Online Class Managing Global Projects V3.0

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Managing Global Projects Cover

Managing Global Projects

Professor Martin Flank PMP

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Management Global Projects

Session 1 Introduction

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Class Topics

  • Introduction
  • Project Profile
  • Unique Management Challenges
  • Challenges and Solutions
    • Communication
    • Time Zone & Multi-locations
    • Knowledge Foundation
    • Cultural Diversity
    • Expense Increases
    • Different Legal & Regulatory Systems
    • Infrastructure
  • Required Project Manager Skills and Knowledge
  • Quick Review

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Introduction

  • Managing a project in itself is a complex and challenging responsibility.
  • Managing a Global Project adds a new set of complexities and challenges
  • Let’s examine these new complex types of challenges that a Project manager will face

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Introduction

  • New complex types of Global Project challenges that a Project manager may face can include:
    • Language and communication when English is the second language
    • Local culture, customs
    • Work day and holidays customs
    • Local Government Regulations
    • Local cultural defined business organization structures and protocols
    • Unreliable or insufficient infrastructure environment
    • Increased project costs

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Introduction

The objectives of this class:

  • Identify
    • Challenges a Project Manager can face when managing a Global Project
    • Skills and perspectives that can be applied to address these challenges
  • Insure these challenges do not adversely affect the success of the project and the Project Manager.

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Global Project Profile

  • A Global Project is a project whose project activities are performed in multiple countries.

  • The project team on a Global Project is usually composed of members from more than one country.

  • Global Project Team members, project stakeholders, project sponsors and vendors can be from:
    • More than one company including sponsor company
    • Domestic vendor(s)
    • Overseas vendor(s)
    • A combination of the above

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Management Global Projects

Session 2 Global Project

Communication Challenges Part I

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Global Project Communication Challenges

  • Project information not or clear not correctly understood
  • English is the second language for project:
    • Team members
    • Stakeholders
    • Sponsors
    • Vendors
  • Project participants do not understand American business terms and/or slang

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Global Project Communication Challenges

  • Project Manager does not understand local business terms and/or slang
  • Miscommunication due to inaccurate translation:
    • English to the local language
    • Local language to English.
  • Project participants struggle understanding verbal communication
  • Information not received in a timely manner

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Approaches for Solving Global Project Challenges

  • Create a clear and detailed Communication Plan that includes:
    • All project communication types and mediums
    • Distribution lists and schedules
    • Use electronic communication (e-mail with attachments) whenever possible
    • Ensure communications are received as per plan
    • Central Project Database to post communications
    • Periodically follow–up on communication with Project Team members and/or stake holders

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Approaches for Solving Global Project Challenges

  • Create a Project Repository pertaining to the project containing:
    • Terminology and concepts
      • Business
      • Technology
    • Project life Cycle Process
      • Processes
      • Documentation
    • Corporate Policies and Procedures
    • Organization chart and contact information

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Approaches for Solving Global Project Challenges

  • Use clear concise language
  • Avoid “slang” terms
  • Only use business and technical terms in the Project Repository
    • Use “bullets” format whenever possible
    • Standardize formats
    • Use diagrams & charts whenever possible
    • Get feedback from communication precipitants on the:
      • Effectiveness of the communications
      • Recommended improvements

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Approaches for Solving Global Project Challenges

  • Each specific type of communication:
    • Uses standard project communication format(s) and or templates
    • Has a date and assign a number
  • There is a stated purpose for the communication
  • States clearly if actions are required and by whom
    • Use “softcopy “ whenever possible

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Approaches for Solving Global Project Challenges

  • If document or conversation is in English:
    • Ensure all participants understand the English language
    • If not:
      • Have it translated into the local language
      • Attach the non-English version to the English version

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Management Global Projects

Session 4 Global Project

Communication Challenges Part II

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Global Project Interpersonal Communication Challenges Continued

  • Lack of interpersonal communication
  • Ineffective communication mediums
  • Inability to effectively exchange ideas
  • Misunderstandings due to incorrect translation of communication and/or conversations
  • Use of slang terms that are not translated correctly
  • Different terminology

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Approaches to Solving Global Project Interpersonal Communication Challenges

  • As often as feasible have face to face Meetings:
    • Project manager and key leads travel to various team locations
    • Team members travel to the key stakeholder locations
    • Encourage team members in various locations to talk to each other and not wait for formal meetings
  • Create a Project Team Web Site:
    • Containing short biographies and pictures of team members
    • Contact information and work location

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Approaches to Solving Global Project Challenge

