Because the Label Doesn’t Mean Anything Anymore
We once had a client who thought they were buying strategic PMO as a Service. What the vendor delivered was just a SharePoint folder, some templates, and a freelancer in Poland.
That story’s not unique.
You’ve probably seen your own version.
The problem is: everyone uses the PMOaaS label, but nobody means the same thing.
One group is selling admin support. Another’s offering bodies. A few talk strategy, but can’t show you how they execute.
So how do you tell who’s legit?
These six questions will help. They’re plainspoken, uncomfortable, and designed to surface the truth—before you commit time, budget, or credibility to the wrong vendor’s model.
The Questions That Separate Strategic Execution from Everything Else
1. What do you actually manage—templates, people, or the outcomes?
“If I handed you a portfolio of 30 active initiatives, what exactly would you take off my plate?”
If the answer is mostly about filling roles, updating trackers, or producing reports—you’re not buying execution. You’re buying labor. Make sure the provider takes responsibility for delivery, not just logistics.
2. How do you surface the hidden work that’s draining capacity but never shows up in the PMO portfolio?
“How do you give executives visibility into hidden work happening outside the PMO—like pet projects, compliance efforts, or ops-led initiatives?”
Most providers can track what they’re assigned. Few can identify the rogue work that quietly eats up resources and derails the plan. This question reveals whether they understand the full picture—or just the part they’re paid to watch.
3. What does your governance model look like—and who actually has the authority to say ‘no’?”
“Can you show me how governance works in practice—who makes the tradeoffs, and how are competing priorities resolved?”
Every vendor says “we do governance.” But when two projects collide, who makes the call? This question cuts to the heart of execution—because if no one owns prioritization, nothing gets done.
4. What happens when priorities shift—how fast can your model adapt?
“Walk me through a real example where priorities changed mid-quarter. What changed in your delivery model—and how quickly?”
Things will change. Budgets shift. Sponsors leave. Urgent work surfaces. The real test isn’t how clean the plan looks in January—it’s how fast and cleanly your provider adapts in March.
5. When things go sideways, do you have the credibility to tell the truth—and get listened to?
“Give me an example of when you had to deliver hard news to senior leadership. How did you do it—and what changed as a result?”
Execution fails quietly when no one speaks plainly. You need someone experienced enough to deliver hard truths—and steady enough to stay in the room after they do. This question helps you find out whether they have that gear.
6. What’s your actual method for delivering complex programs—and can I see it?
“Do you follow a defined delivery framework—and can you show how it’s applied across multiple engagements?”
Anyone can say “Agile.” Anyone can say “PMI.” That’s not a method—that’s a vocabulary. If your provider can’t explain their repeatable approach, they’re selling buzzwords, not delivery. Better yet, can they show you their execution framework and how does it work in the real world?
The Cost of Getting This Wrong Isn’t Just Money
When PMOaaS is just a label—when it’s vague, toothless, or misrepresented—your initiatives stall. Your people get frustrated. You burn a year trying to fix a portfolio problem with the wrong tool.
The good news.
Asking better questions in due diligence, exposes the gap early and reduces the risk of buyers remorse.
If the answers feel vague, generic, or rehearsed, that tells you everything you need to know.
And if you’re still looking for what right sounds like—
👉 Here’s how we define PMOaaS that actually delivers real execution.
