We talk a lot about processes that PMOs can bring to organizations to enable the successful delivery of change. But, looking at social media and blogs, it seems like PMO people are most focused on trying to avoid failure. Building a community of practice can be a great support network for PMOs. In this article, we will explore how communities help PMO teams engage better and why now is the perfect time to build one.

What Are Communities of Practice?

A community of practice (CoP) is a group of individuals who share a common interest, profession, or goal and regularly meet up to share knowledge and experiences. In project management, this means project professionals, sponsors, and PMO members learning together to improve delivery outcomes and professional capability.

According to researchers Etienne and Beverly Wenger-Trayner, CoPs are defined by three core elements:

Domain: A shared area of focus that defines the scope and purpose of the community.
Community: People who engage in joint activities, build relationships, and support each other.
Practice: Shared knowledge, tools, stories, and frameworks developed through interaction.

When these three elements are present, collective learning takes place, resulting in a vibrant, value-adding community.

Why Are Communities of Practice Important in PMOs?

While PMOs typically focus on governance, reporting, and process, they also sit at the crossroads of change, collaboration, and culture. Communities of practice add a vital human layer to this mix by:

Breaking down silos between teams and departments.
Enabling continuous learning and shared problem-solving.
Creating space for innovation, feedback, and emotional engagement.
Enhancing stakeholder buy-in by involving people in shaping change.

Especially during times of transformation, CoPs provide a structure for informal yet focused knowledge sharing that helps teams navigate challenges together. When PMOs foster these communities, they also improve their own credibility, adaptability, and influence across the business.

Why Do PMOs Need More Than Just Process?

While it is common to associate PMOs with frameworks, templates, and control, this creates a limited view of the position. In practice, the PMOs that thrive are those that build real relationships and positive reputations.

PMOs can have the reputation of being too bureaucratic or disconnected. This perception often stems from the pressures of risk management and process enforcement.

However, through my experiences within the industry – like judging the APM PMO of the Year Award– a clear pattern emerged. High-performing PMOs are motivated by passion, not just process. Successful teams are enthusiastic about project outcomes, enabling change, and most importantly, their people. That energy becomes visible in awards, presentations, and even day-to-day collaboration.

Key takeaways:

Passionate PMOs inspire greater engagement.
Culture and connection often outweigh pure compliance.
Relationship-building improves delivery and trust.

What Can PMOs Learn from Brand Communities?

Many successful brands today are built on community engagement. Rather than broadcasting messages, they involve users in shaping services and products. Take Monzo as an example. The banking brand has built a dedicated customer base by involving users in shaping its banking services through transparency and active engagement on social platforms.

This growing approach attracts consumers who increasingly value authenticity within brands. Businesses that embed themselves within communities cultivate genuine, lasting relationships while growing organically.

The key takeaway from PMOs is to involve your stakeholders in shaping delivery approaches. Through workshops, open forums, or collaborative group work – stakeholders become advocates, not just participants.

How Do Community Businesses Thrive?

Despite challenging economic conditions, a recent report from Power to Change found that UK community businesses saw an average income of £154,000 in 2024, surpassing pre-pandemic levels which highlights their resilience and profitability.

A prime example of this is The Big Issue. This social enterprise, which supports homeless people by offering them the opportunity to sell magazines on the street, has become a key player in community engagement. By promoting social good and providing sellers with a meaningful source of income, The Big Issue has built a network of loyal readers and sellers who view the magazine not just as a product but as a way to support positive change.

Brands looking to emulate community businesses can take inspiration from The Big Issue’s approach and strengthen their own ties with local communities and align themselves with social values that resonate with customers.

Lessons for PMOs:

Align with your stakeholders’ values and goals.
Enable people to contribute meaningfully.
Build loyalty by building trust.

What Does a Sustainable Community Strategy Look Like?

Research published in McKinsey & Company’s ‘Community Flywheel’ model further supports the case for community-driven strategies. It highlights the importance of the shift from transactional marketing to sustainable brand ecosystems, where customers evolve into brand advocates.

Patagonia, the outdoor clothing brand, embodies this approach. With initiatives like ‘Worn Wear’ (which encourages customers to repair rather than replace clothing), the brand aligns themselves with sustainable practices and has created a loyal, value-driven community.

In a PMO context, communities involve continuous learning, stakeholder ownership, and long-term cultural alignment that go far beyond a single engagement session.

How Does Social Commerce Reflect Community Value?

By 2028, the US is expected to have over 116 million social buyers, a significant increase from 90 million in 2021. This shift is not just about convenience, it reflects a desire for genuine, community-led interaction in purchasing decisions.

Brands like Marks & Spencer, with their “I’m Mark and I’m Spencer” campaign, have successfully combined personality with purpose—creating not just engagement, but identity. PMOs can apply this approach by personalizing their presence and building narratives around value, progress, and inclusion.

What Are Real-World Examples of Community-Driven Strategy?

Brands like Walmart and Target show how grassroots engagement fosters brand loyalty. Walmart engages with communities through its “Walmart Foundation,” which provides grants to local organizations, supports disaster relief efforts, and funds educational programs.

Target has a strong focus on community engagement through its “Target Circle” loyalty program, which allows customers to vote on how Target should allocate funds to local nonprofits. They also support local schools and community projects.

These examples highlight the power of local, consistent, authentic outreach—a strategy that PMOs can emulate by championing internal communities, recognizing contributors, and aligning with people on a cultural level.

How Can PMOs Create Their Own Communities of Practice?

Building a community of practice within a PMO doesn’t require a massive overhaul – you just need to intent and commitment to start!

Not sure how to begin? Why don’t you start by considering these factors:

Understand your organization’s readiness for change: Are you building a community to navigate challenges or to grow maturity?
Know your organizational culture: Are you adapting to the environment or trying to replicate a previous role?
Assess your PMO maturity: A maturity review helps identify where support is needed and where strengths already exist.
Invest in relationships: Talk to people. Don’t just email. Build trust and connection through everyday interactions.
Align with your audience: When stakeholders are involved and valued, they’re more likely to support your journey.

What Makes a Community of Practice Sustainable?

Communities don’t build themselves and they won’t last without ongoing care. Building trust, culture, and shared language takes time.

Here’s a simple mindset to adopt:

Start small. Stay consistent. Focus on connection.

Set yourself a personal challenge over the next 13 weeks (the time it takes to form a habit). Each day, do one small thing:

Call a colleague
Share a lesson learned
Invite someone to coffee (virtual or in person)
Celebrate someone else’s success

These small actions lay the foundation for a self-sustaining, engaged, and supportive PMO community.

Final Thoughts: Why the Future of PMOs Is Community-Led

Digital trends indicate that 44% of marketers believe communities, especially those that extend beyond social platforms, will be a leading force in 2025. The same trend is emerging in project delivery.

PMOs that embrace community are no longer seen as just governance structure, they become enablers of change, learning, and resilience. By creating CoPs, PMOs can transition from managing projects to transforming organizations.

FAQs: Communities of Practice in Project Management

What is a community of practice? A group of professionals who share a domain of interest and regularly interact to learn, share, and evolve their practice.
Why are communities important in PMOs? They promote collaboration, improve engagement, and support better project outcomes.
How can a PMO start building one? Begin with relationship-building, assess readiness and maturity, and create space for peer learning.
How long does it take to establish a strong community? Expect at least 12–13 weeks of consistent effort to build momentum and culture.