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Project Office: Help or Hindrance?
By: David Stoneman

The Project Office is often seen as a nuisance or a threat, but can be a useful resource and networking opportunity. Here's a tale of two offices...

The Reformed Project Office

Perhaps one of the most difficult things for John, the project support guy on the ordering system project, was trying to second guess Mac, the project manager. He knew the change control process needed improving to pass their project audit by the quality assurance group, but wasn't sure what format to use.

As Mac wasn't in the office, he had a word with Debbie, the senior designer, who always seemed to know what to do.

"Why don't you try the central project office? Mac doesn't think much of them, but they've got a new manager, so things might be different now," offered Debbie.

"Why doesn't Mac like the project office?" wondered John.

"Well, he thinks they waste time by expecting endless reports and don't offer much help. In a way, he has a point. The project office is not very popular. You haven't been here long, so you wouldn't know, but most people avoid it."

"Okay, but as you say, the new manager may have brought a new approach. I'll go and see them and find out. Thanks."

John had a meeting with Jeanine, the new project office manager, the next day. Debbie was right, Jeanine did have a new approach.

"I'm determined to change the image of the project office from that of policeman to partner," Jeanine enthused.

Over a coffee, she showed John her objectives:

streamline reporting to one report per project
make useful templates available, without imposing them
put people into contact with topic experts
provide advice on methods, tools and techniques
provide skills training where necessary
do project health checks if requested
provide project kick-off support
check project alignment with strategic goals
maintain lessons learned repository

"Wow, there's stuff in there that will certainly help me!" John was impressed.

John explained his position and the need for a revamped change control process.

"Well, we can provide you with an example change request form and log. You can use them as is, or alter them to suit your own purposes. Also, I can put you in touch with Alan, an experienced project manager, who can walk you through the process, which again, you can amend as necessary. And if you have any problems, just call us." Jeanine was extremely friendly and helpful.

"Thanks Jeanine, but what about Mac? He is apparently very resistant when it comes to the project office." John was concerned he would get a negative reaction from Mac.

"Don't worry, I'm meeting with all the project managers who are not yet on board with the changes in the project office. Once he sees the benefits, he'll be a convert! I'm very used to dealing with tough customers!"

John felt like he had discovered a goldmine. He would definitely be making good use of the project office in the future. However, he thought he would wait until Mac had met with Jeanine before showing him the new change control process.

For more project management stories, see:
http://www.project-management-insights.com

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About The Author

I am a PRINCE2 practitioner, ISEB certificated and a member of APM. My experience as a Project Manager has been gained working for a consultancy on large client company sites over many years. Prior to this my career spanned system development, team leading, project leading and project support office management.

This article was posted on April 18, 2005

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