Exploring a PMO: What It Is & How to Get Started

So, you’re exploring the idea of a project management office (PMO)? Excellent! Think of it like this: you’ve got a destination in mind; maybe smoother operations, more predictable results, and tighter alignment with your strategy. But figuring out the first steps can feel a bit like navigating without a map. That’s where we come in. Insight Global and Evergreen can help you get oriented, clarifying exactly why a PMO is a game-changer for your organization and what a solid starting point entails.

What Are the Benefits of a PMO?

It’s well-documented across numerous industries, from organizations like KPMG and PMI, that organizations with PMOs consistently see better outcomes. In fact, these studies indicate around a 38% increase in project success rates when a PMO is in place. PMI also found that project success is notably higher with a PMO, and high-performing organizations are much more likely to have one. Plus, when a PMO is strategically aligned, companies report fewer project failures and more projects hitting their goals.

Organizations that really embrace project management practices see an impressive success rate in meeting their objectives.

Another core benefit is fewer hiccups and less wasted resources. Companies that don’t prioritize project management tend to see a lot more project failures. On the flip side, established PMOs report much higher quality in project delivery and in achieving the anticipated benefits. This leads to improved efficiency and overall better outcomes.

For example, having a PMO often correlates with a significant improvement in projects aligning with business objectives, and can also lead to:

• More projects delivered under budget
• Happier customers
• Increased productivity
• Fewer failed projects

Interestingly, early adopters of artificial intelligence within their PMOs are seeing even greater success—with the caveat that there are well-defined use cases on how the PMOs could leverage AI to improve their various health or success indices. Otherwise, it could just add frustration with your teams and stakeholders and hinder adoption.

Why Consider Using a PMO?

So, why even consider a PMO? Think of it as the central nervous system for your projects, providing the structure, processes, and oversight needed for strategic and efficient execution.

The need often arises from the frustrations of inconsistent project management, which can lead to:

• Projects going off track
• Wasted resources
• A lack of clear visibility for leaders
• Inconsistent quality
• Projects not aligning with strategy
• Poor communication
• Difficulty in proving project value
• Increased risks for the company

Beyond fixing these issues, a PMO can be a proactive strategic asset. It ensures projects:

• Link directly to organizational goals
• Foster agility
• Become a hub for knowledge sharing
• Support talent development
• Enhance overall organizational capability
• Drive innovation
• Allow for scalability
• Most importantly, provide a competitive advantage.

We consider PMO as paramount for client satisfaction, protecting your reputation, boosting profitability through efficient resource management, and standardizing your approach as you grow. Essentially, you need a PMO to help move from reactive problem-solving to proactive, strategic project delivery.

Starting a PMO

Starting a PMO must focus on establishing a standard project lifecycle, implementing basic templates and tools, defining clear roles and responsibilities, setting up initial governance structures, and creating platforms for knowledge sharing.

We have a PMO framework—our ESMG Framework (Establish, Stabilize & Mature, Grow)—to assist in aligning your organization to where it is and where it wants to go.

Establish

This initial phase focuses on laying the foundational groundwork. It involves defining the core purpose, setting up basic processes (often ad-hoc at this stage), and gaining initial awareness and commitment from stakeholders.

The Establish phase is about setting the stage—defining your purpose, getting a few basic (and often scrappy) processes in place, and rallying early support. It’s less about perfection and more about momentum. Think of it as your startup mindset: fast, flexible, and focused on getting buy-in.

Stabilize & Mature

In this phase, the focus shifts to bringing consistency and predictability to established processes. This involves standardizing operations, documenting procedures, improving efficiency, and developing capabilities to ensure reliable and repeatable outcomes. Once the wheels are turning, it’s time to bring some order to the chaos. Stablizing and maturing calls for standardizing how things get done, documenting what works, and building the muscle for repeatable success. It’s about turning good ideas into reliable operations and making sure your team has the tools and clarity to deliver consistently.

Grow

The final phase is about continuous improvement, optimization, and expansion. Organizations in this phase are looking for new opportunities, leveraging data for strategic decision-making, innovating, and scaling their operations to achieve higher levels of performance and impact. This is the time to level up and scale with confidence.

The Grow phase is all about optimization and expansion. You’re using data to drive smarter decisions, exploring new opportunities, and pushing innovation.

Build Your PMO with Insight Global

Understanding both the “why” and the “what” is the crucial first step in building a solid PMO foundation.

At Evergreen, Insight Global’s professional services practice, we believe that smoother operations start with smarter delivery. By partnering with Evergreen, organizations gain more than just project support—they unlock a path to greater efficiency, consistency, and long-term success.

Our approach is centered on driving real outcomes: improved project success rates, optimized resource utilization, and enhanced delivery quality that leads to higher stakeholder satisfaction. Whether you’re building a Project Management Office (PMO) from the ground up or looking to mature your existing delivery organization, Evergreen brings the structure, expertise, and agility needed to thrive in today’s fast-paced business environment.

Mercedes Draffin leads Evergreen’s PMO practice. You can connect with her on LinkedIn, and you can contact Evergreen to learn more.