PMO Maturity: Using Maturity Models

A Maturity Model is only as useful if it creates a clear path to action for you and your team.  In this article we will cover how to utilize our Maturity Model as a tool to plan out your PMO implementation plan. 

First, let’s look at the overarching model: 

Phase Zero Partners' Project Management Maturity Model

High Level Process 

1. Current state documentation

2. Future state documentation

3. Gap analysis

4. Prioritization

5. Planning

6. Execution

7. Evaluation 

Current State Analysis 

Your first step will be determining where you are today from a maturity standpoint.  Now is the time for brutal honesty and conservative estimation.  If you feel like you are between Level 2 and Level 3 for a specific dimension, call it Level 2.  This is your current state diagram. 

Future State Analysis 

The second step will be to plan out where you want to realistically end up.  There are not many small PMOs that achieve Level 5 across the board, and they don’t need to in order to be highly effective.  Take organizational limitations in mind as well.  Getting to Level 4 or 5 for the Organizational dimension may not be possible in your world.  This becomes your future state diagram. 

Gap Analysis 

Now it’s time for Gap Analysis.  Gap analysis is just the process of determining what is missing between your current state and your future state. This analysis can be high-level, or extremely detailed based on your needs.  Keep it at a level that allows you to take your gaps and turn them into actionable steps. 

Prioritization 

The fourth step in the process is prioritization.  This will vary based on your needs and budget. 

This first step for you might be hiring an experienced project manager, bringing on PMO tools, formalizing your PMO, or promoting your PMO leader.  What you do first, second, third, will be unique to your needs.  The important part is working with your team to determine the order you want to tackle building or improving your organization. 

Planning 

Now that you know the order you want to tackle your improvements in you can use your gap analysis to create the steps in your improvement plan.  This is as straightforward as breaking your gaps down into actionable steps just like you would in any other implementation project. 

Feel free to stay agile with your plan.  If you have a clear prioritization, you don’t need to plan out the next two years of improvements.  Put your energy into what you can do in the next three to six months and start executing.  Priorities may change over time, if you burn your limited time overplanning at the start of the project that work may just end up being wasted. 

Execution 

Now that you have a plan, it’s time to start actually improving. 

As we noted in the Process dimension write up it can be tempting to try to tackle every dimension simultaneously.  Fight that urge, slow down, do less but do it better.  Building your organization is a marathon, not a sprint. 

When teams try to tackle too many dimensions at once, they often stagnate.  Priorities shift, emergencies happen, and the overall pace of improvements can become frustrating.  The phrase “boil the ocean” applies well here.  It might happen eventually but it’s going to take a very, very, long time. 

Maintaining a methodical approach to bringing in new people, new processes, and new tools creates a constant stream of wins for you and your team.  It may seem counterintuitive but often the slower you move the faster you achieve the end state you are looking for. 

Evaluation 

As you achieve improvement wins it’s important to evaluate their overall impact on your team and your organization.  Take this time to communicate your improvements and ask for stakeholder feedback. 

In most cases your PMO is a service organization, and your business stakeholders are your clients.  If you are running a client facing PMO the internal stakeholders become external, but the service mindset remains.  Make sure these stakeholders understand the improvements you are making and seek out their feedback on the process. 

Set time aside on at least a quarterly basis to review your plan, priorities, and the progress you have made.  Adjust as needed. 

Closing 

The PMO Maturity Model is a guide to help you on your PMO creation journey, not a prescription.  Our goal with these guides is to help you along your unique journey.  We hope you find them useful!