Setting up a Project Office

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1. Introduction
A Project Office is a department responsible for improving project management within an organization. It's a permanent department within an organization, not a temporary function. It's there to coordinate projects and ensure they have the right tools, standards, methodologies and templates needed to boost their chances of success.
2. Types of Project Office
There are 3 types of Project Offices namely
The Supportive Project Office:This is the most common type of Project Office. Its purpose is to empower Project Managers and teams to deliver projects. It doesn't control or direct projects. Instead it supports projects by offering training, mentoring, administration and reporting.
The Controlling Project Office: Supportive services may not be enough to put projects back on track. By offering controlling services (such as project reviews, audits and assessments), the Project Office can influence project delivery. It may also enforce project standards and processes to minimize project risk.
The Directive Project Office: The least common, but sometimes most effective type of Project Office, is one that directs projects. Here, the Project Managers report to the Project Office, which is directly responsible for the success of each project. This helps to group the project work within an organization to being under one department-the Project Office.
3. Suitable Project Office
Read these tips to decide which type of Project Office is best for you:
  • If you're implementing a Project Office for the first time, then the "Supportive" model is best. It helps you add value to projects by offering reporting, training and monitoring services, without taking on the responsibility for the projects themselves.
  • If you have an established Project Office and you want to ensure that projects are independently assessed, then the "Controlling" model is best. You can directly influence the success of projects, as well as implement best practices, standards and tools.
  • If your organization has a small set of high risk projects at any one time, then usually the "Directive" model is best.
4. Responsibilities of a Project Office:
The Project Office is responsible for:
  • Resolving common project problems
  • Implementing the right project tools
  • Monitoring and reporting on status, and
  • Improving project success rates.
5. How to Setup a Project Office
Take these 4 steps:
Project Office Initiation: Define the role of the Project Office, obtain clear sponsorship and document the Project Office Charter. Seek funding and appoint a Steering Committee to oversee the operation. Appoint staff, obtain a premise and install the office furniture, computer equipment and communications. Whew!
Project Office Planning: Then select the project software you need to run it. Procure and implement the tools in your Organization. Then create a detailed plan outlining the Project Office services you're going to perform (such as project reporting and auditing).
Project Office Execution: You're now ready to offer your supportive, controlling or directive services to project teams. This will include offering training, mentoring and support. It may also include reviews and assessments or the management of special projects directly.
Project Office Improvement: As it's an on-going operation, you need to constantly improve the level of service offered by your Project Office.
If you take these steps to set up your Project Office then you will deliver more projects on time and under budget.

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