Project Management A Managerial Approach
Project Management A Managerial Approach
Project Management A Managerial Approach
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Further Reading
Project management. A managerial approach
ISBN: 0471073237
The Project Management Memory Jogger
The Project Management Memory Jogger(TM) is the most cost-effective way to ensure that
your project teams achieve high-quality results. It provides every member of your
organization with an easy-to-use roadmap for managing all types of projects. Whether your
team is planning the construction of a new facility or implementing a customer feedback
system, this pocket guide helps you avoid typical problems and pitfalls and create
successful project outcomes every time. It is packed with useful information on everything
from project concept to completion
ISBN: 1-57681-001-1
The Definitive Guide to Project
Management
NOKES, S. & GREENWOOD, Alan
This book is designed to put you on a fast-track to managing projects of every shape and
size with speed and accuracy. The Definitive Guide to Project Management will show you,
step by step, how to deliver the right projects in the right way at the right time, while
keeping your life in balance. Using the principles critical chain management, the authors
help you master the essentials of good project management and then explore the
situations where good projects and good business meet. It is practical, to the point, and can
be used immediately. An essential companion if you want projects to be a source of
inspiration not perspiration.
LIGHTHOUSE
“Lighthouse” will be a regular section of On Target. It’s goal is to allow local members to share
experiences in project management, and in the process make us all just a little more aware that what we
encounter in our jobs is not necessarily unique. Lighthouse will also provide the opportunity for you to
obtain points toward PMP certification each time one of your articles is published. We look forward to
receiving your article for use in this section. Please see the last page of this newsletter for forwarding
information. When local member project experiences are not available, national articles will be used for
education.
Proceedings of the 29th Annual Project Management Institute 1998 Seminars & Symposium
Long Beach, California, USA: Papers Presented October 9 to 15, 1998
What is DEP?
by Kris Schulz - Administration
I had the privilege of attending the PMI Council of Chapter program is now in the Beta testing phase and will be available
Presidents meeting in Long Beach CA the week of October 5, to all PMI Chapters and SIGs by year-end.
1998. While there I had an opportunity to learn about several What does this mean for individual PMI members? Soon each
ways that PMI National is trying to move our organization into of you will have the ability to update member information and
st
the 21 century. One such initiative is the Data Exchange renew yearly membership electronically (via credit card
Program (DEP). payment). Your records and renewals will be updated
The purpose of DEP is to facilitate the exchange of information immediately and you will receive confirmation directly from
between PMI Headquarters, Chapters & SIGs; allow editing of PMI Headquarters.
member data that can be transmitted back to PMI Headquarters; I urge each of you to watch for an announcement from PMI
and to allow customer reporting by the Chapters and SIGs. Headquarters regarding the implementation of DEP. If you
Many volunteer and staff hours have been spent to determine the have any questions regarding this program, please contact me
needs of both the membership and PMI Headquarters. The via e-mail at [email protected].
Chapter President Disburse all funds; Maintain all required banking relationships;
Nominees: Mary Lonski, PMP In conjunction with the President and VP of Administration;
maintain all required fillings with the State of Michigan; Prepare
Vice President of Finance and present regular reports to inform the board and the chapter
Duties: Prepare and maintain the budget for the Chapter; of the status of chapter finances versus plan; In conjunction with
Receive all incoming funds and deposit them appropriately; the rest of the board, explore alternatives for increasing
revenues and reducing costs.
Nominees::Ruben Balangue, PMP
(Continued on page 10)
Managing Cross-Cultural Differences in International Projects
by Lionel Laroche, Ph.D., P.Eng.
President, ITAP Canada
Differences in approaches, values and expectations between customers, suppliers and team
members with different cultural backgrounds have lead to many project failures. By
understanding the impact of cross-cultural differences, engineers can increase the probability of
an international venture’s success —from setting up a new plant abroad to selling advanced
equipment, products or services to non-Canadian clients.
The rapid globalization of the world’s economy has had a significant impact on the way
Canadian engineers work, bringing them more frequently in contact with non-Canadian clients,
suppliers and peers. While offering opportunities, globalization also poses significant challenges
for Canadian engineers.
Engineers are trained to focus on technical data, scientific evidence and hard facts. Because the
laws of physics are universal, they tend to expect that nationality and cultural differences will not
play a significant role in the practice of engineering. After all, a car is a car and it performs the
same transportation function the world over.
Yet car designs differ significantly from country to country. For example, the models sold by
General Motors and Ford in Europe are quite different from their North American counterparts.
