Building a Stronger Special Olympics: How the PMO is Driving Transformation

Special Olympics International is built on a simple yet powerful idea: sports can change lives. The organization empowers athletes with intellectual disabilities, fostering confidence, inclusion, and achievement. But behind the inspiring competitions were challenges.

The issue? A lack of cohesion. Teams worked in silos, each managing projects their own way, with no centralized system to track progress, allocate resources, or scale successful initiatives.

The need for change was clear. Special Olympics International required a unified approach to project management—one that standardized efforts, fostered collaboration, and amplified impact.

That’s where the implementation of a project management office (PMO) came in—what Special Olympics International calls Project Management Operations. Over time, it has become the center of strategic planning, business analytics, operational planning, and project governance. What was once a scattered effort evolved into a streamlined, efficient, and collaborative approach.

At the heart of this shift was the Project Managment Institute Educational Foundation (PMIEF), the philanthropic arm of the Project Management Institute (PMI). Dedicated to integrating project management into educational and social good initiatives, PMIEF provides grants, resources, and training to help nonprofits integrate project management principles into their missions. With PMIEF’s support, Special Olympics International built a sustainable framework that empowers staff, strengthens programs, and equips athletes with skills to lead change.

Before the PMO: A struggle for clarity

Before a unified project management approach, getting things done often felt chaotic. Laura Jones, Senior Director of Strategic Operations and PMO explains that efforts were scattered.

“The fact that we didn’t have anything really in place meant that everyone was just doing everything they could,” Laura, a Future 50 honoree and Kerzner Award winner. “Some people were trained in project management, while others weren’t.”

Without structured processes, project execution varied widely, making alignment difficult. It was clear the organization needed a shift.

Enter the PMIEF partnership

The partnership with PMIEF helped lay the groundwork for the PMO. “The PMIEF grant really pushed us into that next level,” Laura explains. “It helped us to set up the steppingstones and gave us more insight and tools that we could utilize to our advantage and bring staff into the project management world.”

The support from PMIEF was more than financial—it provided access to tools, templates, and training that enabled the creation of a framework that would guide the organization toward a sustainable project management culture. From youth initiatives to customized training for staff, the grant ignited the transformation that followed.

“As the partnership developed, we expanded our online tools even further,” Laura says. “The next step was ensuring we had the right policies and procedures in place to make it sustainable.”

To achieve this, Laura worked closely with PMIEF to build sustainability documents, establishing standard procedures and policies to ensure long-term success. “We asked, ‘What’s missing? What do we need?’ And from there, we also incorporated the youth aspect,” she explains.

With PMIEF’s support, Special Olympics International collaborated with its global youth team to create a project management training video. This resource empowered young people to apply project management principles to their own initiatives, such as implementing Unified Sports programs in schools.

“With these tools, athletes and those that have intellectual disabilities can come together and play the same sport,” Laura explains. “It’s simple things like that that can drive success. And that’s what PMIEF has really helped us elevate throughout this journey.”

Operations today: A fully integrated PMO

Fast forward to today and project management at Special Olympics International looks dramatically different. Since launching the PMO, over 350 staff members have received project management training—up from just 25 before the initiative began. “It was a gradual process that took a lot of collaboration, understanding, and iterations,” Laura explains.

External stakeholders and global teams now benefit from smoother collaboration and more effective execution of key initiatives. Teams that once operated in silos are now integrated into a larger framework that encourages structured execution, visibility across all projects, and joint efforts.

“Breaking down silos has been one of our biggest wins,” Laura explains. Previously, departments worked on similar projects without realizing it. Now, with the introduction of cross-functional meetings, teams can hear each other’s objectives and align efforts more effectively. These meetings, which now attract between 150 to 200 participants, foster a culture where employees actively seek collaboration opportunities.

Additionally, the PMO is now integral to operational planning, aligning project management with broader organizational goals. “Tying our PMO to operations just made sense,” Laura explains. “Now, we assess both operational and project management health together, ensuring strategic and project objectives stay connected.”

