Postscript for the Smaller PMO

The smaller PMO has a somewhat equal advantage in implementing the knowledge management function. In terms of cost and capability, the smaller PMO can normally compete with its larger counterparts in providing comparable knowledge management tools and practices to satisfy the needs of its relevant organization. This equality is based on the consideration that every project management environment requires some level of communication and collaboration, and each organization commits some level of cost and effort to achieve the capability it needs.

Communication costs noted that there are three fundamental project knowledge management capabilities which the smaller PMO should consider to provide adequate communication and collaboration capability within the project management environment:

• Identify and implement one standard project management information system (PMIS) — one that (a) facilitates input from the project manager and project team members while providing them with access to important project management information and (b) provides senior management access to project information needed for business decisions.

• Acquire and install an efficient (preferably Web-based) project team and project stakeholder collaboration tool, if not already integrated as a component of the PMIS. Project managers need to communicate with project team members, vendors and contractors, the project sponsor, and relevant executives; and project team members need to communicate with one another. However, they all not only need to communicate, they also need to collaborate and exchange their concepts, ideas, and knowledge. Thus, this tool becomes a critical need for geographically dispersed or virtual project team members.

• Establish a basic project management archive capability. It is imperative that lessons learned be captured from each project conducted and be made available for review and consideration when planning similar, subsequent projects. It is additionally important to have a reference to how well project management plans have performed in order to adjust planning on future projects. The PMO should determine the best way to collect and retain this information as a part of the automated knowledge management system it constructs.

The smaller PMO will do well to facilitate appropriate levels of contact among participants within the project management environment by ensuring that they have the necessary knowledge management tools that effectively accomplish communication and collaboration objectives.