=\"caption-attachment-6598\" class=\"wp-caption-text\">PMO setup in 10 steps \u2013 Overview as an infographic (please copy and share)<\/figcaption><\/figure>\n<h2 id=\"Kapitel7\">Conclusion \u2013 PMO Setup and Success Factors<\/h2>\n<p>This article has helped you understand that PMO setup is best handled as a project. After project initiation comes planning, implementation, and then regular operation. You have also learned that there are other factors, beyond simply following the right steps, that can influence the success or failure of your endeavor:<\/p>\n<ul>\n<li>Smart change management<\/li>\n<li>Having the support of top management<\/li>\n<li>A desire for more transparency within the company<\/li>\n<\/ul>\n<p>Remember that even the best PMO cannot be successful unless the stakeholders recognize the value of this new organizational entity and are willing to actively cooperate with it. Once you have their recognition and willingness to collaborate, you will have the acceptance necessary for the PMO to be successful.<\/p>\n<p>This is the list of <strong>10 key <a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/pmo-success-factors\/\" target=\"_blank\" rel=\"noopener\">PMO success factors<\/a> for PMO setup<\/strong>:<\/p>\n<ol>\n<li>Honest analysis of the PM weaknesses<\/li>\n<li>Complete stakeholder analysis<\/li>\n<li>Clear differentiation between project work and general operations<\/li>\n<li>Determination of baseline expertise so that progress can be measured and documented<\/li>\n<li>Achievement of quick wins<\/li>\n<li>Clear definition of PMO duties and expertise<\/li>\n<li>Manageable scope of responsibilities<\/li>\n<li>Clear communication of the PMO\u2019s mission<\/li>\n<li>Use of change management right from the beginning<\/li>\n<li>Visible support from top management<\/li>\n<\/ol>\n<blockquote><p><strong>Our final tips:<\/strong><\/p>\n<p>Get to know the individually adaptable \u201cPPM Paradise\u201d \u2013 the optimal environment for your enterprise-wide project, program, portfolio and resource management. <a href=\"https:\/\/www.theprojectgroup.com\/data\/Downloads_eBooks\/TPG_PPM_Paradise_eBook_EN_-_TPG_TheProjectGroup.pdf\" target=\"_blank\" rel=\"noopener\">Download the eBook now<\/a> (just click, no form).<\/p>\n<p>And sign up for our <a href=\"https:\/\/www.theprojectgroup.com\/en\/project-management-newsletter\" target=\"_blank\" rel=\"noopener\">bi-weekly blog newsletter<\/a> to make sure you receive all our updates.<\/p><\/blockquote>\n<p><strong>What words of advice would you give someone trying to set up a PMO? Please leave us a comment.<\/strong><\/p>\n<div id=\"id695737c3a12a5\" class=\"iframecontainer iframecontainer--hidden\">\n            <div class=\"iframecontainer__head\" style=\"background: #D60B52!important;\">\n                <div class=\"iframecontainer__head__inner\" style=\"color:#ffffff;\" data-for=\"#id695737c3a12a5\">\n                    <p><strong>Subscribe to TPG BlogInfo:<\/strong> Never miss new practice-oriented tips &amp; tricks<\/p>\n                <\/div>\n                <div class=\"iframecontainer__head__icon\" data-for=\"#id695737c3a12a5\">\n                    <svg width=\"10px\" height=\"16px\" viewBox=\"1092 550 10 16\" version=\"1.1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\">\n                        <polygon class=\"iframecontainer__head__icon__pfeil\"  data-for=\"#id695737c3a12a5\" stroke=\"none\" fill=\"#ffffff\" fill-rule=\"evenodd\" points=\"1093.875 550 1101.875 558 1093.875 566 1092 564.125 1098.125 558 1092 551.875\"><\/polygon>\n                    <\/svg>\n                <\/div>\n            <\/div>\n            <div class=\"iframecontainer__iframe\" style=\"height: 520px;\">\n                <div class=\"iframecontainer__iframe__inner\">\n                \t<p>Every other week: Receive practical tips in TPG blog posts written by recognized experts in project, portfolio, and resource management.<br \/>\n* Required Fields\u00a0 |\u00a0 <a href=\"https:\/\/www.theprojectgroup.com\/en\/data-protection\" target=\"_blank\" rel=\"noopener\">Data Protection<\/a><\/p>\n<div class=\"cookieconsent-optout-marketing\">This form is blocked by your cookie settings to our website. Please <a>click here<\/a> and select at least the marketing cookies. Then this form will be visible. Thanks a lot.<\/div>\n\n                    <iframe src=\"https:\/\/scnem.com\/art_resource.php?sid=hqvs9.qdei48\" style=\"width: 100%; height: 520px;\"><\/iframe>\n                <\/div>\n            <\/div>\n        <\/div><div class=\"row cf\"><div class=\"column half\">\n<hr \/>\n<p><a href=\"https:\/\/www.theprojectgroup.com\/blog\/wp-content\/uploads\/2020\/05\/Achim_Schmidt-Sibeth2.