1. Outline How to Communicate
Even relatively simple projects can become complicated when communication gets messy. If important project information is shared in multiple ways, it’s easy for people to become uninformed. Suddenly people aren’t on the same page and don’t know how the project is going. To prevent this, clearly outline to teams how they should communicate. What types of information are acceptable to be shared verbally in a meeting and what needs to be in writing? Where is project information documented? Or even simply, what needs to be a meeting versus an email? When the communication pathways are understood by project teams, it keeps the big picture clear.
2. Cut Out the Fat
There are likely processes, meetings and activities in your organization that have become unnecessary. That’s okay! It’s a sign that your organization and its needs are evolving. When a process or meeting no longer serves you, let it go and replace it with something that does. When thinking of removing unnecessary processes, meetings and activities, there might be a few things that immediately come to mind. However, if you need help identifying unnecessary activities, start with the things you do on a daily and weekly basis and then consider the things you do regularly on a longer basis like monthly and quarterly. Ask yourself if these are absolutely needed or if they could be removed or adapted.
3. Talk to Your Teams
Reducing complexity isn’t just for the PMO, it’s for everyone. When considering where things can be simplified, ask project teams what they think. What parts of their job can be simplified? What parts of their job are extraneous? You won’t be able to grant them everything, but their responses will give you a good idea of complexity at other levels in your organization and where you can reduce complexity.