Overview
OptiGold PMO worked with a privately held US group operating several businesses under common ownership. Three of those businesses were in scope. Each ran project delivery with its own tools, templates, and conventions, and two were already working in monday.com.
Group leadership needed a comparable view of delivery performance across all three. That meant one shared definition of a project, a task, and a status, and planning and tracking work at a level that makes delivery comparable across businesses.
Key Outcomes
The engagement delivered several measurable improvements:
- 3 businesses working from one project, task, and status standard
- 23 projects planned and tracked at the task level
- 14 weeks from start to production on the new standard
- A lean first version of portfolio dashboards for leadership, built on the data the system captures rather than status assembled by hand
- One intake point, so every new project now starts the same way across all three businesses
Service Approach
Over a 14 week phase, OptiGold PMO and the client’s delivery leads defined one delivery standard together and put it into production on monday.com. That included a common project and task taxonomy, an environment build with a workspace and permission model for each business, task level planning of resources, effort, and timelines, and a lean first version of portfolio dashboards.
The part that made it hold was the eighty twenty rule. Workflows were built to roughly eighty percent parity across the businesses, with the remaining twenty percent left configurable. A common standard could be applied without asking any business to give up what genuinely differs in its work.
Change management followed the same principle. It held a common core across the businesses, with room for each to adapt where its people and its pace genuinely differed. Working sessions, training, and hands on support were run with each business, so the standard was shaped with the people expected to use it. Cut over established monday.com as the system of record for new project work, with migration of in flight projects owned by the businesses themselves.
Anonymized for confidentiality. Client, stakeholder, business, and project names have been generalized or omitted. Results reflect the initial operating period.
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