Types of PMOs and How to Choose the Right PMO Type

Shubhangi Pandey
By | Updated January 24, 2025 | 15 min read

Key Take Aways

 

  1. What is a PMO
  2. PMI – Types of PMOs
  3. Gartner – Types of PMOs
  4. How to choose the right PMO Type
  5. Setting up PMO with Microsoft 365

 

In today’s fast-paced and competitive business landscape, organizations are increasingly recognizing the need for structured project management to achieve strategic goals and drive growth. A Project Management Office (PMO) plays a critical role in this transformation by standardizing processes, improving project success rates, and aligning initiatives with overall business objectives.

Find Free Guide: How to build a high-performing PMO

According to the Project Management Institute’s (PMI) Pulse of the Profession 2024 report, organizations with a PMO have 20% higher project success rates than those without. Additionally, 87% of high-performing organizations report having a PMO, underscoring its importance in fostering business success and driving efficiency. As companies face growing complexities and tighter resource constraints, the PMO is evolving from a support function to a key driver of efficiency and innovation.

In this blog, we’ll explore different types of PMO and how to choose the right Project Management Office type for your organization. But first, let’s step back and understand –

​What is a PMO

A Project Management Office (PMO) is like a support hub for managing projects and project hierarchy within an organization. Imagine it as a central team that ensures all projects are running smoothly, efficiently, and in line with the company’s goals. Its main job is to create and maintain standard processes for how projects are planned, executed, and monitored.

How Does a PMO Work

The PMO sets up guidelines for how projects should be managed, ensures everyone has the right tools and resources, and helps keep projects on track by monitoring progress. It also works to make sure that projects are aligned with the organization’s overall strategy and goals, so the team can focus on what matters most.

In simpler terms, the PMO is there to help project teams stay organized, minimize risks, and increase the chances of success. Think of it as the behind-the-scenes helper that makes sure everything is running like a well-oiled machine!

Types of Project Management Offices (PMOs)

There are many discussions around how many different types of PMOs are there. Different sources give different answers as to the number of types of PMOs out there. I will simplify this list for you. Project Management Institute (PMI) has three types of PMOs. While Gartner, the Research and Consulting firm, mentions four types of PMOs.

Including all of the above and a few more types out there, we have a count of eleven types of PMOs.

Here’s a list of the 11 types of Project Management Offices:

  1. Directive PMO
  2. Controlling PMO
  3. Supportive PMO
  4. Activist PMO
  5. Delivery PMO
  6. Compliance PMO
  7. Centralized PMO
  8. Decentralized PMO
  9. Individual PMO
  10. Business PMO
  11. Enterprise PMO

3 types of Project Management Offices – PMBOK

The PMBOK, or Project Management Body of Knowledge, is published by the Project Management Institute and is a comprehensive guide that outlines the best practices, standards, and guidelines for project management. PMBOK is widely recognized as the go-to reference for anyone involved in managing projects. Think of the PMBOK as a toolkit for project managers, helping them apply proven methods to keep projects on track and achieve the desired results.

In the PMBOK, the Project Management Institute defines three main types of Project Management Offices, each with its own level of control, influence, and responsibility within an organization. Here’s a simple breakdown of the three types:

1. Supportive PMO

Role: The supportive PMO provides guidance, templates, best practices, and tools for managing projects. It acts more like a consultant or advisor, offering resources and advice but with little authority over the projects.

Characteristics: This type of PMO has a low level of control. It mainly provides support and shares project management knowledge without directly managing or controlling projects.

3. Controlling PMO

Role: The controlling PMO has a moderate level of control. It ensures that project management standards, processes, and tools are followed. It may monitor project performance and require regular updates.

Characteristics: This PMO ensures compliance with established methodologies and project management standards. While it doesn’t directly control the projects, it holds the project managers accountable for following the processes.

4. Directive PMO

Role: The directive PMO has the highest level of control. It not only sets the standards but also directly manages projects. The PMO may assign project managers and be responsible for project execution, ensuring that projects are aligned with organizational strategy.

Characteristics: This PMO takes full control over project management, often directly managing projects and ensuring that project outcomes meet organizational goals. Project managers report to the PMO, and the office has significant authority over the project’s direction.

4 types of Project Management Offices – Gartner

Gartner Inc. is a leading global research and advisory firm that provides insights, advice, and tools for businesses and organizations across various industries. Gartner is well-known for its analysis of technology markets and its Magic Quadrant reports, which evaluate the strengths and weaknesses of different products and services in the market.