  • Use video conferencing when holding meetings
  • Ensure all team meetings have same version of communication software tools
  • Use written correspondence to document:
    • Project related topics discussed
    • Agreements reached during conversations
  • Ensure all:
    • Documents are distributed at least 24 hours before the meeting
    • Meeting attendees speak and understand the language being spoken at the meeting

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Approaches to Solving Global Project Challenge

  • Use diagrams and charts whenever possible
  • Use clear concise language
  • Avoid “slang”
  • Create a Business and Technical Project Glossary as part of the Project Repository
  • Use only Project Glossary business and technical terms in documents and at meetings
  • Encourage all to ask questions when concepts are not clear

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Management Global Projects

Session 5 Global Project

Additional Challenges

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Global Project Issue, Risk and Change Management Processes Challenges

  • Issue, Risk and Change Management Processes are:
    • Not understood
    • Resolutions are delayed or not done
    • Greater negative impact on project costs, schedule, deliverables

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Approaches to Solving Global Project Issue, Risk and Change Management Processes Challenges

  • Ensure Issue, Risk and Change Management Processes are:
    • Well documented
    • Accessible to all project team members
    • Understood by all project team members
  • Use standard project templates that are easy to understand and use.
  • If required,
    • Translate processes documentation into the local language
    • Attach the non-English version to the English version

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Global Project Multi Locations in Different Time Zones Challenges

  • Time Zone Differences precipitate challenges pertaining to:
    • Scheduling project tasks, delivery dates and meetings
    • Scheduling meetings that span multiple time zones
    • Work hours vary at different location
    • Different holidays observed outside the US
    • Regular work days may be different outside the US

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Approaches to Solving Global Project Challenge

  • Understand relationship of the various time zones:
    • To take in account end of day to project task completion dates
    • Scheduling meetings to minimize undue burden on one time zone
  • Plan joint project team activities to minimize undue burden on one time zone
  • Rotate time and days of activities and/or meetings
  • Take into account holidays indigenous to overseas project team members
  • Adjust work day schedules due to:
    • Climate and customs indigenous to overseas project team members
    • Saturday or Sunday are not always non-working days in other cultures

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Global Project Knowledge Challenges

  • Knowledge gaps of Project Team Members
    • Organizational
      • Process and procedures
      • Standards and policies
      • Strategic goals and objectives
      • Project support tools
    • Business concepts, processes
    • How to engage support organizations and required lead times
  • Unsuccessful Business knowledge transfer

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Approaches to Solving Global Project Knowledge Challenges

  • Ensure all project team members have access to the organization’s:
    • Project Life Cycle Policies, Standards and Processes.
    • Business concepts that they will have to know for the project
    • Organization process and procedures
    • Business and technology terminology (Project Glossary)
  • Have “Mentors” to provide knowledge and guidance as required
  • Hold periodic “Lunch and Learn” sessions
  • Create a reading list of business and technical articles and books
  • Project Manager elicit business and technical information gaps from team members
  • Create and execute a training plan

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Management Global Projects

Session 6 Global Project

Cultural Diversity Challenges

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Global Project Cultural Diversity Challenges

    • Different work culture and ethic than the United States
  • Local culture looks down on individuals talking about:
    • Problems
    • Acknowledging not knowing a business or technical concept
  • Business hours differ due to being in a different time zone
  • Midday breaks (noon to 2 PM) are custom due to the hot climate

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Global Project Cultural Diversity Challenges

  • Different work days than in the United States
    • Friday is a non work day in some countries
    • Sunday is a normal work day in some countries
  • Observe different holidays
  • Restrictive dietary customs (i.e. vegetarian, hahal, kosher)
  • Different dress codes for men and women
  • Some topics can be insulting to team members from different cultures
  • Inappropriate cultural behavior

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Approaches to Solving Global Project Cultural Diversity Challenges

  • A Project Manager must:
    • Motivate team to embrace cultural diversity
    • Ensure all project team members understand other team members culture
    • Communicate that cultural diversity is a benefit, not a problem
    • Be sensitive to cultural diversity

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Approaches to Solving Global Project Cultural Diversity Challenges

  • A Project Manager must:
    • Ensure project team conflict resolution is:
      • Effective
      • Beneficial
      • Cultural sensitive
    • Provide team performance counseling that is:
      • Sensitive to cultural diversity
      • Ensures each team member is treated fairly
      • There is a level playing field for all

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Approaches to Solving Global Project Cultural Diversity Challenges

  • Avoid informal conversations pertaining to:
    • Governments
    • Politics
    • Culture
    • Religion
    • Laws

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Approaches to Solving Global Project Cultural Diversity Challenges

