Creating a Strategic PMO is a Zoo!

In the wild world of Projectland, the landscape can be as diverse and unpredictable as a zoo! In a recent webinar our guest Dawn Mahan, founder of PMOtraining.com and author of "Meet the Players in Projectland: Decide the Right Project Roles & Get People On Board", took us on a safari through the strategic PMO jungle - sharing insights and practical tips to tame the chaos and turn your PMO into a well-oiled machine.

In the project and portfolio management world there is huge focus on processes and tools, but what about the people? After all, who gets projects done? The people. Who can make or break your PMO? The people.

Want to explore Dawn’s full explanation of Projectland and how to manage each “animal” in your PMO? Watch the full webinar recording here →

The Animal Kingdom of PMOs

Dawn introduced us to her concept of Projectland, a metaphorical zoo where each stakeholder is represented by an animal. This creative approach helps demystify the complex dynamics of project management. Here are some of the key players:

• The Lion (Sponsor): The king of the project jungle, whose roar can set the entire project team on edge. Sponsors need to be supportive and decisive, but also aware of their impact on the team.
• The Tiger (Project Manager): Fierce and focused, the project manager navigates the wild terrain, balancing leadership and execution.
• The Owl (Steering Team Member): Wise and strategic, providing oversight and guidance to keep the project on track.
• The Snake (Saboteur): Often lurking in the grass, these stakeholders can derail projects if not managed carefully.

Taming the Lions

One of the key takeaways from the webinar was the importance of understanding and managing your sponsors. Dawn emphasized that sponsors are often juggling multiple priorities and can be under immense pressure. Here are some tips to keep your lion on your side:

1. Know Their Profile: Understand their preferences, communication style, and decision-making process.
2. Be Prepared: Bring clear, concise information to meetings. Avoid overwhelming them with technical details.
3. Build Relationships: Develop a rapport with your sponsor. Regular check-ins and honest communication can go a long way.

Handling the Snakes

Every project has its share of snakes - those stakeholders who, for various reasons, might want to see your project fail. Dawn shared strategies for identifying and managing these tricky characters:

• Stakeholder Analysis: Conduct a thorough analysis to identify potential snakes early on.
• Understand Their Motives: Determine why they might be opposed to the project. Are they protecting their territory? Do they feel threatened?
• Engage and Convert: Sometimes, a snake can be turned into a supporter with the right approach. Building trust and addressing their concerns can neutralize their negative impact.

Prove The Value of the PMO

A recurring theme in the webinar was the need to demonstrate the value of the PMO. Stuart and Dawn highlighted the importance of tracking and communicating the benefits delivered by the PMO. This includes:

• Quantifying Value: Track savings, efficiencies, and other tangible benefits generated by the PMO.
• Communicating Success: Regularly share these successes with stakeholders to build credibility and support

Summary

Building an effective PMO isn’t easy. It requires understanding the diverse personalities and motivations of your stakeholders, building strong relationships, and continuously demonstrating value. Dawn’s Projectland framework offers a memorable way to navigate these dynamics, and her book Meet the Players in Projectland is a great next step if you want to explore the approach further.

If you’re looking for practical ways to strengthen your PMO and improve portfolio flow, you can also explore how TransparentChoice helps organizations align projects, reduce overload, and improve delivery across the portfolio.

So, next time you find yourself in the wilds of Projectland, remember to keep an eye out for the lions, tigers, owls, and snakes. With the right strategies in place, your PMO can become a thriving ecosystem where every project has a real chance to succeed.