Few people mistake cars designed by such Italian manufacturers as Ferrari and Lamborghini
with cars designed by such Swedish manufacturers as Volvo and Saab. The unique
characteristics of these car models are the result of differences in the approaches, values and
preferences of both engineers and consumers. In fact, cross-cultural differences have a
significant impact on the engineering profession as a whole, which goes well beyond the design,
development and manufacturing of products.
Communication
Miscommunication across cultural lines is usually the most important cause of cross -cultural
problems in multinational projects. Miscommunication can have several sources, including:
• different meanings for the same word. Like gestures, words can have different
meanings or connotations in different parts of the world. The French word "char"
means Army tank in France and car in Quebec. The word "exciting" has different
connotations in British English and in North American English. While North
American executives talk about "exciting challenges" repeatedly, British executives
use this word to describe only children’s activities (children do exciting things in
England, not executives).
• different assumptions made in the same situation. The same event can be
interpreted many different ways depending on where one comes from. For
example, although the sight of a black cat is considered a lucky event in Britain, it
is considered unlucky in many other countries. Dragons are viewed positively in
China, but negatively in Europe and North America.
These examples illustrate dissimilarities between cultures that are both large and simple in the
sense that they focus on a single cultural aspect that keeps the same meaning regardless of
context. As a result, such variations in communication will often be identified on the spot. By
contrast, subtle or complex differences are often identified much later in the communication
process, when corrective action requires considerable effort and money. Sometimes, this
realization takes place so late that there is not enough time to address it, resulting in a missed
deadline.
In extreme cases, miscommunication can lead to casualties. For example, a few years ago, a
plane crash in the northeastern United States was caused--at least in part--by
miscommunication between the pilot and air traffic controller. The plane was running short on
fuel. But somehow the pilot did not manage to communicate the urgency of the situation to the
air traffic controller, who put the plane on a holding pattern because of airport congestion. The
plane then crashed when it ran out of fuel.
Standards
Different countries use different standards and measurement systems. These differences are
well known in the case of measurements for temperature (Fahrenheit versus Celsius degrees)
and pressure (pound per square inch versus Pascal). Other variations in the use of standards
are not as well known and can result in significant difficulties. For example, differences in power
frequency have led European users of high-tech American equipment to purchase dedicated
power generators that deliver the right voltage frequency for the equipment, i.e. 60 Hz versus 50
Hz.
In another case, a British pulp and paper mill sent back to a United States manufacturer a set of
right-handed motors, even though they were the correct ones for the intended use. The British
engineers were expecting a set of left-handed motors, and therefore rejected the motors without
opening the crates. Eventually, the British and American engineers working on this project
realized that the reference directions for the motors are the exact opposite in the British and
American pulp and paper industries, thereby creating the problem.
The approaches used by engineers of different cultural backgrounds to tackle the same
technical problem are likely to differ widely. The type of approach used to solve engineering
problems is often a reflection of what is emphasized in educational curricula leading to
engineering degrees in various countries. In France and Greece, for example, engineers tend to
emphasize theoretical or mathematical approaches over experimental or numerical ones. Other
countries, such as Canada and the United States, tend to favor experimental or numerical
approaches.
Although there is no absolute "right way" to approach technical problems, issues are likely to
arise when engineers with different inclinations work together to solve them. A French engineer
is likely to approach a new problem by writing down all of the relevant differential equations and
then trying to simplify them to obtain an analytical solution. Meanwhile, a Canadian engineer is
likely to start from the simplest expression of the problem and build a model (either physical or
numerical) of it. When French and Canadian engineers work together, they are both likely to feel
that the other is wasting time by approaching the problem from the wrong angle.
On a practical basis, the approaches used by engineers in different countries can also depend
on the types of resources available. For example, high labour costs and the availability of skilled
workers make process automation and the use of heavy equipment valuable in developed
countries, while using large numbers of unskilled workers may be a preferred approach in some
developing countries.
Cross-cultural issues also arise at the organizational level, because companies in different
countries organize their daily business differently. Some of the most noticeable differences
include the:
These differences in the way products are manufactured and marketed create the
need for different approaches to selling products and services. The same type of
argument cannot be used to win customers in North America and Germany –
whether through sales presentations or general marketing efforts. While North
American customers look for flexibility and response speed in the products and
services they purchase, German customers want durability, reliability, and quality.
• way information is shared and distributed. The way information moves within
a company varies significantly from country to country. For example, in Germany,
the flow of information tends to be fairly compartmentalized. Information flows
within departments along hierarchical lines, and does not flow easily within a given
hierarchical level or from department to department. In addition, Germans tend to
share information with only those people they believe need to know the
information. In Canadian companies, information tends to move within departments
and to cross departmental boundaries more freely. It also tends to flow along the
lines of communication networks used by individual employees.
