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Challenges of Project Management “Communication & Collaboration-VSR


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4th International Convention on Project Management OnTarget 2010
PMI Pune Chapter

“Collaboration and Communication” Critical Success Factors for Projects in the Flat World

Challenges of Project Management “Communication & Collaboration

Published in: Business, Technology

Challenges of Project Management “Communication & Collaboration-VSR

  1. 1. “ Collaboration and Communication” Critical Success Factors for Projects in the Flat World V. Srinivasa Rao (VSR) Vice President @ 14 th Feb, 2010 Pune, INDIA 4th International Convention on Project Management OnTarget 2010 PMI Pune Chapter Challenges of Project Management “Communication & Collaboration” All the views mentioned in these slides do not reflect the views of any organization and are the exclusive views of the author (VSR)
  2. 2. Why Communication & Collaboration? <ul><li>Bring Unshakable Determination </li></ul><ul><li>Create Burning Desire of ‘Yes We Can’ </li></ul><ul><li>Create Shared Vision </li></ul><ul><li>Build Solid Rock Team Spirit </li></ul><ul><li>Create Highest level of Transparency </li></ul><ul><li>Provide Just in Time Information </li></ul>
  3. 3. <ul><li>Let me share with you two most successful projects in the world, which have leveraged the power of Communication & Collaboration …. </li></ul>
  4. 4. Project Name: “Poorna Swaraj” Power of Communication & Collaboration <ul><li>The most successful and mega project in the world is “Freedom Fight in India </li></ul><ul><li>Communication Slogan : “Satyagraha” </li></ul><ul><li>Few Communication Channels : 'Young India' and 'Navjivan' Journals </li></ul><ul><li>25+ years of project execution by uniting & inspiring millions of Indians </li></ul>Independent India
  5. 5. Project Name: “Yes We Can” Power of Communication Source: Internet <ul><li>4 Million Users in Face Book </li></ul><ul><li>14 Million You Tube Viewers of Obama’s Speech (~$47 MUSD savings) </li></ul><ul><li>100 Million You Tube users Coverage </li></ul>Winner
  6. 6. <ul><li>Type, Size, Region, Industry, Technology, Location etc., does not matter  Communication & Collaboration are the Critical Success Factors for Projects </li></ul><ul><li>Project Managers and Team have to give tremendous Importance to Communication & Collaboration </li></ul>
  7. 7. Redefining Project Manager & Project Management in Business <ul><li>Who is Project Manager? </li></ul><ul><ul><li>Every Employee (OR) Few identified Professionals? </li></ul></ul><ul><li>New Avatar of Project Management </li></ul><ul><ul><li>Right Projects – How & Why? </li></ul></ul><ul><ul><li>Right Grouping - How and Why </li></ul></ul><ul><ul><li>Right Execution – How and Why? </li></ul></ul>New Avatar of Project Management demands for having very high Communication and Collaboration
  8. 8. <ul><li>Project Management, Communication and Collaboration are very challenging in FLAT WORLD!!! </li></ul>
  9. 9. What is Flat World? <ul><li>Globalization has changed the face of World </li></ul><ul><li>No Geographic Boundaries </li></ul><ul><li>Anywhere, Any Time Business </li></ul>FLAT WORLD has provided an opportunity to deliver the projects in Global Distributed Delivery Model
  10. 10. Global Distributed Delivery Illustration Customer & Project Team @ USA Offshore Project Team @ India Offshore Project Team @ UK One Project would be executed with Distributed Team from three Countries
  11. 11. How Projects Work? Communication Gaps Let me share with you a well known cartoon on Project Management Communication & Collaboration are the Key for Projects Success
  12. 12. Communication and Collaboration Challenges in Flat World <ul><li>Cultural Differences </li></ul><ul><li>Language Differences </li></ul><ul><li>Globally Distributed Team </li></ul><ul><li>Work Distribution among Distributed Team </li></ul><ul><li>‘ One Team’ Experience to Customer </li></ul>
  13. 13. Communication and Collaboration Challenge 1: Cultural Difference Table is created based on Geert Hofstede™ Cultural Dimensions Illustrative and Generic description – might not be true for all cases <ul><li>Cultural Differences create many serious Collaboration barriers </li></ul><ul><li>Solution: </li></ul><ul><li>Shared Vision of Project </li></ul><ul><li>Culture awareness sessions & empathy </li></ul><ul><li>Fine-tuned Body Language </li></ul><ul><li>Face to Face meetings </li></ul><ul><li>Distributed Stakeholders Relationship </li></ul>S. No Client Project Manager (USA) Offshore Project Manager (India) 1 Equal Relationships/Autonomy Hierarchical/Authority 2 Perceived as arrogant, self-centered and feel more empowered to make decisions Perceived as indecisive, weak will, not assertive, not aggressive, tend to refer decisions back to managers. 3 Competitiveness, assertiveness, ambition, Wealth, Position Human Relationships, Quality of Life 4 High Tolerance for Uncertainty high risk taking/innovative – do not expect instructions Medium Tolerance for Uncertainty (Standardization, Instructions, and Job Security) 5 Low resistance to Change High Resistance to Change
  14. 14. Communication and Collaboration Challenge 2: Language Difference <ul><li>Accent </li></ul><ul><li>Pace of speaking </li></ul><ul><li>Articulation </li></ul><ul><li>Language Differences create many serious barriers in understanding the needs/requirements </li></ul><ul><li>Solution: </li></ul><ul><li>Don’t feel shy to ask for clarifications or for repetition </li></ul><ul><li>Confirmation/Sign-off through documentation </li></ul><ul><li>Record the sessions for re-use (with mutual agreement) </li></ul>
