Project and Work Intake Processes for PMOs: The Essential Guide

Introduction

A project intake process is a structured approach for managing and evaluating new project requests. It is a critical step in any organization's project management lifecycle, as it helps to ensure that only the most valuable and feasible projects are approved and funded.

A well-defined project intake process can help organizations to:

• Improve the strategic alignment of their project portfolio: By carefully evaluating new project requests, organizations can ensure that they are investing in projects that are aligned with their overall strategic goals and objectives.
• Reduce the risk of project failure: By identifying and assessing potential risks early on, organizations can take steps to mitigate these risks and improve their chances of project success.
• Improve resource allocation: By understanding the scope and requirements of new project requests, organizations can better allocate their resources to ensure that projects are completed on time and within budget.

The Key Steps in a Project Intake Process

The specific steps involved in a project intake process may vary depending on the size and complexity of the organization, but most processes follow the same basic steps:

1. Project request submission: This is the first step in the process, where stakeholders submit their project requests. This can be done through a variety of channels, such as a project intake form, email, or a meeting.

2. Project request review: Once a project request has been submitted, it is reviewed by a designated team or individual to assess its feasibility, alignment with the organization's strategic goals and potential impact.
3. Project approval: If the project request is approved, the next step is to obtain formal approval from the appropriate stakeholders. This may involve a review by the organization's executive team or board of directors.
4. Project planning: Once the project has been approved, the project manager and team begin to develop a detailed project plan. This plan should include the project's scope, timeline, budget, and resource requirements.
5. Project execution: Once the project plan has been finalized, the project team begins to execute the project according to the plan. This involves completing all of the tasks and activities necessary to deliver the project on time and within budget.

Best Practices for Project Intake Processes

There are several best practices that organizations can follow to improve the effectiveness of their project intake processes. These include:

• Make it easy to submit project requests: Stakeholders should be able to submit project requests through a convenient and accessible channel easily. This could be a project intake form, email, or a self-service portal.
• Use a standardized project intake form: A standardized project intake form will help to ensure that all project requests are evaluated consistently. The form should collect all of the information needed to assess the feasibility, alignment, and potential impact of the project.
• Establish clear criteria for project approval: Organizations should establish clear criteria for approving project requests. This will help to ensure that only the most valuable and feasible projects are approved.
• Involve the right stakeholders in the review process: The project intake review process should involve the right stakeholders from across the organization. This will help to ensure that all perspectives are considered when evaluating project requests.
• Track and report on project requests: Organizations should track and report on project requests over time. This will help them to identify trends and areas for improvement.

How Smartsheet Can Help You Manage Your Project Intake Process

Smartsheet is a powerful work management platform that can help organizations manage their project intake process more effectively. With Smartsheet, organizations can:

• Create a custom project intake form: Smartsheet allows organizations to create custom project intake forms that collect all of the information needed to evaluate project requests.
• Automate the project intake process: Smartsheet can be used to automate the project intake process, including sending notifications, routing project requests to the appropriate stakeholders, and tracking the status of requests.
• Collaborate on project reviews: Smartsheet makes it easy for stakeholders to collaborate on the review of project requests. Stakeholders can comment on requests, add attachments, and vote on whether or not to approve the request.
• Generate reports on project requests: Smartsheet provides a variety of reports that can be used to track and analyze project requests. This information can be used to identify trends and areas for improvement.

Conclusion

A well-defined project intake process is essential for any organization that wants to improve the strategic alignment of its project portfolio, reduce the risk of project failure, and improve resource allocation. Smartsheet is a powerful work management platform that can help organizations manage their project intake process more effectively.

Additional Tips for Developing a Successful Project Intake Process

• Get buy-in from key stakeholders: It is important to get buy-in before implementing a new project intake process. This will help to ensure that the process is supported and used by