Overcoming Obstacles when introducing project management framework into an urban credit union

When I was asked to set up Sonya Davis the framework for a Credit PMO, Project Manager Union’s first Project Management Office (PMO), my initial U.S. Based Credit Union thought was, does the leadership team really know what they are asking for? Nevertheless, I was excited to have such an opportunity. I mentally walked through scenarios and the steps needed to accomplish this endeavor. After observing and assessing multiple aspects of the organization, my thoughts quickly became, “Dios mío” which is translated to “Oh My God”. However, I was not deterred from this huge task; I was instead inspired. Armed with a diverse background, well rounded work experience, academic opportunities, residual tools and a motto instilled in me by my alma Johns Hopkins University (JHU), “Know that we will achieve together and do no harm”. With that, I started to draft out and create the PMO framework for my credit union.

Importance of Having Clear Intention

Intention is important in everything we do in life. Having clarity of mind and being focused in our activities propels us forward, allowing us to close in on our goals. It is not a matter of chasing our dreams but fulfilling them in increments. Sometimes slow and steady, other times more swiftly. What was used to fuel my intention with creating and implementing a PMO framework within a Credit Union was identifying and understanding what the Credit Union’s Management Plan was focused on, transformation within the entire organization. In the PM World, this discovery phase is considered to be or activity that occurs within the initiation phase.

What’s Driving My Intention?

What’s driving my intention? In aligning the PMO with management strategic plan, the framework would have to align with the organization’s transformation goal. There will be an intense focus on process improvement throughout the operations of the credit union. Process improvement should be particularly beneficial in the lending areas, as this will increase efficiency, approvals and the funding of loans, resulting in an increase in the volume of business generated and income received. Process improvement also benefits the branch network allowing for faster service and the ability to cross sell additional products and services, which should translate into greater business opportunities. Accordingly, the value of the credit union’s membership should increase significantly. My project management action plan incorporated a percentage of human capital resources being focused on greater operational efficiency, ensuring adherence to a robust compliance environment and adherence to policies and procedures, including steady documentation along the way, and improving member experience all in an effort to posture the credit union for sustainable growth and increased profitability. Thus my intention is clear, I realized that my work was cut out for me. I needed to put this PMO framework in place while effectively planning and executing multiple projects, and providing enterprise wide PMO oversight. In addition to building a successful PMO not just a theory but a practical standpoint. My action plan would require developing a training course with a documented project managers’ playbook for the departmental project leads to leverage, as I realized that a communication strategy was essential for stakeholders at every level. I chose to tackle and complete each task from my prioritized task list and communicate project statuses often to inspire a shared vision.

“It is important to consistently demonstrate a collaborative approach, and know when it is necessary to demonstrate decisive sound leadership with technical expertise. In any organization, there are multiple personalities. Understanding your respective project team members strengths is key when leading project teams and it affords you the opportunity to be more fluid and cool under pressure. ”

The PMO concept was a new and needed concept for the organization. I had the executive team’s buy-in, but despite having their buy-in and confidence in my skillset, there were a few mid-level managers who seemed somewhat resistant to change, embracing a new transparent, and repeatable project management process to completing projects. As a project manager, I prided myself on being honest, maintaining the integrity of our work place and creating a safe environment where our views are heard and acknowledged. Though institutionalizing and managing the PMO framework is daunting at times, it is important to set realistic goals and positive ethical standards for the project teams to follow. Having patience also lends itself to having a successful PMO. It is important to consistently demonstrate a collaborative approach and know when it is necessary to demonstrate decisive sound leadership with technical expertise. In any organization, there are multiple personalities. This mean you must understand your respective project team members strengths, which is key when leading project teams as it affords you the opportunity to be more fluid and cool under pressure. With this in place the organization as a whole responded positively to a calm demeanor and poised PMO leader. My short term goal for establishing a successful PMO Framework is to obtain and understand the clear picture of the organizational environment, as well as the organization’s ability to function collaboratively as one team. Not having a clear picture of the culture of the organization would make it difficult for me to gain their trust if I did not understand how they arrived at their current state. Simply focus on one thing as your intent, it doesn’t have to be huge or far-reaching. As one begins achieving goals, the momentum in achieving more goals was escalated. I established long term goals which I was diligently working towards. I tried not to allow negative thinking to deter me from realizing my ultimate goals for the PMO which was a fully operational PMO with enlightened departmental project leads who can execute projects utilizing the same repeatable processes. Another long-term goal was helping the organization master sustainability, forecasting, prioritizing, capacity planning, project effort estimation and enterprise project portfolio management. I was keeping my eyes on the prize. My hope is that other project team members would show up to help the organization score a win together and be a part of the organizations’ transformational process. I believe the secret on the objectives of our new PMO for attaining even the smallest of achievements with ease is being intentional. Having a clear intent helped me stay on task doing the things I wish to finish by next week, tomorrow, or even later today.

Explaining, Articulating, Executing and Reinforcing Project Management Concepts within a Credit Union

My success is put into motion, as my organization’s departmental project leads actively demonstrate the reinforced PMO framework that has been put in place, offering a repeatable methodology for executing projects. They now have a better understanding what a project is, what a Project Management Office does and what Project Management is.

Understanding Project Governance within the PMO

This framework relates to the definition above because as managers we are expected to adhere to an organizational structure that standardizes the project-related governance processes and facilitates the sharing of resources, methodologies, tools, communication and techniques. These are the industry standards that the credit union’s PMO delivery office will adhere to ensure that traceability, repeatable processes, and open communication are in effect to minimize siloed project efforts.

My PMO Journal Wrap-Up

Always strive to align your projects to the organization’s corporate initiatives. It helps when assigning priority of respective projects. It is also imperative that the project team gets it right the first time. Always monitor and control the project scope throughout the project’s life cycle. As an organization implements a PM process or methodology, there are associated corporate real dollar cost savings. With this in mind there you have it, my high-level approach to developing and implementing credit union’s PMO Framework Roadmap with intention. I invite you all to be a part of transformative PMO progress. Okay I have this, I can do this, and I know what I must do for this organization. PMO Clarity achieved! From yours truly, A snip- it from a PMO diary from one who is Pessimistically Managing Optimism.