#2502 From Good to Great: Transforming the PMO — A Personal Reflection by Dr. Tony Prensa

On one of my longest overseas flights not long ago, I reached for a timeless classic in leadership from my bookshelf—Good to Great by Jim Collins. This book has been a source of inspiration for leaders across industries, and during that flight, I decided to reread it through a specific lens: how a good PMO can transition into a great PMO.

The Project Management Office (PMO) has long been perceived as a tactical entity—a hub for governance, oversight, and reporting. While these roles remain essential, the modern business environment demands more. Today's fast-paced, strategy-driven landscape requires PMOs to evolve into strategic powerhouses that drive transformation and deliver unparalleled value.

As I revisited Collins' work, I couldn't help but draw parallels between the principles outlined in Good to Great and the journey PMOs must undertake to achieve greatness. These principles and insights from PMO best practices offer a clear roadmap for PMOs aiming to elevate their role within organizations. This reflection captures how PMOs can align with organizational goals, foster innovation, and build trust at every level.

Level 5 Leadership: The Catalyst for a Great PMO

In Good to Great, Collins highlights the concept of Level 5 Leadership—a rare blend of personal humility and professional will that drives organizational excellence. For PMO leaders, this is not just a theoretical ideal but a necessary foundation for inspiring teams and achieving enterprise-wide success.

My Experience:

During my career, I've seen PMO leaders who embody this principle transform their offices and the entire organizational culture. They do so by focusing on enterprise-wide impact, mentoring their teams, and being receptive to feedback—qualities that set the stage for greatness.

Actionable Insights:

1. Prioritize Organizational Impact: A great PMO leader focuses on aligning projects and initiatives with the company's strategic vision rather than seeking personal accolades.
2. Empower Teams: Encourage team members to take ownership while holding them accountable for results.
3. Model Humility and Resolve: Leaders should listen actively, champion their team's successes, and demonstrate unwavering commitment to the PMO's mission.

?First Who, Then What: Building a High-Impact PMO Team

As Collins says, "Get the right people on the bus before deciding where to drive." In the PMO context, this means assembling a high-performance team aligning with the office's mission and strategic vision.

My Experience:

In my work with PMOs worldwide, I've observed that teams with a shared commitment to excellence consistently outperform those built around convenience or short-term needs. Strategic recruitment, combined with continuous development, is non-negotiable for PMO success.

Actionable Insights:

1. Talent Assessment: Regularly evaluate team skills to ensure alignment with the PMO's evolving mission.
2. Strategic Recruitment: Look for individuals with a passion for transformation and a strategic mindset.
3. Continuous Learning: Invest in certifications, workshops, and hands-on learning opportunities to keep skills sharp.
4. Foster Accountability: Build a culture where everyone takes responsibility for delivering measurable results.

The Hedgehog Concept: Finding the PMO's Sweet Spot

The Hedgehog Concept is one of Collins' most impactful ideas. It's about finding the intersection between what you're passionate about, what you can be the best at, and what drives your economic engine. For PMOs, this means identifying their unique value proposition within the organization.

My Perspective:

The PMOs I've worked with embrace this clarity of purpose and deliver sustained value. They focus on what truly matters and avoid trying to do everything.

Actionable Insights:

1. Clarify Your Focus: Define the PMO's role in delivering strategic value rather than operational minutiae.
2. Engage Stakeholders: Work closely with executives and key business units to refine and reinforce the PMO's mission.
3. Periodically Reassess: The business environment and the PMO’s priorities are evolving.

?The Flywheel Effect: Building Momentum

Collins' Flywheel Effect emphasizes the power of consistent effort over time. For PMOs, this means building trust through a steady value delivery.

My Perspective:

I often say that PMOs are consistently judged not by what they promise but by what they deliver. This trust becomes the foundation for expanded influence within the organization.

Actionable Insights:

1. Showcase Wins: Document and share case studies of successful projects.
2. Develop Metrics: Quantify the PMO's value through KPIs such as project ROI and stakeholder satisfaction.
3. Iterate on Processes: Refine methodologies and adapt to feedback for continuous improvement.

?Culture of Discipline: Balancing Governance and Flexibility

A culture of discipline ensures that PMOs adhere to governance frameworks while remaining agile enough to respond to changing needs. The balance between structure and adaptability is a hallmark of a great PMO.

My Perspective:

In a rapidly changing world, rigidity can be the Achilles' heel of any PMO. The best PMOs I've encountered enforce governance while empowering teams to adapt their approaches as needed.

Actionable Insights:

1. Standardize Frameworks: Use established methodologies such as PRINCE2 or PMBOK to maintain consistency.
2. Allow Flexibility: Empower teams to tailor execution strategies within governance boundaries.
3. Streamline Processes: Reduce unnecessary bureaucracy to enable faster decision-making.

?Technology as an Accelerator

Technology should amplify strengths, not dictate strategy. Whether it's AI-driven analytics or project portfolio management (PPM) tools, the focus should remain on enabling value delivery.

My Perspective:

I've seen firsthand how AI and advanced tools like predictive analytics can transform PMOs. However, the technology itself is not the solution; how we use it strategically makes the difference.

Actionable Insights:

1. Adopt the Right Tools: Invest in platforms that align with the PMO's mission, such as AI-powered dashboards.
2. Automate Routine Tasks: Free up resources by automating reporting and administrative functions.
3. Train Teams: Ensure that all team members fully adopt and effectively use the technology.

Avoiding the Doom Loop: Staying Committed

Collins' Doom Loop warns against reactive decisions and inconsistency. PMOs must remain disciplined and focus on long-term goals despite short-term challenges.

My Perspective:

Staying the course is often the hardest but most rewarding approach. PMOs that maintain their strategic focus, even under pressure, are the ones that truly make the leap from good to great.

Actionable Insights:

1. Resist Short-Term Distractions: Avoid taking on projects that don't align with the PMO's mission.
2. Advocate Realistic Goals: Work with stakeholders to set achievable project parameters.
3. Plan for Resilience: Develop contingency plans to navigate setbacks.

?Conclusion: The Journey to Greatness

Transforming a PMO from good to great is not an overnight endeavor. It requires leadership, clarity of purpose, consistent effort, and a willingness to adapt. By integrating the timeless principles from Good to Great with the unique needs of the PMO, leaders can position their offices as indispensable drivers of organizational success.

?Call to Action

As I reflect on that flight and the renewed inspiration I found in Good to Great, I invite PMO leaders to join this journey. Start by clarifying your mission, empowering your teams, and aligning with your organization's strategic goals. The leap to greatness begins with a single, deliberate step.

Let's make it together.

?

Dr. Tony Prensa, ATP, PMP, PMOCP, PMO-CC, CPMOP

CEO, TP Global Business Consulting

Visionary in PMO Transformation and Leadership Excellence