Standard | How to On-Boarding New Project Managers

When new project managers join PMO, it is essential to help them to understand their scope of work, get to know the team, learn PMO guidelines on project management process and standards, and understand the organization's structure and culture. Here is a detailed guide to building a 21-day (3 weeks) onboarding process. 

Day 1-7 (1st week): Taking the Training 
We need to ease new project managers into their role in the first week. We need to be efficient but also consider the challenge for people working in a brand new environment. Some critical tasks to consider: 

• Assign a PM in the group to be the buddy for the project transition. We can create a knowledge transfer (KT) document outlining the immediate responsibility and a 3-week transition plan. The plan should include 1 week for training, 1 week for the new PM to shadow the current PM, and 1 week for the new PM to take the lead and let the current PM follow the sessions. All the training documents, tool instructions, KT sessions, and organization overview documents should be recorded in the KT document. This helps review if there is any knowledge gap later. 

Day 8-14 (2nd week): Introducing to the Project Team

• Invite the new PM to the PMO team meeting. Introduce the team, and explain their role with the team. 
• Create 1on1 meeting to go over PMO Project Manager On-Boarding Guideline to explain the project management process, documentation standards, meeting guidelines, tools, and governance rules. It's essential to outline communication basics such as how to update status.
• Assign the PMO some simple tasks to familiarize him with the tools and project management process. 
• Get ready to report project status without managing it. 
• Arrange 1on1 meetings with critical stakeholders 

Day 15-21 (2nd week): Getting Feet in the Water 

• Go over key responsibilities and expectations for their role in 1on1 meeting 
• Review project management process and task plan. 

Note that the onboarding process is short (21 days) to enable contractor-based business. The onboarding process can be longer (30-60-90 days) for employee-based PMOs with more career development effort. We will chat about it in the future. 


​Project Manager On-Boarding Guideline ​

​Summary - Learn about your role 

• The project manager's main focus includes
  • Execution of PMO standard and process 
  • Lead project coordination and communication 
• Sample Daily Activities
  • Host project meetings with sprint planning and status updates
  • Write document meeting minutes, decisions, and communication memos.
  • Create and review project plans.
  • Provide management reports

Week 1 Setting up and Attend Training 

• ​Setting up the computer, install software and tools (collaboration tools, email, presentation, project management, document repository, corporate directory) 
• Attend knowledge transfer sessions (KT) and training classes 
• Review PMO Guideline 

Week 2 Getting Started 

• Identify people you'll need to meet with on an ongoing basis and schedule introduction 1:1 calls. 
• Make sure you're invited to all critical meetings or schedule your own in Calendar.
• Update the tracking document for your 1:1 sync with your manager and review project management guidelines in the 1:1 meeting
• Create with weekly project report with the current project manager providing the information. 
• Shadow current PM for the projects

Week 3 Start with Help 

• Take over the projects with the current PM shadowing and providing assistance. Depending on the project's complexity, this can last 1-2 weeks. 
• Review the project management plan with your manager and get ready for the weekly review report

Frequently Asked Questions 

1. What should I do if developer keep asking me to follow-up with their technical requests?
2. Why do I need to include project summary page in project status meeting agenda?