Gartner defines four types of PMOs, each based on their level of control and impact within an organization. Let’s have a look.

1. Activist PMO

Role: The Activist PMO is highly involved in driving change and innovation within the organization. It goes beyond traditional project management duties and actively seeks to influence and improve project outcomes by championing new methodologies, processes, and tools. This type of PMO is proactive and can sometimes take on a leadership role in transforming how projects are managed across the organization.

Characteristics: The Activist PMO has a strategic focus, often pushing for better project results by challenging the status quo, introducing new practices, and inspiring cultural change within the organization. It actively advocates for and drives continuous improvement in project management practices.

2. Delivery PMO

Role: The Delivery PMO is focused on ensuring that projects are delivered successfully—on time, within budget, and meeting scope. Its main purpose is to oversee the execution of projects and make sure they align with the organization’s strategic objectives. It provides direct oversight of project delivery and works closely with project teams to ensure successful outcomes.

Characteristics: This PMO has a strong operational focus, tracking project performance and ensuring delivery excellence. It plays an active role in monitoring progress, solving problems, and removing obstacles to ensure that projects are completed successfully.

3. Compliance PMO

Role: The Compliance PMO ensures that projects adhere to external regulations, industry standards, and internal governance requirements. It monitors projects for compliance with legal, regulatory, and organizational standards, ensuring that all aspects of project management follow prescribed policies and procedures.

Characteristics: The Compliance PMO is primarily focused on risk management and governance. It provides oversight to ensure that projects are compliant with the necessary standards and regulations, often in highly regulated industries like healthcare, finance, or government.

4. Centralized PMO

Role: The Centralized PMO is responsible for consolidating and standardizing project management practices across the entire organization. It acts as a central hub for project governance, methodology, and resource management, ensuring consistency and alignment across all projects.

Characteristics: The Centralized PMO has a high level of authority and influence, providing centralized governance and control over project processes, resources, and tools. It is responsible for defining and enforcing standardized project management practices across the organization.

How to choose the right type of PMO (7 tips)

Now that you have a fair idea of what types of project management offices are out there, you need to cross match the PMO type that will best suit the needs of your organization and your project teams.

Choosing the right type of Project Management Office (PMO) for your teams and organization is a critical decision that can significantly impact the success of your projects and overall business objectives. I will share with you some practical tips for PMO Leads, Project Management Champions, and Chief Technology Officers (CTOs) when selecting the appropriate type of PMO.

Here are 7 tips on how to choose the right type of Project Management Office for your organization:

1. Assess Your Organization’s Size and Complexity

Small to Medium-Sized Organizations: Start with a Supportive or Individual PMO. These models offer templates and guidance without heavy governance, making them ideal for early-stage project management maturity.

Large or Complex Organizations: A Centralized PMO, Enterprise PMO (EPMO), or Decentralized PMO may be better suited for managing multiple projects and ensuring coordination across departments.

2. Align with Organizational Strategy and Goals

Strategic Projects: Choose an EPMO to align projects with long-term business transformation goals.

Operational Focus: Opt for a Delivery PMO to ensure on-time project execution or a Compliance PMO for regulatory adherence.

3. Determine the Level of Control Needed

Low Control: A Supportive PMO is best for experienced teams needing only resources and advice.

Moderate Control: Use a Controlling PMO to enforce standard processes while allowing some flexibility.

High Control: A Directive PMO takes a hands-on approach, managing projects directly for tighter governance.

4. Consider Culture and Change Readiness

Innovative Culture: An Activist PMO promotes change and new methodologies to drive innovation.

Risk-Averse Culture: A Compliance PMO prioritizes adherence to policies and regulatory requirements.

5. Evaluate Resource and Capability Needs

Limited Resources: A Supportive PMO is cost-effective and easy to implement.

Mature Capabilities: A Centralized PMO or EPMO handles complex projects and strategic portfolios.

6. Involve Stakeholders

Engage executives and project managers early to align the PMO with strategic objectives and ensure team buy-in.

7. Continuously Adapt

Regularly assess the PMO’s effectiveness and evolve it to meet changing organizational needs.

A quick guide on selecting the right PMO type for your organizations:

  • Supportive PMO: Best for small organizations or early-stage maturity.
  • Controlling PMO: Ensures consistency and standardization.
  • Directive PMO: Provides high control over project execution.
  • Enterprise PMO: Aligns complex projects with strategic goals.

