PMO Fact or Fiction: Debunking Myths and Championing Success

At Tricon, we believe that a strong and well-functioning PMO (Project Management Office) is the secret ingredient to driving successful project outcomes and supporting long-term organizational growth. Whether you’re kicking off your first PMO or revamping an existing one, we’ve got your back with Project Victory!

But here's the thing—PMOs often come wrapped in misconceptions. Let’s break down some common myths and truths about PMOs so you can make informed decisions and set your organization up for success.

1. There are standard PMO types that you must select for your PMO to be successful.

Fiction!

It’s tempting to think there’s a one-size-fits-all solution when it comes to PMOs, but the reality is quite the opposite. The most successful PMO isn’t about following a textbook model. It’s about tailoring the PMO to your organization’s unique needs and ensuring that it adds value where it matters most. Whether you need a controlling, supportive, or directive PMO, the key is customization. A cookie-cutter PMO might look good on paper, but it won't necessarily deliver results unless it fits your company's culture and goals. The goal here is impact over structure.

2. The role of the PMO is to reduce losses from project spend, overages, or rework.

Fact!

A well-implemented PMO is like your organization’s fiscal watchdog—ensuring that projects don’t run off the rails in terms of time or budget. An effective PMO provides clear governance, consistent processes, and ensures the right resources are in place, saving your organization both time and money. The return on investment (ROI) for a well-functioning PMO can be substantial. Through proper oversight, project standardization, and risk management, you’re looking at fewer budget overruns, less rework, and smarter project delivery. It’s like giving your projects a roadmap to success while avoiding costly detours.

3. The PMO leader needs to be a project manager.

Fiction!

PMO leadership and project management are not the same thing. While project managers (PMs) are laser-focused on delivering a successful project, PMO leaders must take a strategic, organizational-wide view. The role of a PMO leader involves much more than managing individual projects; they oversee governance, performance metrics, resource allocation, and ensure that the entire portfolio of projects aligns with the business’s goals.

While PMs and PMO leaders share some skills—like communication and stakeholder management—a PMO leader’s toolkit includes advanced strategic thinking, portfolio oversight, and the ability to influence at the executive level. Bottom line: PMO leadership is a distinct and essential skill set, and you can’t assume a great project manager can automatically run your PMO.

4. Standing up and running a PMO require the same skill sets.

Fiction!

Building a PMO and running it long-term are two different beasts. Standing up a PMO requires expertise in organizational design, change management, and strategic alignment. It’s about setting up the foundational processes, tools, and governance structures. Running a PMO, on the other hand, is about ensuring those processes work smoothly over time, continuously improving the PMO’s functions, and adapting to changing business needs.

At Tricon Solutions, we advocate for having a dedicated expert or team to stand up the PMO—someone who understands the nuances of creating a structure that fits your specific goals. Once the PMO is up and running, the focus shifts to operational efficiency and scalability. The right team for setup and the right team for long-term success may not be the same, and that’s okay. What’s important is having the right people in the right roles for each phase.

5. There are standard things a PMO must do.

Fiction!

Just as every organization is unique, so too are their PMO needs. A successful PMO isn't defined by a checklist of standard tasks—it’s defined by the value it brings to the business. Sure, there are common activities like governance, reporting, and resource management, but the most effective PMO is the one that meets your specific needs.

Is your focus on optimizing resources? Aligning projects with corporate strategy? Or maybe on driving agile transformation? Your PMO should be adaptable, ready to take on what’s most important for your business. Establish processes that matter, and then execute them well. A rigid, one-size-fits-all approach will hold you back. Instead, aim for a nimble, value-driven PMO that aligns with your organization’s evolving goals.

6. Project success equals PMO success.

Fiction!

It’s easy to think that if your projects are succeeding, your PMO must be thriving, but there isn’t always a direct correlation between project success and PMO success. While a strong PMO can create a more effective project environment, individual projects can fail for any number of reasons—changing business priorities, shifting market conditions, or unforeseen risks.

A well-established PMO provides structure and best practices, ensuring that projects have a better chance of succeeding, but it doesn’t guarantee flawless outcomes. What matters is how the PMO fosters continuous improvement, mitigates risks, and learns from challenges. The true mark of a successful PMO isn’t just project success rates but its ability to create long-term value for the organization.

7. Investment in a PMO is costly.

Fiction!

While standing up a PMO does require an investment, it’s one that pays for itself many times over. A well-sized PMO should be viewed as an investment, not an expense. The initial cost to establish a PMO is small compared to the long-term savings in avoiding project overruns, reducing rework, and optimizing resource allocation. The PMO is a driver of efficiency, and when done right, it can deliver tremendous ROI.

Don’t let the upfront cost deter you! With proper planning and execution, a PMO can be lean, mean, and incredibly effective, offering both short-term wins and long-term strategic advantages.

At Tricon Solutions, we know what it takes to create a PMO that doesn’t just support projects—it transforms your organization. Whether you’re looking to build a PMO from scratch or optimize an existing one, Project Victory is within your grasp. Let our team help you stand up a PMO that adds real, measurable value.