  • Before one goes overseas they need to have an understanding of the country’s:
    • Cultural morays, religions and characteristics
    • Political system
    • Country’s laws and acceptable pubic behavior
    • Dress, dietary laws, conversational protocol
    • Appropriate gender behavior
    • Daily work hours
    • Climatic conditions and seasons

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Management Global Projects

Session 7 Global Project Expenses, Legal & Infrastructure Challenges

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Global Project Expenses Increase Challenges

  • Global Projects can precipitate Increased Project Costs pertaining to:
    • Travel expenses
    • Communication expenses
    • Fluctuations in foreign currency exchange rates
    • Translation of project documentation into the local language
    • Project administration and reporting
    • Infrastructure costs

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Global Project Expenses Increase Challenges

  • Global Projects can precipitate Increased Project Costs pertaining to:
    • Providing required training pertaining to:
      • Organization’s project standards and processes
      • Business and industry standards
      • Technology
      • Cultural diversity
      • Language skills

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Approaches to Solving Project Expenses Increase Challenges

  • Centralized:
    • Project archives for documentation and software
    • Development and testing environments that can be remotely accessed
  • Video conferencing for meeting and planning sessions
  • Provide training at work locations
    • Live remote training
    • On-line streaming accessible 24 X 7
    • Send instructor to work location
    • charges

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Approaches to Solving Project Expenses Increase Challenge

  • Project Managers coordinate trips with project milestone events to:
    • Build personal relationships with:
      • Project team members
      • Stakeholders
      • Vendors
  • Use electronic copies of documents instead of paper
  • Minimize foreign exchange currency rate charges for:
    • Payroll
    • Paying for equipment and services

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Different Legal and Regulatory System Challenges

  • Taxes, tariffs
  • Restrictions on:
    • Transferring business information outside the country
    • Licenses to do business in the country
    • Record retention requirements
    • Importing/exporting restricted technologies
  • Financial reporting
  • Employment and labor governance

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Different Legal and Regulatory System Challenges

  • Currency and banking regulations
  • Definition and enforcement of:
    • Contracts
    • Business criminal activities
  • Required to pay project team members and or vendors in local currency
  • Local visa restrictions on non citizens :
    • Working in a country
    • Duration of time allowed in the country

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Approaches to Solving Different Legal and Regulatory System Challenges

  • Project Manager must:
    • Consult:
      • Company Legal Department
      • In-country legal counsel
    • Identify and understand
      • Any laws and regulations that can impact the project
    • Ensure project is compliant with local laws and regulations
      • Add as required:
        • Tasks
        • Deliverables
        • Documentation

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Approaches to Solving Different Legal and Regulatory System Challenges

  • Project Manager Educate Project Team Members pertaining to:
    • Local civil and criminal laws
    • Currency and banking regulations
    • Contracts and enforcement
      • Local visa restrictions on non citizens working in a
      • Political climate of the country

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Global Project Infrastructure Requirement Challenges

  • Unreliable or insufficient Infrastructure environment(s) pertaining to:
    • Power sources and grids
    • Communication networks and links
    • Land, sea and air transportation networks

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Approaches to Solving Infrastructure Requirement Challenges

  • Implement auxiliary power and communication sources
  • Minimize dependence on land lines
  • Work with local utilities local governments agencies to improve:
    • Power sources and grids
    • Communication networks and links
    • Land, sea and air transportation networks
  • Pick locations near populated areas were there is:
    • All year round rail, highway, harbor and airport facilities
    • Efficient and not over crowed rail and highway

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Management Global Projects

Session 9 Skills Required to Manage A Global Project

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Project Manager Skills and Knowledge Required for Managing a Project

To be a successful Project Manager of a non Global Project one must poses solid expertise in:

  • Leadership
    • Project Planning
    • Budgeting
    • The Project Management Life Cycle
    • Project Methodologies (Waterfall, Agile)
    • Project Governance
    • Communication (Verbal & Written)

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Project Manager Skills and Knowledge Required for Managing a Project

To be a successful Project Manager of a non Global Project one must poses solid expertise in:

  • Business Processes and Operations
    • Human Resource Management
    • Risk Management
    • Issue Management
    • Change Management
    • Vendor Management
    • Testing Process

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Project Manager Skills and Knowledge Required for Managing a Global Project

  • Ability to managing large and complex projects
  • Solid interpersonal and communication skills
  • Understand how to manage team members if different
    • Location
    • Time zones
  • Understanding cultural diversity
  • Can motivate team members from different cultures
  • Solid knowledge of the potential challenges that can arise in a Global Project

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Project Manager Skills and Knowledge Required for Managing a Global Project

  • Ability to:
    • Communication to individuals when English is not their native language
    • Balance cultural sensitivity while creating a unified project team
    • Build an effective, productive and motivated project team in a multi-cultural environment
    • Educate and encourage project team cultural sensitivity

