Executive Summary 

PMO leaders are no strangers to the chaos of inconsistent project practices—fragmented tools, siloed teams, and a constant push-pull between standardization and autonomy. In Matt Henderson’s latest blog, “Smart Governance, Not Red Tape: How to Standardize Without Slowing Down,” he lays out a pragmatic, five-step roadmap to bring clarity and control to project governance—without crushing innovation.

The post tackles the heart of the problem: how to create scalable governance that flexes with project complexity, encourages adoption through simplicity, and empowers teams instead of policing them. From establishing a governance baseline to tiering oversight based on project risk, Matt shares actionable strategies refined from years of supporting enterprise PMOs.

This is a must-read for executives and PMO leaders seeking to align strategic visibility with delivery autonomy. It’s not just about enforcing templates—it’s about building a framework your teams want to use. If your organization is ready to move from chaos to control, this blog delivers the blueprint to get there.

Building Project Governance That Actually Works

Let’s talk about a challenge that makes even the most seasoned PMO leaders sigh: Project Management Governance and Standardization.

You know the drill—one department’s running projects in Excel, another is halfway into some tool no one else uses, and a third is “going Agile” (but really just winging it). Meanwhile, leadership’s asking for consistent reporting and portfolio health updates across the board. It’s chaos dressed as productivity.

The Heart of the Problem

At its core, the governance challenge is a balancing act. You want consistency—repeatable processes, shared templates, clear metrics. But you also want teams to have enough breathing room to adapt and innovate. Too much control and you stifle progress. Too little, and things start unraveling fast.

Sound familiar?

This is where scalable governance comes into play—not the kind of governance that means more checklists, more approvals, more red tape. I’m talking about smart governance. Governance that guides rather than grinds.

Step 1: Start With a Baseline, Not a Blueprint

Too many organizations jump straight to “standard templates for everyone!” before understanding what’s really going on in their project ecosystem.

Instead, start by:

• Mapping out the types of projects your teams run (e.g., internal vs. client-facing, complex vs. quick-turn)
• Identifying common pain points—are they struggling with intake? Status reporting? Resource visibility?
• Auditing the tools and templates currently in play (you’ll often find five variations of the same thing)

The goal is to define what needs to be standardized—and just as importantly, what doesn’t.

Step 2: Define Governance Tiers

Not all projects need the same level of oversight. Create governance “tiers” based on complexity, cost, or risk.

For example:

• Tier 1 (High Risk/High Value): Full governance with detailed business case, formal stage gates, and executive oversight
• Tier 2 (Mid-Tier Projects): Lighter touch—standard intake and status reporting, but leaner checkpoints
• Tier 3 (Quick Wins or Pilots): Minimal governance—just enough structure to track and learn

This tiered approach lets your teams move fast when appropriate while still maintaining visibility and control where it counts.

Step 3: Build an “Adoptable” Framework

The best governance model in the world is worthless if people don’t actually use it.

So keep it:

• Simple. Shorter templates. Fewer steps. Clear guidance.
• Tool-supported. Embed governance into your project tools (whether you’re on ClickUp, Planview, monday.com, etc.). Make compliance easy, not a separate chore.
• Flexible. Allow for “wiggle room” where it won’t hurt the business. Think of it like lane markers on a highway—enough to guide traffic, but not so narrow it causes pileups.

And—pro tip—get end users involved in co-creating the framework. When people help shape it, they’re far more likely to use it.

Step 4: Reinforce with Coaching, Not Policing

Rollout is critical. If your PMs hear, “Here’s the new process, good luck,” it’s going to flop.

Instead:

• Provide real-time coaching and office hours
• Pair governance rollouts with tool training and change management
• Make governance part of how you enable delivery success—not a separate layer of bureaucracy

When PMs understand why it matters—and feel supported in doing it—they’re much more likely to follow through.

Step 5: Review and Evolve

Governance isn’t one-and-done. Set up a cadence (quarterly works well) to review what’s working, what’s not, and where adjustments are needed.

Use real-world feedback:

• Are project teams skipping certain steps? Maybe they’re not valuable.
• Are senior leaders still asking for off-template reports? Time to align on standards.
• Are some departments innovating better ways of working? Steal shamelessly and share broadly.

Treat your governance framework like a product—constantly iterating to meet user needs.

Final Thoughts: Make It Yours

The best governance model is the one that actually fits your organization’s size, culture, and complexity. Don’t copy-paste someone else’s framework just because it worked for them. Build one that’s rooted in your reality.

And remember: governance isn’t about control—it’s about clarity, consistency, and confidence.

When done right, it empowers your teams to deliver with more autonomy, not less.

Let’s Keep the Conversation Going

Need help building a governance model that actually works for your organization? You don’t have to go it alone. At Kolme Group, we’ve helped hundreds of PMOs strike the right balance between structure and flexibility. Let’s talk, simply click here and tell us how we can support you.

Email easier? Reach out at ppmanswers@kolmegroup.com and let’s build something great—together.