In November’s INSIGHT, we highlight the success factors of professional project management. Why do so many projects fail – and what makes them successful? This INSIGHT shows the role that clear goals, adaptive planning, communication and leadership play – and how the Project Management Office (PMO) as a strategic success factor takes project management to a new level in the long term.

The statistics are sobering: Only 19% of projects are considered successfully completed (KPMG study 2019). The causes are by no means random, but follow recognizable patterns: unclear objectives, poor communication, unrealistic schedules, lack of risk management, and inadequate resource planning. The problem lies not in a lack of knowledge about success factors, but in their inconsistent application.

 

The five pillars of project success

1. Strategic clarity and goal definition

The foundation for every project’s success is laid in the initiation phase. Goals must not only be clearly defined, but also realistic and strategically aligned. Many projects fail because their contribution to corporate value has not been measurably defined.

DIN 69909-1 emphasizes: Professional project management means not only completing a project on time but also selecting and implementing the right project. The PMO plays a central role here through standardized project evaluation and strategic portfolio management, which ensures that only value-creating projects are launched.

2. Robust and adaptive planning

The planning phase forms the foundation of the entire project process. However, the traditional understanding of a one-time, linear planning approach is no longer appropriate. Modern projects require adaptive planning approaches such as „rolling wave“ planning, in which plans are updated regularly.

Unrealistic time and resource plans lead to a vicious cycle of delays and quality losses. The Elbphilharmonie project impressively demonstrates how inadequate planning leads to massive delays and cost overruns. The PMO supports this process through standardized planning templates, resource coordination between projects, and the early identification of planning risks through cross-project analyses.

3. Effective communication and stakeholder management

Communication is considered the lifeblood of a project. Clear communication channels and modern collaboration tools are essential for the flow of information. At the same time, strategic stakeholder management is indispensable.

The stakeholder matrix, which assesses the influence and interest of the participants, serves as a central tool. Poor communication is primarily a cultural problem: According to a Hays study, a lack of trust between departments is a major reason for project failure. A strong project culture with a constructive feedback culture is the foundation for effective team and stakeholder management.

4. The human factor: leadership and team dynamics

Project success depends significantly on the human element. Project management has evolved from an administrator to a strategic leader. In addition to technical expertise, social skills such as emotional resilience and problem-solving skills are crucial.

The Tuckman model of team development (Forming , Storming , Norming , Performing) offers a valuable framework for understanding team dynamics. A crucial insight is that teamwork and motivation are often not the cause, but rather a manifestation of an already well-managed project. The PMO strengthens leadership competencies through systematic project manager development, coaching programs, and the provision of proven leadership tools.

5. Integrated risk and quality management

Risk management begins before the project begins and involves systematic identification, assessment, and treatment of risks. The risk value is calculated based on the probability of occurrence × the severity of the risk. This results in four strategies: avoidance, reduction, shifting, or acceptance.

Quality management is not a one-time testing process, but a continuous process throughout all project phases. Integrating ISO 9001 principles offers benefits through process standardization and continuous improvement. Risk and quality management are integral components of project management, not isolated disciplines.

Organizational success factors: Corporate culture as a driver of success

Project success depends significantly on corporate culture. The synergy between corporate and project culture is essential: When the two are harmonious, projects are perceived as an integral part of the corporate strategy, not as isolated endeavors.

The Project Management Office (PMO) as a strategic success multiplier

The PMO is far more than an administrative support unit—it acts as a strategic hub and success multiplier for a company’s entire project landscape. Its importance is reflected in three key dimensions:

• Strategic alignment and governance: The PMO ensures that all projects are consistently aligned with the corporate strategy. It develops and monitors project portfolios, prioritizes projects based on strategic value, and prevents resource waste through uncoordinated individual activities. It creates transparency in project selection through standardized evaluation criteria and decision-making processes.
• Methodological excellence and knowledge management: As the center of PM competence, the PMO establishes uniform standards, templates, and best practices. It acts as an internal advisor for project managers, offers coaching and mentoring, and ensures continuous training. Through the systematic collection and evaluation of project experiences (lessons Learned) organizational learning is institutionalized.
• Operational efficiency and risk minimization: The PMO monitors critical success factors across all projects, identifies problem signals early on, and coordinates countermeasures. It resolves resource conflicts between projects and optimizes capacity utilization. Through standardized reporting structures, it creates transparency for management and enables data-driven decision-making.

 

ADCONIA’s outlook

Professional project management combines operational excellence, human leadership, and a supportive corporate culture. The most common reasons for failure are avoidable errors in the initiation and planning phases. The PMO proves to be a critical success factor – it transforms project management from reactive crisis management to proactive strategic control.

The future will be shaped by the integration of AI to automate routine tasks, cloud -based collaboration tools, and increased management in digitalized environments. PMOs are increasingly becoming centers of excellence for digital transformation and agile working practices.

The central message: Project success is not a coincidence, but the result of a holistic approach that seamlessly integrates hard and soft skills. The PMO acts as the catalyst for this approach – institutionalizing excellence and makes success scalable. In an increasingly complex world, a mature PMO becomes a crucial foundation for competitiveness.

ADCONIA – Outside the Ordinary.

Consulting for purchasing, supply and value chain with a focus on cost management, digitalization, organizational development and sustainability