• hiring process. Cross-cultural differences are fairly significant in this area. For
example, people interviewed for positions in France will be asked personal
questions that are considered illegal in Canada, such as their age, marital status
and number of children, while German interviewers routinely ask candidates for the
profession of their parents.
More importantly, there are significant differences in the types of skills that
companies in different countries look for in candidates. In France, for example,
large corporations expect their engineers to work for them throughout much of their
careers. They therefore tend to hire graduate engineers who appear to have long-
term potential and create jobs for these engineers. As a result, large French
companies tend to emphasize specific technical knowledge less and soft skills
more than Canadian ones.
For their part, Canadian companies tend to look for engineers who have the
technical skills required to fill an existing vacant position. They also do not expect
their engineer employees to remain with the company throughout their careers.
These differences in the hiring process for engineers can lead to frustration. When
Canadian engineers interact with French engineers who are fresh out of school,
they are likely to feel that these engineers do not have the same level of
knowledge as Canadian engineers with a similar level of seniority. This impression
is often justified. However, it’s best to keep in mind that these engineers were not
hired for their specific technical knowledge, and that allowances will have to be
made to keep a project running smoothly.
Canadian engineers working with foreign clients, suppliers or peers can prevent many cross-
cultural issues from turning into problems by paying an unusual amount of attention to proper
communication. Here are a few tips that will help avoid miscommunication:
• Clarify: When in doubt, ask; if not, ask anyway. It’s important to ensure that your
foreign colleagues have understood everything you meant to say and nothing else.
Ask them to feed you back what you have told them in their own words. This will
help you discover and address any major misunderstandings.
• Get into the details: Although it’s often tempting to agree on general principles
and leave details to further discussions for brevity’s sake, this can create major
problems at later stages. Indeed, an agreement on general principles may turn out
to be empty, if it is not tested through negotiation on the finer details.
• Summarize: The time taken to summarize the decisions made during a meeting
and to issue minutes to all participants is often a good investment. It helps to
prevent future challenges of decisions reached at meetings and to ensure that
action items agreed to at meetings are actually implemented.
• Simplify: Use simple words that are easily understood and be consistent. Using
synonyms can confuse your non-Canadian counterparts unnecessarily, particularly
if they are not native English speakers. For similar reasons, technical jargon should
be avoided where possible and explained clearly when it must be used.
Strategies that engineering firms can use to avoid cross-cultural problems while breaking into
foreign markets include hiring foreign engineers, which can be very effective when a company
has decided that a given country or countries will play a major role in its future. In this case,
hiring engineers with the right technical background who have lived and worked in the targeted
country or region, and therefore understand the culture, can be a tremendous asset to a
company. Indeed, these people have the knowledge and experience needed to understand how
to handle delicate cross-cultural situations and avoid faux pas.
This solution has some possible limitations, however. Important business transactions are often
handled at high levels within the company. Although it is relatively easy to locate and hire entry-
level engineers from a given country or region, finding engineers with many years of experience
in a given field can be quite challenging. In addition, depending on the circumstances, people
who have the appropriate cultural experience may not be able to share their knowledge with
others in the organization, thereby reducing the speed of organizational learning.
Cross-cultural training organizations can also shorten the learning curve by delivering training to
companies in a timely and targeted fashion. The necessary cross-cultural information should be
shared with all employees involved in international ventures, rather than being limited to those
who have already had experience with them. Cross-cultural training organizations are experts in
the area of cross-cultural relationships and can provide training on many topics, including how
to:
Setting up agreements with local partners, in the form of joint ventures or licenses, or purchasing
a local company can be effective ways of combining strengths. This approach can be very
effective when your firm is trying to break into a new market quickly, since it will enable your
company to benefit from the knowledge and experience of its partners. In many cases, this
approach works best when combined with one or more of the strategies mentioned above, since
finding and working with the right partners often requires knowledge about the targeted country
and its culture.
Patent protection
To achieve the desired level of protection for their intellectual property, engineering firms need to
be aware of the differences in patent systems that exist around the world. For example, the
United States have a "first-to-invent" policy, while the Japanese and the Europeans have a "first-
to-file" policy.
