A Day in the Life of a PMO – In Conversation with Jost Burbach
Managing projects, creating structure, supporting teams—the role of a Project Management Office (PMO) has become indispensable in complex initiatives. But what does day-to-day life really look like behind this high-responsibility role? What challenges await, and what drives someone to bring clarity to the often-chaotic world of project work?
We spoke with Jost Burbach, who has been serving as a PMO in a large-scale energy sector project since August 2024. With his structured approach, keen eye for detail, and calm demeanor, he brings not only order to spreadsheets but also stability to fast-moving project environments.
In this interview, he shares insights into his daily routines, reflects on personal experiences and reveals why he jokingly refers to himself as “Captain Organization.”
Published on July 17, 2025
If I had to describe my job as a movie genre…
Jost, if your job were a movie genre – what would it be, and why? And do you happen to have an unofficial superhero name?
No doubt: Action! It’s never boring. Projects are full of unexpected twists—whether it’s sudden issues popping up or last-minute changes in requirements.
My unofficial superhero name? Captain Organization.
And if I had to sum up my workday in three emojis, it would be:
👨💻 getting things done – 😱 minor disasters – 😄 and in the end, it all works out!
What’s your personal motto when it comes to project work and which tool can’t you live without in your daily setup?
My motto: Try to learn something new every day.
And the one tool I can’t live without? Noise-cancelling headphones. I just focus so much better when it’s quiet around me.
Structure in the Day-to-Day – Inside the PMO Role
You’ve been part of the energy sector project since August 2024. What does a typical workday look like for you?
My day starts by checking emails, to-dos, and upcoming deadlines. I attend a lot of meetings and spend a good amount of time working with files—especially Excel. Keeping an overview of everything is absolutely essential.
How do you stay organized, especially when unexpected issues arise?
I manage my tasks based on priorities and deadlines. By keeping detailed records of everything, I never lose track. That structure is especially helpful when sudden issues pop up that require quick solutions.
I work closely with the Project Manager, the Head of Quality & Performance, and the Head of Process Control Systems to tackle these daily challenges as a team.
Structured for Success – How the PMO Delivers Real Value
How do you know that your work is making a real difference in a project?
When processes become simpler, collaboration more efficient, and communication paths clearer, that’s when I know my work is having an impact.
In one project, my support helped implement better monitoring, streamline workflows, and even establish a brand-new IT infrastructure.
Was there a particularly challenging project you worked on?
Yes, at a major mobile device provider, the project goal was completely redefined halfway through. That created a lot of pressure and uncertainty for the team.
Thanks to my structured approach, we were able to put new processes in place, restore calm, and ultimately bring the project to a successful conclusion.
Learning, Growing, Making an Impact – A Personal Perspective
What’s been your most exciting project and what did you learn about yourself in the process?
One of the most formative projects I’ve worked on was during my university studies: a startup initiative where we, as students, were given full responsibility to operate in the market.
That experience showed me that I have a natural talent for organization and that I’m confident working with Microsoft tools and facilitating meetings.
In your opinion, which skills are especially important for a PMO and often underestimated?
Communication skills and organizational ability. These two are absolutely essential, yet they’re often taken for granted. But in reality, they form the backbone of successful project management.
What advice would you give to someone just starting out in a PMO role?
My biggest advice: focus on self-organization. Only when you have a clear overview of all your tasks and deadlines can you truly do your job well. And: patience is just as important as structure. You’ll need both.
Is there a moment in your career that you’re particularly proud of?
Definitely the successful completion of my very first project. That was the moment I realized: I can truly create value with my work. And that realization still motivates me today.
Thanks so much for the great conversation, Jost. It was really insightful to get a look into your daily work.
