PMOs fail when they add weight without clarity. This is the starter kit I deploy when leadership asks for “more control” but teams need to keep moving.
Week 1: Define purpose and scope
- Agree the PMO’s mission: visibility, prioritization, risk control, or delivery?
- Scope the portfolio: which programs and budgets are in/out.
- Decide on authority: advisory vs. directive; escalation paths and decision rights.
Week 2: Standardize the minimum set
- Templates: charter one-pager, RAID log, status report, decision log, change request, stage gate checklist.
- Cadences: weekly project check-ins, biweekly risk review, monthly steering, quarterly portfolio review.
- Taxonomy: consistent definitions for project, program, product, epic, and the RAG criteria everyone will use.
Week 3: Tooling and intake
- Choose a single system of record for status and risks (even if it’s a shared spreadsheet to start).
- Define intake: how new work is requested, sized, and approved; SLA for triage.
- Set up dashboards that show schedule risk, financial burn, and top 5 risks per project.
Week 4: Pilot and adjust
- Pick 2–3 projects as pilots; run one full cycle of reporting and gate review.
- Collect feedback from PMs and sponsors; remove or tighten steps based on value.
- Publish the first portfolio snapshot and what will change next month.
Metrics that matter
- Forecast accuracy (date and cost variance), risk closure rate, decision cycle time, resource contention hotspots, and benefits tracking for funded items.
Start light, deliver value in the first month, and evolve. A good PMO reduces surprises and decision latency. Everything else is optional.