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5 PMaaS Best Practices That Help Organizations Meet Their Goals

March 12, 2024 | by Carrie Capili

In our research, organizations using PMaaS reported a 30% increase in project success rates.

High-stakes projects put organizations’ methods and resources to the test.

If you do not have the appropriate resources, you need to look outwards to supplement, keep costs down, and keep the project on time.

​​More than half (54%) of organizations use contracted resources to manage projects that use adaptive approaches to project management. 

The newest and most impressive of these contracted resources is Project Management as a Service (PMaaS.) 

Our research, “The Adaptive Organization 2024,” identified 5 key best practices that help organizations meet their goals with PMaaS.

30% Increase in Project Success Rates Reported with PMaaS

Growth and unexpected challenges can be difficult to manage, and taking advantage of new opportunities requires a proactive perspective and responsiveness.

Project Management as a Service (PMaaS) is a new, dynamic, and comprehensive form of project management consulting that offers organizations the flexibility and expertise needed to handle complex projects. 

Unlike other consulting models, PMaaS takes a more hands-on approach by assuming full responsibility for the project's success, from initial planning to final delivery.

The effectiveness of this form has been clear. In our research, organizations using PMaaS reported a 30% increase in project success rates.

The Best Practices of PMaaS

1. Developing clear requirements for engaging third parties to provide PMaaS

Establishing clear requirements when engaging third-party providers for PMaaS is critical for aligning their services with your project goals and organizational culture. 

Begin by defining the project’s scope and objectives to ensure the provider understands the project's purpose and desired outcomes. This includes…

  • A comprehensive overview of the project
  • Specific objectives
  • Key deliverables
  • Major milestones

Establish Performance Metrics 

These metrics should be measurable and aligned with the project’s objectives, such as key performance indicators (KPIs) relevant to the project, like time to completion, budget adherence, and quality of deliverables.

Communicate your Organization’s Culture and Standards

Share your company’s core values, operational practices, and preferred communication protocols, including methods and frequency of updates and meetings.

2. Engaging in PMaaS as a one-time partnership (for a single project or program)

By engaging PMaaS as a one-time partnership, organizations can address the specific needs of a particular project with access to highly skilled project managers and resources tailored to the project's requirements.

Cost-Effectiveness 

Organizations also only pay for the services needed during the project's duration, avoiding the long-term financial commitments associated with permanent hires. 

This flexibility allows companies to manage budgets more efficiently and allocate resources where they are most needed.

Rapid Mobilization

PMaaS providers can quickly assemble a team of experts to get the project off the ground, reducing the time typically spent on recruitment and onboarding. This swift deployment is crucial for projects with tight deadlines or those requiring immediate attention.

3. Engaging a third party to handle stakeholder communications

Effective stakeholder communication is crucial for maintaining confidence and alignment throughout the project lifecycle. By outsourcing this responsibility to a PMaaS provider, organizations can ensure:

  • Timely Updates: Stakeholders receive regular, timely updates on project progress.
  • Clear Information: Information is communicated clearly and consistently.
  • Consistent Messaging: All stakeholders receive the same messages, reducing the risk of misunderstandings.

Expertise and Impartiality

Third-party providers bring a level of expertise and impartiality that can be particularly beneficial in managing stakeholder expectations. They are skilled in:

  • Delivering News Diplomatically: Handling both good and bad news with tact.
  • Ensuring Transparency: Keeping stakeholders informed about project progress, challenges, and any changes in scope or timelines.

Freeing Up Internal Resources

Outsourcing stakeholder communications also frees up internal resources, allowing the project team to focus on core tasks and project execution. The PMaaS provider takes on responsibilities such as

  • Preparing and Delivering Status Reports: Ensuring stakeholders are regularly updated.
  • Organizing Stakeholder Meetings: Managing the logistics and content of meetings.
  • Handling Inquiries and Concerns: Addressing stakeholder questions and issues promptly.

4. Engaging a third party to support their teams with remote project management

Engaging a third party to support your teams with remote project management can significantly enhance productivity, collaboration, and project success. 

PMaaS providers bring specialized skills and tools for effective remote management, such as…

  • Advanced collaboration platforms
  • Streamlined workflows
  • Centralized documentation

With extensive experience in remote management, PMaaS providers offer effective leadership, implement best practices, and provide training to help your team adapt to remote work environments. 

This expertise ensures remote teams remain motivated, productive, and aligned with project goals.

5. Engaging a third party to handle project administration, documentation, and scheduling

Engaging a third party to manage project administration, documentation, and scheduling can significantly streamline project operations and improve efficiency. 

PMaaS providers offer specialized support in these areas, freeing your internal team to focus on core project tasks and strategic decision-making.

Streamlined Project Administration

PMaaS providers handle all administrative tasks, ensuring that projects run smoothly and efficiently. 

This includes setting up project frameworks, managing timelines, and coordinating resources. By outsourcing these responsibilities, organizations can reduce administrative burdens and ensure that projects adhere to established processes and schedules.

Accurate and Comprehensive Documentation

Effective documentation is crucial for project success. 

Third-party PMaaS providers ensure that all project documents are accurate, comprehensive, and up-to-date. 

This includes creating and maintaining project plans, reports, meeting minutes, and other essential documents. Proper documentation helps in tracking project progress, identifying issues early, and maintaining a clear record of project activities.

Meet Your Organization’s Project Management Goals

Download our comprehensive research report to learn more about how PMaaS can revolutionize your project management approach and help your organization achieve its goals. 

Download the full research report to learn how you can enhance your project success rates, reduce costs, and improve overall efficiency.

Transform your project management today with the proven benefits of PMaaS.

Next Steps:

About the Author

Carrie Capili

Carrie Capili leads the marketing and research initiatives for PM Solutions and PM College. Notable accomplishments include managing the development of innovative thought leadership pieces such as primary research reports, books, white papers, and case studies that help educate the market on project management trends and best practices and articulate the value proposition of the company’s services in substantive ways.

You can reach Carrie at ccapili@pmsolutions.com.

View Posts by Carrie Capili

Carrie Capili

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