Boost your PMOs Effectiveness by Redefining Accountability

“We need to develop a culture of accountability!”

It’s a rallying cry heard in PMOs worldwide, often delivered with earnest conviction and a nod of agreement from the room. But your understanding of accountability might be hindering your team’s success.

Let’s redefine accountability: Accountability is the egoless assessment of results.

This definition flips the script. Gone are blame, punishment, and finger-pointing – the things that make most people’s stomachs churn when they hear “accountable.” In their place? A powerful tool for growth and continuous improvement.

This isn’t about letting people off the hook. It’s about creating an environment where people eagerly dissect what worked, what didn’t, and why. It’s about fostering a culture where accountability drives learning, not fear.

So, how do we build this culture of true accountability? Here are some practices that can transform your PMO from a blame game into a learning powerhouse:

1. Embrace Frequent, Fearless Feedback

You’ve heard of After Action Reviews (AARs), which are comprehensive review sessions after major projects. But why wait for the significant milestones to learn?

Enter the Mini-AAR. These quick, regular check-ins can happen after a meeting, a milestone, or even a phone call. Ask three simple questions:

1. What did we expect to happen?
2. What actually happened?
3. What can we learn from this?

The key is frequency and inclusivity. Do them often, with everyone, and for all types of outcomes – successes, failures, and everything in between. When they’re a regular part of your rhythm, they stop being associated exclusively with uncovering what went wrong. Instead, they become a natural, invaluable part of how your team operates, fostering a culture of continuous improvement.

2. Insist on Honest Context

Have you ever seen a status report in which the project end date quietly shifts without explanation? It’s the project management equivalent of airbrushing reality.

Demand honest context. That shifted end date should appear right next to the original target. Show that missed milestone alongside the ones you hit.

This isn’t about shaming. It’s about painting a complete, unvarnished picture. When you, as a leader, discover missing context, don’t assume malice. Use it as a teaching moment. “Team, let’s make sure we’re including original targets alongside current projections. It helps us all understand the project’s journey and make better decisions.”

3. Model Egoless Self-Assessment

Want your team to embrace accountability? Show them how it’s done.

Publicly assess your own results or those of your department. “We missed our Q2 targets by 15%. Here’s what we think happened and what we’re doing differently next quarter.”

This isn’t self-flagellation. It demonstrates that accountability isn’t about perfection—it’s about learning and improving. When leaders model this behavior, it becomes safer for everyone else to follow suit.

4. Transform Failures into Organizational Wisdom

In most organizations, failures are swept under the rug while successes are paraded around. Flip that script.

When someone openly shares a failure and what they learned from it, celebrate that courage. “Thanks for bringing that to our attention, Alex. What you learned will help all of us avoid similar pitfalls.”

Create a ‘Lesson of the Month’ award. Make it prestigious. Watch how quickly people start volunteering their hard-earned insights. You’re not just learning from failures; you’re turning them into strategic assets.

5. Craft Questions That Illuminate, Not Interrogate

“Can you explain why this happened?” This seemingly innocuous question can still make people defensive, hindering open communication.

Instead, try these:

1. “How did our initial assumptions align with the reality we encountered?”
2. “How might we anticipate challenges like this better in the future?”
3. “If we could go back in time, what one decision would we change?”

These questions focus on learning, not blaming. They invite reflection, not defensiveness. They illuminate the path forward instead of fixating on past mistakes.

6. Cultivate Psychological Safety as a Strategic Asset

Accountability thrives in psychological safety. But how do you create that?

Start by explicitly stating that the goal is learning, not punishment. Then, prove it with your actions. When someone speaks up about a mistake or a concern, thank them, follow up on their insights, and show that vulnerability is rewarded, not punished.

Remember, psychological safety isn’t about being nice. It’s about creating an environment where hard truths can be spoken and heard. It’s a strategic asset that allows your team to surface problems early, innovate boldly, and adapt quickly.

The Payoff: From Accountability to Agility

A culture of true accountability isn’t just more pleasant—it’s more effective. When people aren’t afraid to speak up, problems surface earlier. When lessons are shared freely, the entire organization becomes more agile.

You’ll start to notice changes:

✅ Status reports become more accurate and insightful

✅ Problems are caught earlier when they’re easier to fix

✅ Innovation flourishes as people feel safe to experiment

✅ Trust grows, both within the team and with stakeholders

Building this culture isn’t easy. It requires consistent effort and a willingness to challenge deeply ingrained habits. But the payoff – a PMO that learns, adapts, and delivers with increasing effectiveness – is worth it.

So, the next time you’re tempted to “hold someone accountable,” pause. Ask yourself: Am I looking for someone to blame or for something to learn? Your answer will determine whether accountability becomes your PMO’s secret weapon or Achilles’ heel.