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Project Manager Skills and Knowledge Required for Managing a Global Project

  • Have the flexibility to address cultural and time zones challenges by adapting project:
    • Process
    • Procedures
    • Work assignments
    • Communications
    • Meetings
    • Phone calls
  • Embrace cultural diversity as a project benefit, not an issue or problem

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Management Global Projects

Session 10 Quick Review

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Quick Review

The major challenges that a Project Manager may face when managing a Global Project can pertain to:

  • Communications
    • Language Differences
    • Multiple international Geographic locations
    • Knowledge Foundation Gaps
    • Project Team Building

  • Cultural Diversity
    • Increased Project Costs
    • International Regulatory and Legal Systems
    • Local Infrastructure

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Quick Review

  • Approaches to Communications & Language Challenges
  • Create Communication Plan
    • All communications are in clear concise language
    • Create a Project Repository that includes Business and Technology Project Glossary
    • Ensure all attendees understand the language being spoken at the meeting
  • Use clear concise language
    • Use diagrams & charts whenever possible
    • Use standard project communication format(s) and or templates
    • Use video conferencing when holding meetings

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Quick Review

    • Approaches to Multiple International Geographic Locations Challenges
    • Understand relationship of the various time zones:
    • Schedule to minimize undue burden on one time zone :
      • Meetings
      • Joint project team activities
    • Adjust work day schedules due to climate and customs
    • Account for Saturday or Sunday are not always non-working days in other cultures

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Quick Review

  • Approaches to Solving Knowledge Foundation Gap Challenges
    • Ensure all project team members have access to:
      • Project Life Cycle Policies, Standards and Processes
      • Project Documentation
    • Provide “Mentors” to provide knowledge and guidance as required
    • Create and execute a training plan for project team members:
      • Business
      • Technology
      • Organizational Policies, Standards and Processes

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Quick Review

Approaches to Solving Cultural Diversity Challenges

  • Project team members should be:
    • Motivation to address cultural diversity
    • Understand other team member’s culture
    • View cultural diversity as a benefit, not a problem
    • Avoid informal conversations pertaining to:
      • Governments & Politics
      • Culture
      • Religion

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Quick Review

Approaches to Solving Increased Project Costs Challenges

  • Project Managers should try to coordinate trips with project milestone events
  • Use video conferencing
  • Centralized on-line access to Project Documents Archive

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Quick Review

Approaches to Solving International Regulatory and Legal Systems Challenges

  • Consult
    • Company Legal Department
    • In-country legal counsel
  • Ensure compliance with local laws and regulations by adding project:
    • Tasks
    • Deliverables
    • Documentation

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Quick Review

Approaches to Solving Local Infrastructure Challenges

  • Implement auxiliary power and communication sources
  • Work with local utilities local governments and government agencies to improve:
    • Power sources and grids
    • Communication networks and links
    • Land, sea and air transportation networks

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Quick Review

Project Manager Skills and Knowledge Required for Managing a Global Project

  • Managing large and complex projects
  • Solid interpersonal and communication skills
  • Understand how to manage team members if different
    • Location
    • Time zones
  • Understanding cultural diversity
  • Can motivate team members from different cultures
  • Solid knowledge of the potential challenges that can arise in a Global Project

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Quick Review

Project Manager Skills and Knowledge Required for Managing a Global Project

  • Communication to individuals when English is not their native language
  • Ability to:
    • Balance cultural sensitivity while creating a unified project team
    • Build an effective, productive and motivated project team in a multi-cultural environment
  • Educate and encourage project team cultural sensitivity
  • Embrace cultural diversity as a project benefit, not an issue or problem

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Quick Review

Project Manager Skills and Knowledge Required for Managing a Global Project

  • Have the flexibility to address cultural and time zones challenges by adapting project:
    • Process
    • Procedures
    • Work assignments
    • Communications
    • Meetings
    • Phone calls

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My Book the Project Manager’s Guide Published By LULU

  • For both the novice and the experienced Project Manager.
  • Presents Project Management concepts, theory as well as their practical application.
  • This book answers the question “Great I understand the theory and concept. Now how am I going to apply this to a real life project?”
  • The Guide describes in depth:
    • Role and responsibilities of a Project Manager
    • Project Life Cycle, its phases, associated tasks and deliverables 
    • Risk, Issue and Change Control Processes their specific tasks, process

flows, participant responsibilities and documentation

  • Skill Profile a Project Manager
    • How to manage projects pertaining to:
      • Vendor/Outsourced
      • Data Conversion System
      • Data Repository Retirement
      • Decommissioning Projects

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