This structure has also strengthened preparations for global events like the World Games, equipping teams with the tools and training needed to work seamlessly with local organizing committees. “Now, teams arrive with structured plans, ensuring alignment and efficiency,” Laura says. “Before, plans were scattered—now, everything is streamlined, and we can track progress across all initiatives.”

Most importantly, the PMO ensures that athletes receive the support they need to succeed—both on and off the field.

Empowering athletes through accessible project management

At Special Olympics International, the heart of every initiative is its athletes. But their mandate extends beyond competition—it’s about equipping athletes with skills that empower them in life and the workforce.

The Special Olympics Athlete Leadership program gives athletes an opportunity to expand their personal and professional development. As part of their efforts to empower athletes, the organization rolled out a grant program that impacted 67 Special Olympics athletes worldwide. The funding allowed them to design and lead projects that will help make their communities more inclusive.

One key innovation for the PMO was simplifying the tools used for project management. While the online platform used by the PMO was robust, it was too complex for athletes, who did not work in the project management field. So, the team developed basic, easy-to-use Word and Excel documents that allowed athletes to plan and execute projects on and off the field.

During the World Games in Berlin, the impact of this approach was on full display. Athletes proudly presented their projects, using posters to illustrate each phase of their work. That's where one of Laura's most memorable moments occurred.

“An athlete came to me and said, ‘I think this is right. What do you think?’ I told her, ‘You’re doing agile project management.’ She used that in her presentation, and it went over so well that she had one of the top projects. Afterward, she ran up to me, hugged me, and said, ‘I did it.’ That moment reaffirmed how much this work matters. It was amazing to see the athletes' work on display—not just as participants, but as leaders making an impact.”

Beyond competitions, these skills have far-reaching effects. By making project management accessible, the PMO equips athletes with valuable life skills, reinforcing that leadership and success are possible for everyone—regardless of background or ability. And in the process, the PMO itself gains invaluable insights. “Our athlete leaders have taught me so much,” Laura reflects. “If we can make project management accessible for someone who has never been exposed to it, we can make it work for everyone.”

This commitment to inclusivity and empowerment goes beyond managing projects— often in unexpected ways.

Supporting teams in crisis

One of the most inspiring examples of the PMO’s impact comes from its support for Special Olympics International in Ukraine, where athletes and teams continue to persevere under challenges brought by a war.

“Sometimes you wonder, are they OK? Are they safe?” Laura shares. “We can’t necessarily go in and help physically, but we’ve been able to provide project management tools and training that are helping them maintain some sense of normalcy.”

The PMO work in Ukraine has been a lesson in creativity and resilience. Recognizing that traditional project management practices might not be feasible in a war zone, Laura and her team adapted tools to meet the immediate needs of those on the ground.

“We’ve tied project management to stress management by giving them simple exercises. For example, what do you do in stressful situations? How do you focus on small, actionable steps? We’ve created tools that they can use even when survival is their top priority,” Laura explains.

Despite the circumstances, the athletes and teams in Ukraine have managed to host events and keep their programs alive.

“It’s stretched us to think creatively,” Laura says. “But it’s also brought so many smiles. They’re able to keep going, compete, and find a sense of normalcy in the middle of chaos.”

Watch the Special Olympics Ukraine Story

Looking forward

The need for a PMO at Special Olympics International has never been greater. As global competitions grow, efficient project management is key to success. “The World Games keep getting bigger,” Laura says. “There’s more pressure to ensure everything runs smoothly.”

With this growth comes greater demand for collaboration and communication to fully support athletes.

“We need to make sure our athletes are prepared—not just to compete, but to succeed beyond the games,” Laura explains.

A model for transformation

The PMO at Special Olympics International is more than a function—it’s a testament to the power of project management to change lives. Through collaboration, visibility, and a commitment to excellence, the PMO has transformed how the organization operates, directly benefiting the athletes it serves.

“This work matters,” Laura emphasizes. “From something as simple as a training session to something as monumental as the World Games, the PMO ensures that we’re delivering on our mission in the best way possible.”

Watch the efforts of the PMO in action at the World Winter Games in Turin, Italy on 8-15 March where 1,500 athletes from over 100 countries will compete.

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