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"alignleft wp-image-5870 size-thumbnail\" src=\"https:\/\/www.theprojectgroup.com\/blog\/wp-content\/uploads\/2020\/02\/Johann-1-150x150.png\" alt=\"Johann Strasser, The Project Group\" width=\"150\" height=\"150\" \/><\/a><strong>Johann Strasser<br \/>\n<\/strong><em>Managing Partner at TPG<\/em><strong><br \/>\n<\/strong><\/p>\n<p>The certified engineer has been a managing partner at TPG The Project Group since 2001. After many years as a development engineer in the automotive and energy sectors, Johann Strasser spent a decade as an independent trainer and consultant in the field of project management. During his tenure, he also served as project manager for software projects in the construction industry and provided scheduling and cost management support for large-scale construction projects. At TPG, he applies his expertise in product development and consulting services for international clients. His special focus is on <a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/pmo-project-management-office\/\" target=\"_blank\" rel=\"noopener\">PMO<\/a>, project portfolios, hybrid project management, and resource management. For many years now, he has shared his knowledge through presentations, seminars, articles, and webinars.<\/p>\n<p>Read more about Johann Strasser on <a href=\"https:\/\/www.linkedin.com\/in\/johann-strasser\/?originalSubdomain=de\" target=\"_blank\" rel=\"noopener\">LinkedIn<\/a>.<\/p>\n<\/div><div class=\"column half\">\n<hr \/>\n<p><a href=\"https:\/\/www.theprojectgroup.com\/blog\/wp-content\/uploads\/2023\/04\/AchimS-200x200-2.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-10753 size-thumbnail alignleft\" src=\"https:\/\/www.theprojectgroup.com\/blog\/wp-content\/uploads\/2023\/04\/AchimS-200x200-2-150x150.jpg\" alt=\"\" width=\"150\" height=\"150\" \/><\/a><strong>Achim Schmidt-Sibeth<\/strong><br \/>\n<em>Senior Marketing Manager<\/em><\/p>\n<p>After earning his engineering degree in environmental technology, he gained many years of experience in project management through his work at an engineering office, an equipment manufacturer, and a multimedia agency. Achim Schmidt-Sibeth and his team have been responsible for marketing and communication at TPG The Project Group for many years now.<\/p>\n<p>Read more about Achim Schmidt-Sibeth on\u00a0<a href=\"https:\/\/www.linkedin.com\/in\/achim-schmidt-sibeth-3b89a417\/?originalSubdomain=de\" target=\"_blank\" rel=\"noopener\">LinkedIn<\/a>.<\/p>\n<\/div><\/div>\n\n    <p class=\"datamintsbanner\">\n        <a href=\"https:\/\/bit.ly\/3IFmguV\" target=\"_blank\" class=\"datamintsbanner__link\" title=\"Microsoft 365 Project Management TPG ProjectPowerPack: Best Practice Solution for Project & Portfolio Management Based on Microsoft 365 & Power Platform\" style=\"display: block;\">\n            <img decoding=\"async\" src=\"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-content\/uploads\/sites\/2\/2025\/05\/csm_PPP_Blog_Banner2_EN_1300px_tiny_8e50efa17d.jpg\" class=\"datamintsbanner__image\" style=\"display: block; max-width: 100%\">\n        <\/a>\n    <\/p>\n    \n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Are you considering a PMO setup at your company? This article explains how to set up a PMO \/ project management office in four simple steps.\u00a0In the following sections, you will learn about: PMO setup \u2013 Just think of it as a normal project PMO setup \u2013 Step 1: Current status \u2013 analysis &amp; general<\/p>\n<div class=\"read-more\"><a href=\"https:\/\/www.theprojectgroup.com\/blog\/en\/pmo-setup\/\" title=\"Read More\">Read More<\/a><\/div>\n","protected":false},"author":14,"featured_media":6586,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[6],"tags":[],"_links":{"self":[{"href":"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-json\/wp\/v2\/posts\/371"}],"collection":[{"href":"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-json\/wp\/v2\/users\/14"}],"replies":[{"embeddable":true,"href":"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-json\/wp\/v2\/comments?post=371"}],"version-history":[{"count":99,"href":"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-json\/wp\/v2\/posts\/371\/revisions"}],"predecessor-version":[{"id":8811,"href":"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-json\/wp\/v2\/posts\/371\/revisions\/8811"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-json\/wp\/v2\/media\/6586"}],"wp:attachment":[{"href":"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-json\/wp\/v2\/media?parent=371"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-json\/wp\/v2\/categories?post=371"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.theprojectgroup.com\/blog\/en\/wp-json\/wp\/v2\/tags?post=371"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}