Kicking off a project can feel daunting for many reasons. You might be implementing new software and a completely new process. Others in your organization may be nervous about the change, but you understand the long-term benefits and rewards. Perhaps your reputation is on the line for the project’s success.

What if there was a way to minimize and mitigate risks, navigate the change management process, and ensure a successful implementation? The answer is the Project Management Office (PMO). At Quavo, we have developed a strong PMO team with years of experience and proven delivery methods, focused on two simple yet effective concepts that build trust with our clients: Communication and Consistency.

Communication

Communication is crucial in any project. It facilitates collaboration between stakeholders and project managers, aligning goals, expectations, and actions. According to the Project Management Institute (PMI), communication is the ultimate success factor in any project. Project Managers often spend about 90% of their time communicating, whether through calls, meetings, project plans, or status reports. 

Open and transparent communication between project teams and leadership is essential for keeping everyone informed and enabling adaptability to address issues promptly. For example, as circumstances and business needs evolve, it’s crucial to communicate these changes so that plans and strategies can be adjusted accordingly to navigate emerging challenges. 

At Quavo, we place high value on communication as a strategic function: 

• Active Listening: We listen intently to understand our clients’ needs and prioritize tasks for execution. As consultants, we provide honest feedback on ideas, helping clients make informed decisions. 
• Memorializing Decisions: Documenting decisions ensures clarity and helps track how past choices impact outcomes. We leverage AI tools to take meeting notes and provide summaries, ensuring stakeholders are informed even if they miss a meeting. 
• Reporting Project Health: We report on project health in the right mediums at the right levels, serving as your ultimate strategic ally and accountability partner.  We use tools like Asana for internal task management and governance reports for leadership. This allows us to track project progress and ensure alignment with the desired goals. 

Effective communication can’t be a one-time event. It needs to happen consistently throughout the project lifecycle. 

Consistency

Consistency builds trust and confidence. By following a steady, predictable approach, you show your stakeholders that they can rely on you. Here’s how we ensure consistency at Quavo:

• Regular Communication: We proactively flag risks and issues before they become blockers, ensuring everyone stays informed and aligned.
• Standardization: Using the same tools, templates, and methodologies throughout the project helps maintain consistency and reduces potential for confusion or miscommunication.
• Action Over Words: It’s not just about talking; it’s about delivering. It is vital to work with a partner who provides predictability and does what they say they are going to do when they say they’re going to do it. At Quavo, we ensure regular check-ins to keep things on track:
  • Daily: We meet with internal teams to track development tasks.
  • Weekly: We update the project plan and hold status meetings with stakeholders to review progress and next steps.
  • Monthly: We hold governance meetings to address any complex risks and ensure alignment.

While these strategies may sound simple or even obvious, the reality is that a high project failure rate exists in the software industry (up to 70%, according to McKinsey), indicating that these principles are not being properly applied. According to a study by PricewaterhouseCoopers, projects with effective communication are 58-68% more likely to successfully deliver on scope, achieve business objectives, and meet quality standards than those without effective communication. 

By focusing on Communication and Consistency, Quavo helps clients navigate the challenges of project implementation and achieve successful outcomes. 

Now, who’s excited to kick off the next project?