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How to Implement a Project Management Staff Augmentation Strategy

May 25, 2023


WillDom is a software outsourcing company that helps you find project management talent.
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Are you looking for top-tier project management talent to keep your projects on track and within budget?

Project execution is a complex task that requires various skills, including leadership, communication, and organization. However, finding the right people with these skills can be challenging, and administrative and organizational expenses can add up quickly, especially when hiring through traditional methods.

At WillDom, we’ve been there before, and we can help. Over the years, we’ve seen how staff augmentation solutions allow companies to quickly and efficiently fill skill gaps in their in-house development teams. That’s why, in this blog, we’ll guide you through the steps involved in implementing a project management staff augmentation strategy.

What Is Project Management Staff Augmentation?

Project management staff augmentation allows companies to bridge any skill gaps that their current project management staff may have. This type of service can be used when an organization needs additional temporary skills for a particular project or in long-term situations when there is not sufficient budget for a permanent employee.

Additionally, it supports cost management by offering a flexible and scalable solution that can be adjusted according to the project’s budgetary constraints.

For instance, if a software firm lacks Agile expertise for a new product launch, it might hire an Agile specialist through augmentation. This specialist will integrate quickly, bringing essential Agile practices that streamline project planning and execution. This approach saves time and resources by avoiding extensive training or full-time employees, ensuring projects stay on track and within budget.

Why Are More Companies Turning to Project Management Staff Augmentation These Days?

Project management staff augmentation is becoming increasingly popular due to the growing skills gap in task coordination. With the complexity of technical undertakings increasing, the need for professionally trained project managers and experts with specific technical skills has also grown.

Basic task management skills include project planning, scheduling, risk management, communication, collaboration, change management, and quality assurance. But there are also more industry-based skills that a project manager must possess to make specific projects succeed.

For example, if a company needs a project manager for a web development venture, the manager should have a good understanding of web development processes. To properly understand these processes, the manager must be knowledgeable about technologies such as HTML, CSS, JavaScript, and content management systems.

Skills like these don’t grow on trees. By leveraging the right staff augmentation strategy, companies gain access to specialized professionals with extensive experience in project delivery in a particular field.

What project management positions are most often wanted for staff augmentation?

Regarding staff augmentation in project management, several positions are in high demand. Having the right team is crucial, whether it’s a short-term or long-term endeavor.

Here are some of the most sought-after project management positions for staff augmentation:

Project Manager (PM) Augmentation: Responsible for overseeing teams and supporting the planning, execution, control, and closure of projects.

Subject Matter Expert (SME) Augmentation: A subject matter expert typically includes a person or group with specialized knowledge and experience in a specific area.

Agile Coach/Scrum Master Augmentation: Agile coaches have experience transitioning from traditional project management to agile delivery practices. Scrum Masters are typically responsible for facilitating the team’s efforts to achieve business goals.

Risk Manager Augmentation: A risk manager helps organizations specifically identify and evaluate risks associated with undertakings and ensure a successful outcome.

Quality Assurance (QA) Augmentation: Quality assurance (QA) specialists ensure that a product meets customer and organizational standards.

WillDom can be your talent source of staff augmentation.

What Steps Should I Follow to Implement a Project Management Staff Augmentation Strategy?

Following the proper steps is crucial to ensuring you get the most out of your staff augmentation strategy. Here are the steps you should follow:

1. Identify your needs

Establish the scope of your project and what types of skills and expertise you require. Create a job description that details the necessary skills and experience and the number of project staff you seek to employ.

2. Set SMART goals

SMART goals are Specific, Measurable, Achievable, Relevant, and Time-bound. By defining clear and precise objectives, you provide clarity and direction for both your augmented staff and your existing team.

3. Develop detailed job descriptions

Clear job roles and responsibilities ensure a precise match with project needs and facilitate seamless integration. Detailed descriptions also enhance communication with the staff augmentation provider, minimizing misunderstandings.

4. Select a reputable project management staff augmentation provider

Assess the potential providers’ experience and expertise in project management and their ability to provide the necessary skills and resources for your endeavor. Check the references and reviews of the provider, and ensure they have the personnel to fulfill your needs promptly and professionally.