By considering these factors, you can select the PMO type that best supports your organization’s success.

Set up a centralized PMO with Microsoft 365

If your work and data lives in the Microsoft tenant, then you don’t need to look further while setting up your new project management office. The chances are your teams are already familiar with Microsoft 365 apps including Office – minimizing the learning curve and resistance to change. Microsoft 365 provides a comprehensive, flexible, and scalable ecosystem to support a centralized PMO. By leveraging familiar tools like Teams, SharePoint, Power BI, and BrightWork 365, organizations can enhance collaboration, improve governance, and drive better project outcomes—all while maintaining cost efficiency and security.

Choosing the right tool that integrates with Microsoft 365

Using a project management solution that is built on the Microsoft 365 will make the transition smoother. Introducing and adopting a new software is one of the biggest challenges for new PMOs. Enabling your teams with a project management that is built to integrate and scale in their existing environment can be key to reducing any resistance to change. BrightWork 365, built on Microsoft 365, offers an integrated and scalable project management solution for setting up a centralized Project Management Office (PMO).

Here are 9 steps to setting up a PMO on Microsoft 365 with BrightWork 365:

1. Define the PMO Vision and Goals

Clearly outline the purpose, objectives, and scope of your centralized PMO. This will help you align the PMO with organizational strategy and clarify its role in governance, resource management, and project delivery.

2. Configure BrightWork 365

Install and configure BrightWork 365 in your Microsoft 365 environment. Access BrightWork 365 via the Microsoft AppSource Marketplace. Integrate the solution with Microsoft Teams, Power BI, and SharePoint for seamless collaboration and reporting. This step ensures the solution is tailored to your organization’s project management needs, including templates, workflows, and dashboards.

3. Establish Standardized Processes

Use BrightWork 365 out-of-the-box project management templates to standardize project management methodologies (e.g., Agile, Waterfall, or hybrid). Customize templates for project initiation, planning, execution, and closure. Define workflows for task assignments, approvals, and risk tracking. The goal is to promote consistency across all projects in the organization.

4. Set Up Centralized Governance

Use BrightWork 365 to create a centralized governance framework. Define roles, responsibilities, and decision-making processes. Apply the centralized reporting dashboards to monitor compliance with governance standards. This ensures all your projects adhere to organizational policies and best practices.

5. Implement Resource Management

Leverage BrightWork 365 resource management tools to allocate resources effectively. Set up resource tracking to monitor availability and utilization. Assign resources to projects based on skills and capacity. The goal is to optimize resource allocation across the project portfolio.

6. Create Real-Time Reporting and Dashboards

Configure Power BI and BrightWork 365 to provide real-time visibility into project performance. Use out-of-the-box dashboards for tracking KPIs like progress, risks, budgets, and timelines. Share live reports with stakeholders through Microsoft Teams or SharePoint. Enhanced reporting will improve decision-making using actionable insights and transparency.

7. Foster Collaboration

Leverage Microsoft Teams integration to enable seamless collaboration. You can set up Teams channels for projects and connect them to BrightWork 365. Share project updates, documents, and tasks in a centralized location to enhance communication and teamwork across project teams.

8. Train Teams and Roll Out

Train project managers, team members, and stakeholders on how to use BrightWork 365 and Microsoft 365 effectively – with continuous support from the BrightWork team. Provide guides, workshops, or on-demand training sessions. Establish a support mechanism to address user questions and feedback. Ensure user adoption and smooth implementation of the PMO.

9. Monitor and Evolve the PMO

Regularly evaluate the performance of the PMO using BrightWork 365 reports. Gather feedback from teams and stakeholders to identify areas of improvement. Adjust templates, workflows, or dashboards as organizational needs evolve. Continuously improve the PMO’s effectiveness and alignment with business goals.

Setting up a centralized PMO with Microsoft 365

BrightWork 365 leverages Microsoft 365, Power Platform, and Teams to enable PMOs with a centralized project management system.

BrightWork 365
Shubhangi Pandey
Shubhangi Pandey

BrightWork Content Marketer

Shubhangi is a product marketing enthusiast, who enjoys testing and sharing the BrightWork 365 project portfolio management solution capabilities with Microsoft 365 users. You can see her take on the experience of the template-driven BrightWork 365 solution, its unique project management success approach, and other personalized services across the site and social channels. Beyond BrightWork, Shubhangi loves to hunt for the newest Chai Latte-serving café, where she can read and write for hours.

Read Full Bio
Don't forget to share this post!