The "first-to-file" patent system does not require the company that files the patent to be the
original inventor of the technology for which the patent is being sought. As a result, a company
can receive a patent for an invention that was made in another country, but is not protected by
patent in the country where the company is located. This situation occurred in the case of the
invention of high temperature superconducting materials. Although the initial discovery was
made in the United States, the Japanese patent is held by two Japanese researchers who
obtained enough information about this invention to file a patent application in Japan.
When managed effectively, the diversity of approaches that exist around the world can lead to
significant improvements in both work processes and outputs. One way to take advantage of
cross-cultural differences was devised by a captain of the French Foreign Legion. When faced
with significant problems, he would pair someone from a northern European country (like
Germany) with someone from a southern European country (like France or Italy). The south
European individual would take the lead during the brainstorming part of the problem-solving
process, when potential solutions are generated and compared. The north European person
would then take the lead during the implementation phase. This strategy enabled the captain to
take advantage of both the "theoretical" bent of French and Italians and the attention to detail
and execution typically shown by Germans.
References
This article first appeared in the November / December 1998 issue of Engineering Dimensions,
the magazine of the Association of Professional Engineers of Ontario and is reprinted with their
authorization.
For more information about ITAP International e -mail, call, or fax us:
Phone: 1.609.921.1446 Phone: +44 1923 771303 Phone: +82 2 499 -4440
Fax: 1.609.924.7946 Fax: +44 1923 771437 Fax: +82 2 499 -4473
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E-mail: [email protected] E-mail: [email protected] E-mail: [email protected]
Increasingly, corporations are becoming virtual in nature; daily decisions. These issues play a significant part in the
customers, suppliers and employees are no longer in the VPM’s ability to lead and guide the team’s activities.
same city but in different time-zones and continents. “The Decision tools provide a mechanism by which remote
virtual corporation is a temporary network of indepen- team members can make the right choices on daily basis.
dent companies...”1 Hand-in-hand with the Virtual cor- The type of decision tool suggested here can be a group
poration is the Virtual Project Manager, and her enablers of questions which focus around the projects objectives
are leadership and technology. With communication tools and goals. They can be very simple such as:
exploding and maturing exponentially, the project man- • Which objective does this activity support?
ager of these virtual corporations must learn to not only • Is this activity necessary to achieve the projects goal?
embrace but fully utilize emerging technologies and adjust However, these questions set down by the VPM must
her management style. be clear and concise, misinterpretation will lead to mis-
This paper will explore the project manager’s role in a guided effort, financial waste and ambiguity in the pro-
virtual corporation and how technology will support the jects results.
activities of project management in this new paradigm. It Trust is the second part of the virtual leadership equa-
will also discuss how culture can hamper or support the tion. Trust does not come quickly and in many cultures
use of new technologies in project management. must be earned over a long period of time. The technolo-
gy section below discusses some simple techniques which
can help develop relationships and trust between team
The Virtual Project Manager member, however, the trust must start at the top with the
VPM. The VPM must do two things to start the trust;
The Virtual Project Manager (VPM) will need to be more bring everyone together at least once and be an idea
of a leader and technologist in order to successfully man- champion.
age her projects. In the virtual corporation, gone are the As every project manager would agree, a critical success
days when a project manager’s power/authority was de- factor to every project is the kick-off meeting, even more
fined absolutely and succinctly. Leadership, not manage- so with the virtual project. Albeit expensive, this is the
ment, is the style of a successful VPM and technology will perfect time to bring all the team members together,
be her supporting conduit. preferably in a neutral and convenient location for all
members. Members need to recognize from the start that
Managing the Virtual Project
there is a real person behind the e-mail and voice on the
The virtual project poses a unique management situation telephone. The perfect venue to establish this is the kick-
to the VPM. The VPM must be more of a leader in her off meeting . Here people will put name-to-face and be-
management style rather than the controller or supervisor gin to build relationships and trust. This is nothing new to
not only with the team members but also the project’s standard project management practices but exponentially
sponsor. Obviously, in the more traditional project, where important to the success of the virtual project when this
all the team members are under one roof or in the same may be the only time the virtual team members have face-
metropolitan area, a project manager exercises, in some to-face interaction.
cases daily, control and direction of the team’s activities. Being an idea champion supports the success of the
This is a luxury the VPM does not have and she must al- project and minimizes the “trust trap.” If members believe
ter her style to lead rather than control. that they can freely discuss their ideas with the VPM with-
In order to effectively lead the virtual team, the team out being shut down or ignored, they are more apt to do
members must have the same vision, trust for each other so not only with the VPM but also with each other. The
and the VPM, and decision tools to guide them through trust trap is an occurrence of locale. We fall into this trap
Technology
Get on the net!