  15. 15. Communication and Collaboration Challenge 3: Globally Distributed Team <ul><li>Understanding of Shared Vision of Project </li></ul><ul><li>Virtual Communication – missing personal touch </li></ul><ul><li>Knowledge Silos & Inconsistency in leveraging experience </li></ul><ul><li>Distributed teams & Inconsistent usage of Standards/guidelines </li></ul><ul><li>Virtual Leadership & Motivating Teams leveraging Technology </li></ul><ul><li>Time Zone difference, Communication Gaps, Work Continuity, & Low quality deliverables </li></ul><ul><li>Solution: Leverage the Power of Technology </li></ul><ul><li>Virtual Community of Practices </li></ul><ul><li>Blogs </li></ul><ul><li>Wikis </li></ul><ul><li>Tele Presence </li></ul><ul><li>Robust Documentation </li></ul><ul><li>Webinars/Webcasts </li></ul><ul><li>Project News Letter </li></ul><ul><li>Common Work Space/Assets Repository </li></ul><ul><li>Regular visits of key team members / location Rotation </li></ul><ul><li>Configuration/Change Management </li></ul><ul><li>Synchronous Communication (Communicators etc) </li></ul>
  16. 16. Global Distributed Delivery Model Power of Technology: Tele Presence
  17. 17. Communication and Collaboration Challenge 4: Work Distribution <ul><li>Avoid Chaos and communication gaps among Distributed Teams by having </li></ul><ul><ul><li>Clarity on Project Life Cycle </li></ul></ul><ul><ul><li>Work Break Down Structure to improve Project Performance </li></ul></ul><ul><ul><li>Work Distribution – Whom, What Location & Why? </li></ul></ul><ul><ul><li>Integration Plan and Governance for Distributed Work </li></ul></ul><ul><ul><li>Distributed Leadership and Work/Load Balancing </li></ul></ul>
  18. 18. Communication and Collaboration Challenge 5: ‘One Team’ Experience <ul><li>First Language of Project should be Metrics </li></ul><ul><li>Regular and ongoing update of metrics by globally distributed team </li></ul><ul><li>Common understanding of project processes and practices </li></ul><ul><li>Powerful Tool for Project information/Status </li></ul>
  19. 19. Summary: Communication and Collaboration Challenges in Flat World <ul><li>Put a communication strategy and plan for Global Distributed Delivery of Projects </li></ul><ul><li>Communication under Crisis – Over Communication is better than no communication </li></ul><ul><li>Best leverage Technology to improve Communication & Collaboration </li></ul><ul><li>Global Distributed Delivery needs additional effort to create Work Breakdown Structure and allocation </li></ul><ul><li>Be innovative and challenge the existing practices </li></ul>Aspiration Attitude Ability Action
  20. 20. Wherever I go, I share my aspiration India Mission 2020
  21. 21. Our Dream: A Better Tomorrow! For Billion Hearts & Billion Minds <ul><li>Billion hearts and billion minds want to live in A Peaceful, Green, Healthy, Prosperous & Happy India </li></ul>A Better Tomorrow India Mission 2020
  22. 22. A Better Tomorrow - India 2020 NEW INDIA - 2020 1 Total Employment 2 Enhanced Purchasing Power of People 3 Self reliance for fuel, Water and food 4 Global Workforce & Businesses 5 Healthy & Delighted Citizens 6 Secured and Environment Friendly India 7 Gender Equal India 8 Thin divide between Rural and Urban Areas 9 Equal education opportunities 10 Corruption free Governments
  23. 23. Next Generation Communities to build a better tomorrow India Mission 2020
  24. 24. Next Generation Communities Stakeholders Involvement in Projects Identification/Prioritization <ul><li>Citizens/Common People (VOICE OF INDIAN) </li></ul><ul><li>Members of Legislative (MLA) </li></ul><ul><li>Members of Parliament (MP) </li></ul><ul><li>Political Leaders </li></ul><ul><li>Government Officials </li></ul><ul><li>Academicians/ Subject Matter Experts </li></ul><ul><li>Business/Industry Leaders </li></ul><ul><li>NGO Leaders </li></ul><ul><li>Project Management Institute Press/Media </li></ul>Community Stakeholders Involvement of Stakeholders & Minimizing problems
  25. 25. Next Generation Communities Prioritization, Alignment of Projects & Logical Grouping Self Reliant India Community 1 Healthy India Community 2 Secure India Community 3 Environment Friendly India Community 4 Gender Equal India Community 5 Rural Friendly India Community 6 Global Ready India Community 7 Corruption Free India Community 8 Total Employment Community 9 Made in India Leaders Community 10 Enhance Purchase Power Community 11 Equal Education Opportunities Community 12 Alignment of Projects through Communities Benefits Realization through logical grouping of Projects Availability of Budgets for Prioritized Projects Realize India Mission 2020 through Next Generation Communities
  26. 26. Execution Excellence to build a better tomorrow India Mission 2020
  27. 27. Execution Excellence <ul><li>Culture & Environment </li></ul><ul><ul><li>Executive Sponsorship, Next generation policies, systems and Change Management </li></ul></ul><ul><li>Project Management Competency </li></ul><ul><ul><li>[Project Power] 3 = Project [Management + Leadership + Entrepreneurship ] </li></ul></ul><ul><ul><li>New Avatar of Project Management </li></ul></ul><ul><ul><li>Millions of Qualified Project Managers through ‘Applied Project management’ </li></ul></ul><ul><li>Breaking the Myths </li></ul><ul><ul><li>Change in mindset </li></ul></ul>Realize India Mission 2020 through Execution Excellence
  28. 28. <ul><li>“ Project Management is Not only for achieving business results but also for transforming the nation” </li></ul>- VSR Unleash The Power of Project Management for ‘A Better Tomorrow’
  29. 29. Thank You! V. Srinivasa Rao (VSR) [email_address] Jai Hind