The Pmo Manual – How to Design a Pmo That Works

“Project Procurement Management includes the processes necessary to purchase or acquire products, services or results needed from outside the project team. The organisation can be either the buyer or seller of the products, services or results of a project

It is common for most PMO’s not to define a procurement process. This is usually because there is already some form of process for securing resources. It is worth clarifying that for the purpose of this chapter, resources applies to all external resources, software, vendor, etc

Populate the communication plan. Distribute the communication plan for review. Update with comments and publish to all stakeholders. Implement and follow communication plan. Review communication on a frequent basis and update when required

Identify stakeholders, communication requirements, frequency of updates

Make sure you identify all stakeholders and their reporting needs. Miss one and this may lead to extra effort due to ad-hoc reporting and update requests. Produce a communication plan and distribute. This will make sure everyone is clear on what communications will be provided and when. Make sure the communication plan is followed. This will help stop stakeholders becoming nervous and requesting ad-hoc updates. Make sure that the communication plan is followed. Review and update on a regular basis, especially when stakeholders change

Over time it is likely that the stakeholders will change, communication requirements change, etc. Therefore, it is important for the project and PMO to review the communication plan on a frequent basis to make sure that it is meeting all communication requirements.

Implement Communication Plan
When the communication plan has been distributed, reviewed and updated, it is important to implement and follow the plan - “do what you said you would do

This will then give you your plan for communication. Make sure that this is distributed to all team members. Likewise, communicate to stakeholders so that they know what to expect and when

1. Identify Stakeholders
The PMO should create a matrix list of what reporting or updates is required. A good input to this will be the list of names identified as part of stakeholder analysis

Definition
The PMBOK defines communication management as:
“The processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval and ultimate disposition of project information