Tailoring Process: Organization, Project, and Ongoing Improvement

PMBOK v8 Definition

Tailoring is the deliberate adaptation of the project management approach, governance, and processes to make them more suitable for a given environment and project. The tailoring process consists of four steps: selecting an initial approach, tailoring for the organization, tailoring for the project, and implementing ongoing improvement. This concept applies across all performance domains and is not tied to a single process group or knowledge area.

Why It Matters for the Exam

The PMI exam frequently tests tailoring because it represents a fundamental shift from "one-size-fits-all" project management to adaptive, context-sensitive approaches. Questions appear in situational judgment scenarios where you must determine how to adjust processes based on organizational culture, project complexity, or regulatory requirements. Expect 3-5 questions on tailoring in the PMP exam.

Key Points to Remember (for the exam)

• Four Tailoring Steps (memorize this sequence): Select Initial Development Approach → Tailor for the Organization → Tailor for the Project → Implement Ongoing Improvement

• Tailoring for the Organization: Considers organizational culture, existing processes, governance structures, and regulatory requirements before adapting the project approach

• Tailoring for the Project: Adjusts based on project uniqueness, including size, complexity, risk level, stakeholder influence, and technology

• Performance Domain Tailoring: Each of the eight performance domains can be tailored independently based on project uniqueness

• Ongoing Improvement: Tailoring is not a one-time activity—it requires continuous monitoring and adjustment throughout the project lifecycle

• Common Confusion: Tailoring is NOT the same as "following a methodology"—it is the deliberate adaptation of approaches, not rigid compliance

• Key Diagnostic Tool: Diagnostics help assess whether current tailoring is effective or requires adjustment

Typical PMI Exam Example

A project manager is assigned to a large infrastructure project in a highly regulated industry with strict government compliance requirements. The organization has a standard predictive methodology. What should the project manager do FIRST? → Select an initial development approach (predictive, given the regulatory environment), then tailor for organizational constraints, followed by project-specific adaptations.

PMI Exam Traps

• Trap: Confusing "tailoring for the organization" with "tailoring for the project"

• Reality: Organization-level tailoring addresses culture, governance, and policies; project-level tailoring addresses unique project characteristics like size and risk

• Trap: Thinking tailoring happens only at project initiation

• Reality: Tailoring includes "implement ongoing improvement"—it is iterative and continuous throughout the project

• Trap: Assuming tailoring means creating entirely new processes

• Reality: Tailoring adapts existing organizational processes and approaches, not inventing new ones from scratch

• Trap: Believing all performance domains must be tailored identically

• Reality: Each performance domain can be tailored independently based on project needs

Important PMI Connections

Quick Review Questions

1. What are the four steps of the tailoring process in their correct sequence?

2. A project manager is working in an organization with strong existing project management processes. Should the project manager ignore organizational processes and create new ones for the project? Why or why not?

3. How does tailoring for the organization differ from tailoring for the project?

4. When should a project manager reassess and adjust the tailoring approach during a project?

5. Can a project use predictive development for planning activities while using adaptive approaches for delivery activities? What concept supports this?

PMBOK v8 Reference

Section 3.4 - The Tailoring Process (includes subsections 3.4.1 through 3.4.4) Section 3.5 - Tailoring the Performance Domains Figure 3-3 - The Tailoring Process