5. Conduct interviews and skill assessments

Determine the knowledge, skills, and experience needed for the project and evaluate the prospective project professionals against the established criteria. After the evaluation, verify the applicants’ credentials with the provider and confirm the accuracy of any certifications they may have.

6. Onboard the project management augmented staff

Create an onboarding plan introducing the augmented staff to the company’s core operations, policies, and procedures. It should also include training on the specific tools and systems associated with the project and providing the necessary resources to perform as expected.

7. Use project management tools

Project management tools streamline communication, task assignment, and progress tracking across augmented and internal teams. They centralize project data, enabling collaboration and real-time updates, which ensure transparency and accountability at every step of the process.

8. Stay involved during the project

Your active participation ensures alignment with project goals, facilitates timely decision-making, and fosters a collaborative environment between your team and external resources. This is one of the greatest things to do to enhance project oversight and mitigate potential issues early on.

9. Manage and review performance

Set goals for the augmented team and develop strategies to achieve them. Regularly assess and monitor their performance to ensure they meet expectations and complete the project promptly.

10. Plan for Transition

Planning for transition involves implementing structured onboarding and offboarding processes to ensure smooth integration and knowledge transfer. By clearly outlining steps and defining roles, you can effectively mitigate disruptions and maintain project continuity.

Additionally, thorough planning prepares for potential challenges, clarifies expectations, and optimizes the value derived from managed services.

What Are the Possible Challenges when Implementing Project Management Staff Augmentation?

While project management staff augmentation can offer several benefits, including access to specialized skills and increased flexibility, it also comes with challenges.

Limited availability

It can be challenging to find qualified staff augmentation team members who are available to work on a project.


When working with augmented staff, there is a risk of data breaches or leaks, mainly if the team works remotely. Organizations must ensure that their data and systems are secure and that augmented staff are trained in security protocols.


A third challenge is finding common ground regarding organizational culture, communication styles, and project management methodologies. If the augmented staff members are not adequately integrated into the team, it can lead to miscommunication, delays, and decreased productivity.

Tips for Successful Project Management Staff Augmentation

Successful project management staff augmentation is about more than just filling gaps in your team. There is a science behind the success of this approach. For your project to run smoothly, it is essential to follow specific tips to help you make the most of your staff augmentation strategy.

Provide regular training

For everyone to work together effectively, it’s crucial to provide regular training and support. This can include onboarding sessions, training on new tools or processes, and ongoing professional development.

Establish clear communication channels

It’s essential to establish clear communication channels between the project team, stakeholders, and the staff augmentation team. Implement regular check-ins, weekly status reports, and project management tools like Asana or Trello.

Conduct post-project evaluations

Once the project is complete, it’s crucial to conduct a post-project review to assess performance and identify areas for improvement. A great way to do this is by gathering stakeholder feedback, reviewing project metrics, and conducting team debriefs.

What Should I Look for in a Project Management Staff Augmentation Provider?

Every organization has unique needs, and finding the right provider can be challenging. However, there are certain qualities that all great providers possess, and it’s essential to keep these factors in mind when making your decision.

  • Flexibility: You want a provider that can adapt to your changing needs. Look for a company that can quickly scale up or down as your project requirements change. Also, consider a provider that offers different engagement models, such as part-time or full-time staff, to fit your specific needs.
  • Communication: Communication is critical to any successful project, so choosing a provider with a strong communication strategy is crucial. Look for a company that provides regular status updates, has clear communication channels, and is responsive to your questions and concerns.
  • Quality of Staff: Look for a company with a rigorous screening process that only hires the best candidates. It would help if you also asked about the experience and qualifications of the team working on your project.
WillDom can help with your long and short term projects.

Implement Your Ideal Staff Augmentation Strategy Today with WillDom!

By following the steps outlined in this guide, your company can successfully implement a staff augmentation strategy and gain access to specialized professionals with extensive experience in project delivery. However, without the right staff augmentation model supporting everything, things will likely go sideways from the beginning.

WillDom is a top project management staff augmentation provider that can quickly provide a dedicated team with technical expertise to support your in-house team and its development process. 

Our experts can also walk you through the types of staff augmentation and help you choose the right one for your organization. Moreover, WillDom provides regular status updates on project management, has clear communication channels, and is responsive to your questions and concerns. Contact WillDom today to learn how our project outsourcing services and tech talent can help you achieve your project management goals.

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