Executive Summary
Change is inevitable—but getting people on board is often the hardest part. In Getting People On Board: Real-World Change Management for PMO Leaders, Matt Henderson breaks down the human side of change that derails even the best project plans: resistance, confusion, and fatigue. This blog offers a practical roadmap for PMO leaders to drive meaningful adoption without an army-sized change team. From defining a clear “why” to engaging champions, communicating consistently, and building confidence through role-specific training, Matt shares actionable strategies grounded in real-world experience. The key? Make change personal, manageable, and outcome-driven. For PMOs aiming to move beyond compliance into lasting maturity and performance, effective change management isn’t optional—it’s mission-critical.
Let’s be honest—change is hard. Whether you’re rolling out a new project delivery framework, implementing a sleek new tool, or standardizing templates across departments, it’s rarely the process or the tech that creates the biggest headaches. It’s the people part. Resistance. Confusion. Fatigue. Sound familiar?
If you’re leading a PMO, you’ve likely seen firsthand how a great idea can stumble if your team isn’t fully on board. That’s why solid, thoughtful change management isn’t just a “nice to have”—it’s essential for adoption, maturity, and long-term success.
So, how do you get people not just to accept change, but to embrace it?
Why People Resist Change (and What You Can Do About It)
Resistance usually isn’t about being difficult. It’s about fear, uncertainty, or just not seeing the “why” behind the shift. Here are a few common reasons PMO changes stall out:
- Lack of context – “Why are we doing this?”
- Change overload – “Another new tool? Seriously?”
- Perceived threat – “Will this make my job harder—or replace me altogether?”
- Poor communication – “I didn’t even know this was happening.”
Understanding these root causes helps you plan your response. That’s where thoughtful change management comes in.
The Core Pillars of PMO-Friendly Change Management
You don’t need a massive OCM team or enterprise-wide initiative to be effective. But you do need a framework. Here’s a simplified approach that works well in real-world PMO environments:
- Start with “Why” (and Make It Meaningful)
Before launching any new process or tool, take time to build a compelling case for change. How will this make life easier for your project managers? Help executives get clearer visibility? Free up time? Automate repeatable tasks?
💡 Tip: Frame benefits in terms of outcomes people care about, like less manual reporting, fewer missed deadlines, or better collaboration—not just “alignment” or “efficiency.”
- Engage Early Champions
Identify the people in your organization who are curious, flexible, and influential. Bring them into the fold early. Let them test the tool, provide feedback, and become advocates.
“When you hear it from a peer instead of a policy, it hits differently.”
- Communicate Clearly, Often, and in Human Terms
Use simple, jargon-free language. Share updates through multiple channels—emails, short videos, lunch-and-learns. And make it two-way. Ask for feedback. Address concerns.
Pro tip: Consistency matters more than perfection. It’s better to communicate early and often, even if the details are still forming.
- Train for Confidence, Not Just Compliance
Training shouldn’t feel like a box to check. Offer short, role-specific sessions that show people how the change impacts their day-to-day. Reinforce with job aids, videos, or office hours.
Make adoption feel achievable, not overwhelming.
- Celebrate Small Wins and Adjust Along the Way
Recognize early adopters. Share success stories. Show progress through data or anecdotes. And be open to iterating your rollout plan if feedback suggests something isn’t landing.
Change doesn’t have to be perfect to be effective—it just needs to keep moving forward.
The Long Game: From Adoption to Maturity
Successful change management doesn’t end when the rollout is “done.” True PMO maturity comes from ongoing reinforcement, learning loops, and continuous improvement.
Ask yourself:
- Are people using the new processes or tools consistently?
- Do they feel confident and supported?
- Are we seeing better project outcomes as a result?
If not, revisit your approach. Mature PMOs treat change as a continuous process, not a one-time event.
Final Thought: You’re Not Alone
Every PMO leader has faced change resistance. It’s normal. But with the right approach, you can turn that resistance into momentum. And when your people start to see the value—not just in theory, but in their actual work—you’ll see adoption, engagement, and performance all start to climb.
You’ve got this. And if you’d like a partner to help bring your vision to life, we’re here to support you. Click here + let’s chat!
Prefer to email us? Reach out to Kolme Group at ppmanswers@kolmegroup.com to talk through your change challenges—we’re always happy to help.
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