PMO Workforce Planning

  • December 10, 2023

Effective workforce planning will enable your PMO to meet today's demands and anticipate future challenges. While the Competency Matrix is a fundamental tool for skill mapping and gap analysis, it represents just one component of a broader, strategic workforce planning initiative. 

Advanced Workforce Planning for PMOs

Building a PMO equipped to tackle current project demands and future organisational shifts requires a multifaceted strategic approach, focusing on skill assessment, future-proofing, and fostering a culture of agility and continuous learning.

Assessing Capabilities

Alignment with Organisational Goals

Start by ensuring your PMO's objectives and project portfolio are in lockstep with your organisation's overarching goals. Whether your focus is on digital transformation, market expansion, or operational efficiency, this alignment dictates the requisite skills and competencies.

Skills Inventory via the Competency Matrix

Utilise the Competency Matrix to conduct a detailed inventory of your team's capabilities. For a PMO, this might include:

  • Project Management Methodologies: Proficiency in Agile, Scrum, Waterfall, or hybrid methodologies tailored to project types and organisational culture.
  • Technical Skills: Understand PM tools like Microsoft Project, Asana, or JIRA, and familiarity with ERP systems or CRM software relevant to your projects.
  • Business Analysis and Risk Management: Skills in SWOT analysis, risk assessment models, and the ability to use business intelligence tools like Power BI or Tableau for project analytics.
  • Soft Skills: Leadership, communication, problem-solving, and negotiation skills to navigate stakeholder expectations and team dynamics effectively.

Future-Proofing Your PMO

Anticipating Changes

Keep ahead of emerging trends in project management, such as the rise of AI and machine learning in project analytics or the growing importance of sustainability and CSR in project criteria. How will these trends impact the skills needed within your PMO?

Balancing Recruitment and Training

Identify whether to fill skill gaps through recruitment or internal development. For instance, emerging trends like data privacy projects may require new legal expertise or additional training for existing project managers in GDPR compliance.

Promoting Flexibility and Continuous Improvement

Agile Project Teams

Adopt flexible team structures that dynamically adjust to project needs, leveraging cross-functional expertise and fostering a culture of collaboration and knowledge sharing.

Learning-Oriented Culture

Encourage continuous professional development and knowledge exchange within your PMO. Offer access to certifications (e.g., PMP, PRINCE2), workshops on the latest project management software, and forums for sharing best practices.

Integrating Comprehensive Workforce Planning Tools

Beyond the Competency Matrix, effective PMO workforce planning encompasses:

Professional Development and Training

Develop targeted training programs to address identified skill gaps or to prepare the team for upcoming project demands. This might include advanced courses in Agile leadership, certifications in risk management, or workshops on leveraging AI in project planning.

Succession Planning and Leadership Development

Utilise the insights from your Competency Matrix to plan for leadership succession within your PMO, ensuring a pipeline of talent capable of stepping into critical roles. This includes mentoring programs for potential leaders and cross-training to ensure knowledge continuity.

Performance Alignment

Align performance management processes with the strategic objectives of your PMO and the broader organisation. Establish measurable KPIs that reflect project outcomes, team collaboration, and individual skill development.


An advanced approach to workforce planning in your PMO is about more than filling skill gaps; it's about building a strategic, agile, and forward-looking team capable of driving project success across the organisation. Your PMO can become a pivotal driver of organisational growth and resilience by conducting a detailed skills inventory, planning for future project requirements, and fostering a culture of continuous learning and adaptability.