Skills and Traits Needed in Project Management

Project Management Offices

As Smits (2020) shows, the PMO has become more streamlined in terms of where it should focus its energy—specifically on ensuring clarity, purpose, and understanding. That is why Smits (2020) emphasizes that strategic objectives need to be identified, empathy must be maintained within the team, and the organizational structure, clients and team all need understanding. This is different from the earlier article by Gale (2013) in which the PMO perspective is broader and more focused on a macro perspective with the focus on honing the mission, eyeing the horizon, setting standards, and cultivating support. What has changed is the fact that PMO is now more attentive to interpersonal communication.

PMO essentially relies on clarity, strategy, and interpersonal communication and empathy. Project management is the process of planning, organizing, and controlling resources to achieve specific goals. A project is a temporary endeavor with a defined beginning and end. Project management is necessary in order to ensure that the project is completed on time, within budget, and within scope. In order to be successful, project managers must focus on clarity, strategy, and interpersonal communication and empathy. That said, the essentials of the job remain clarity, strategy, and understanding. Clarity refers to the ability to clearly see the desired outcome of the project. Strategy involves developing a plan for how to best achieve the desired outcome. Interpersonal communication and empathy are essential in order to effectively communicate with and understand the needs of team members. Without these three elements, it would be very difficult to successfully manage a project (Kline et al., 2020).

Based on the two articles by Gale (2013) and Smits (2020), a new PMO team member should have several characteristics to help make the team a success. Those characteristics include:

· Ability to strategize

· Good listener

· Empathetic

· Communicative

· Supportive

· Willing to adhere to standards

· Ability to follow through on the mission

Each of these characteristics is really important in project management as shall now be explained.

First, the ability to strategize is important for a PMO team member. PMOs are responsible for ensuring that projects are completed on time, within budget, and to the required standards. To do this, PMO team members need to be able to strategize effectively. This means being able to assess a situation, identify potential risks and opportunities, and develop a plan of action that will achieve the desired outcome (Smits, 2020). It also requires the ability to think creatively and come up with innovative solutions to problems. PMO team members must be able to work collaboratively with other members of the team, as well as with stakeholders from outside the organization. Effective strategizing is essential for successful project management and PMO team members who are able to do this well are in high demand.

Second, PMO team members need to be good listeners. Listening is a critical skill for anyone in a project management role. PMO team members need to be able to listen to their colleagues, their clients, and their stakeholders in order to effectively manage a project. Listening allows PMO team members to understand the needs of their clients and stakeholders, and it also allows them to identify potential problems or areas of concern. Good listening skills also help PMO team members build relationships with their clients and stakeholders. By taking the time to listen to what others have to say, PMO team members can show that they value the input of others and that they are interested in working collaboratively (Smits, 2020). In short, being a good listener is essential for anyone in a project management role.

Third, PMO team members should be empathetic (Smits, 2020). The successful management of any project requires a deep understanding of the various stakeholders involved. This includes not only an understanding of their objectives and goals, but also their fears, concerns, and motivations. In order to effectively manage a project, team members must be able to put themselves in other people's shoes and see the situation from their perspective. Only then can they hope to build trust, resolve conflict, and ultimately achieve the project's objectives. Empathy is therefore an essential quality for anyone working in a project management office. Without it, team members will struggle to maintain good relationships with stakeholders, and the project as a whole is likely to suffer as a result.

Fourth, communication skills are absolutely essential for a PMO team member (Jena & Satpathy, 2017). PMO team members must be able to communicate effectively in order to coordinate activities, share information, and resolve issues. Strong communication skills are essential for building relationships, understanding customer needs, and delivering results. PMO team members who can effectively communicate their ideas and collaborate with others are more likely to successful in managing projects and achieving objectives. Furthermore, effective communication can help to avoid misunderstandings and conflict, and ensure that all stakeholders are aligned on the goals and objectives of the project. Therefore, it is clear that communication skills are essential for PMO team members.

As Gale (2013) notes, PMO teams also need to be supportive, so supportiveness is another characteristic needed. PMO team members need to be supportive for a variety of reasons (Karlsen, 2011). First, they need to provide administrative support to project managers. This includes tasks such as creating and maintaining project schedules, tracking project milestones, and preparing project reports. Second, PMO team members need to be available to answer questions and provide guidance to project managers and other stakeholders. They also need to be proactive in identifying and resolving issues that could impact the success of the project. Finally, PMO team members need to be supportive of the project manager's decisions and actions. This includes being flexible in their approach and willing to make adjustments when necessary. By providing this level of support, PMO team members can help ensure the success of the projects they are responsible for.

Gale (2013) also points out that standards matter and a PMO team member should adhere to them. Standards enable the adoption of PMO practices (Garcia, 2005). First and foremost, standards ensure that the team is able to deliver on the project objectives consistently and effectively. Adhering to standards helps to improve communication and collaboration within the team. A team member who embraces standards helps to reduce the likelihood of errors and mistakes. Finally, standards help to improve the team’s overall efficiency and productivity. In short, adhering to standards is essential for the success of any PMO team.

Finally, follow-through on the mission is a must. This means being able to understand the project’s objectives and deliverables, as well as the resources and constraints within which the project must be completed. PMO team members also need to be able to communicate effectively with project sponsors and stakeholders, and to coordinate the work of project teams. If a team member can follow through on the mission, he or she can be vital to the PMO’s success and can play a vital role in ensuring that projects are accomplished on time.

After creating a project management office (PMO), it is important to revisit policies on a regular basis to ensure they are still relevant and can be sustained as the organization matures. There are a number of factors that can contribute to changes in the organization that may make the current policies obsolete or impractical. For example, as the company grows, there may be a need to revisit the budgeting process or the way resources are allocated or estimates conducted. For one thing, as a company becomes more mature, it may find that its current budgeting process is no longer adequate. This can be due to a number of factors, such as an increase in the number of employees or an expansion into new markets. As a result, the company may need to revisit the way resources are used and make adjustments to the budget to support objectives in accordance with the PMO strategy. This can be a difficult process, but it is essential to ensure that the company remains competitive and efficient. By revisiting the budgeting process, companies can ensure that they are using their resources in the most effective way possible. Conducting estimates using multiple tools and methods from both top down and bottom up approaches can help.

Additionally, changes in the external environment, such as new regulations or shifting market conditions, may also require a review of PMO policies. The role of the PMO is to oversee the execution of projects and ensure that they are completed on time, within budget, and to the required standard. In order to do this effectively, the PMO must have a clear understanding of the organization’s goals and objectives, as well as the internal and external factors that could impact the successful delivery of projects. From time to time, changes in the external environment - such as new regulations or shifting market conditions - may require a review of PMO policies. This is important to ensure that the PMO is best placed to support the organization in meeting its strategic objectives. By conducting a regular review of its policies, the PMO can ensure that it remains fit for purpose and able to effectively support the delivery of project success. By revisiting policies on a regular basis, organizations can make sure that their PMO is able to adapt to changing conditions and remain an effective tool for managing projects.

A compelling mission and vision statement for a PMO would look like this: The mission of the PMO is to ensure that projects are delivered successfully and efficiently, in order to realize the organization’s strategic objectives. The PMO will achieve this by maintaining quality standards, managing risks, and ensuring compliance with organizational policies.