002: The IMPACT PMO Leader Mindset: Instill Focus

PMI Talent Triangle: Business Acumen (Strategic and Business Management) Welcome to the PMO Strategies Podcast + Blog, where PMO leaders become IMPACT Drivers! Today we are going to dive right into changing your mindset as a PMO leader. If you haven't listened to episode 000, the Introductory episode or 001, The PMO Reset, definitely go back and listen to or read those first. Doing so will set the framework for how we landed here, on mindset first. The first step in shifting our mindset is to find focus. In this episode/post we are going to learn specific techniques to help you distill what is important and get laser focused to create the IMPACT you desire for your organization. Finding Focus If you are like me, you like to have about 50 things going on at once. After all, there’s always a little downtime on this project or that one, and that’s just enough time to squeeze in some work on this one over here…and that one over there…yeah, that’s the story of my life. BUT, here’s what I’ve always found to be true…when I slow down and focus on just one thing at a time, I can get more done in the long run. If you are being completely honest with yourself, you probably know this is true for you, as well.  As much as we want to think we are multitaskers, what we are really doing is a lot of task switching and creating a lot of rework and lost productivity time in the process. So, here’s the techniques I learned to employ when I was a PMO leader inside organizations and this is secret #1 I share with my students and clients today. 1. Solve Business Problems When starting a PMO, most of what you read or learn in courses suggests that you start by building a charter and creating your vision and mission. Or, even worse, they tell you to figure out your PMO model or type. Then, it’s off to building and creating process, methodology, and templates. Sadly, this is missing the most important step and assumes that you already know what’s best for the organization. But in much of the literature and courses, there’s no defined process to ask that most important, yet very simple question. Successful PMO leaders understand that they don’t have all the answers. We have no business creating anything until we’ve determined what business problem we are solving. The most important step when starting or refreshing your PMO is ensuring you have answered the question, “Why is the PMO here and what business problem must be solved?” First things first. We must assess the organization for IMPACT opportunities to understand your PMO purpose. Before you create the list of services you will provide or start building templates and process, you need a mission, a greater purpose that you are fulfilling through the PMO construct. Your mission is not to manage projects. Your mission is not to create templates and tools. Your mission is to get to outcomes that positively IMPACT the organization you serve by driving overall greater throughput and higher return on investment (ROI). To do that, you need to be very clear on the business pain points, challenges, or new opportunities that your PMO will help solve. Get crystal clear on that before you do anything else. Even if you think you know what’s best for them, you are probably wrong. Don’t guess. You must not assume you know what’s best for the organization. Whether you’ve been there 1 month or 20 years, you still aren’t inside the heads of the business leaders that are creating the opportunity for the PMO. Ask them. Talk to them a lot! They will eventually tell you what you need to know, but you must be listening for it because sometimes it’s not obvious or on the surface. Sometimes, the real reasons the PMO has been started isn’t even for the reasons they’ve been telling everyone. So, we have got to be listening intently for the truth. That means you must stop telling, talking, selling, and convincing and just listen, observe, and pay attention to the subtleties.