Management of remote project - Revision history

Tkokotas at 14:00, 18 December 2018

2018-12-18T14:00:10Z

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			''Developed by Raphaël Lassaux''


	'''Coordination of Remote Project: a Cluster Approach'''		'''Coordination of Remote Project: a Cluster Approach'''

Lassauxr: /* Monitor */

2016-09-26T07:23:59Z

Monitor

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	Monitoring is extremely important to gather crucial information on the different projects. To have useful data the participants must know which kind of info should be collected, their form and the involved people. Furthermore, it should be done on a systematic way and on a regular basis to have a good monitoring. <ref name=PWC></ref>		Monitoring is extremely important to gather crucial information on the different projects. To have useful data the participants must know which kind of info should be collected, their form and the involved people. Furthermore, it should be done on a systematic way and on a regular basis to have a good monitoring. <ref name=PWC></ref>
	There are two ways for monitoring the actions: the first option is on a process-related indicator (that should be defined in step 1- Define), the second one is a continuously collecting of information on the outputs<ref name=shapiro> Shapiro, J. (2001) Monitoring and Evaluation. CIVICIUS/ World Alliance for citizen Participation </ref>. However, this last method requires a big involvement of the cluster member to share uninterruptedly their information. For emergency case, it could very interesting but in other case it could impede the correct working of the group.		There are two ways for monitoring the actions: the first option is on a process-related indicator (that should be defined in step 1- Define), the second one is a continuously collecting of information on the outputs<ref name=shapiro> Shapiro, J. (2001) Monitoring and Evaluation. CIVICIUS/ World Alliance for citizen Participation </ref>. However, this last method requires a big involvement of the cluster member to share uninterruptedly their information. For emergency case, it could be very interesting but in other case it could impede the correct working of the group.
	The goal of monitoring is to adapt and check if the cluster is acting in the right way. Moreover, it allows to identify problems in planning and/or implementation. The correction should be implemented as soon as possible.		The goal of monitoring is to adapt and check if the cluster is acting in the right way. Moreover, it allows to identify problems in planning and/or implementation. The correction should be implemented as soon as possible.

Lassauxr: /* Monitoring, evaluation and information sharing */

2016-09-26T07:20:01Z

Monitoring, evaluation and information sharing

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	=== Monitoring, evaluation and information sharing===		=== Monitoring, evaluation and information sharing===

	Before the implementation of cluster approach in the humanitarian response, each member collected information but ~~this~~ data was not shared between the agencies. No one may learn from the other experiences and there was no database. Trough cluster they can now share valuable information, analysis, strategic planning and evaluation. <ref name=BOOM></ref> Thereby this system improves the understanding of a pressing issue and it is easier to find an appropriate response. Working processes have been identified and can be so easily implemented.		Before the implementation of cluster approach in the humanitarian response, each member collected information but the data was not shared between the agencies. No one may learn from the other experiences and there was no database. Trough cluster they can now share valuable information, analysis, strategic planning and evaluation. <ref name=BOOM></ref> Thereby this system improves the understanding of a pressing issue and it is easier to find an appropriate response. Working processes have been identified and can be so easily implemented.

	Monitoring and information sharing are key elements to ensure an upright remote project for a company. As it will be seen further with the cluster project management cycle, this monitoring activities and evaluation are the core process of this model.		Monitoring and information sharing are key elements to ensure an upright remote project for a company. As it will be seen further with the cluster project management cycle, this monitoring activities and evaluation are the core process of this model.

Lassauxr: /* Coordination and leadership */

2016-09-26T07:19:08Z

Coordination and leadership

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	This binary managing structure with on one side the Cluster lead (UN for example) and on the other side the cluster agencies (WHO - World Health organization for instance) responsible for one sector, allows to clearly understand the responsibilities of one and all.		This binary managing structure with on one side the Cluster lead (UN for example) and on the other side the cluster agencies (WHO - World Health organization for instance) responsible for one sector, allows to clearly understand the responsibilities of one and all.
	These sector agencies are in charge of ’’ ensuring response capacity in place and that assessment, planning and response activities are carried out in collaboration with partners and in accordance with agreed standards and ~~guidelines”~~ <ref name=cluster></ref>. What make the cluster approach working is the fact that all the team members are working for the same common humanitarian objectives <ref name=cluster></ref>. The leadership of the coordination is held by the Cluster lead and the leadership on the sector is held by the agencies.		These sector agencies are in charge of '' ensuring response capacity in place and that assessment, planning and response activities are carried out in collaboration with partners and in accordance with agreed standards and guidelines'' <ref name=cluster></ref>. What make the cluster approach working is the fact that all the team members are working for the same common humanitarian objectives <ref name=cluster></ref>. The leadership of the coordination is held by the Cluster lead and the leadership on the sector is held by the agencies.

	For project managers, thanks to this structure each needs in the project are identified and related to someone. If there is a new specific need ~~there~~ should be a new responsible. It ensures consistency in the structure. In that way, it becomes easier to manage and identify the weaknesses. Moreover, the leadership is clearly defined.		For project managers, thanks to this structure each needs in the project are identified and related to someone. If there is a new specific need it should be a new responsible. It ensures consistency in the structure. In that way, it becomes easier to manage and identify the weaknesses. Moreover, the leadership is clearly defined.

	=== Monitoring, evaluation and information sharing===		=== Monitoring, evaluation and information sharing===

Lassauxr: /* Key Challenge in the Coordination of Dispersed Teams */

2016-09-26T07:12:45Z

Key Challenge in the Coordination of Dispersed Teams

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	= Key Challenge in the Coordination of Dispersed Teams =		= Key Challenge in the Coordination of Dispersed Teams =

	[[File: challenge.jpg\|rigth\|thumb\|650px\|Figure 2: Challenge of remote team<ref name=Monica></ref>]] The key challenge for international NGOs is to deal with geographically dispersed teams and all the consequences. They would prefer to be on the field for a more effective action but due to insecurity reasons they have to oversee the activities from another location. Thereby ~~to continue~~ to pursue a humanitarian imperative principle <ref name=once></ref>: ''getting aid to those in need as the first priority-even if it must be done from a distance''. Usual companies are practicing remote project more for offshore outsourcing and develop new markets. But this lead to the same coordination problem inside the company.		[[File: challenge.jpg\|rigth\|thumb\|650px\|Figure 2: Challenge of remote team<ref name=Monica></ref>]] The key challenge for international NGOs is to deal with geographically dispersed teams and all the consequences. They would prefer to be on the field for a more effective action but due to insecurity reasons they have to oversee the activities from another location. Thereby they want to pursue a humanitarian imperative principle <ref name=once></ref>: ''getting aid to those in need as the first priority-even if it must be done from a distance''. Usual companies are practicing remote project more for offshore outsourcing and develop new markets. But this lead to the same coordination problem inside the company.

	This kind of management has several negative sides as risk transfer on local team or poor quality and coordination. But those are due to a short-term decision-making attitude. The cluster approach that will be explained later resolves some of these drawbacks and can be applied to common companies. As it can be seen on figure 2, the two main difficulties are to communicate effectively and trust.		This kind of management has several negative sides as risk transfer on local team or poor quality and coordination. But those are due to a short-term decision-making attitude. The cluster approach that will be explained later resolves some of these drawbacks and can be applied to common companies. As it can be seen on figure 2, the two main difficulties are to communicate effectively and trust.
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	=== Difference in Time Zones, Language and Cultural Barriers ===		=== Difference in Time Zones, Language and Cultural Barriers ===
	An example will be taken in order to illustrate this challenge. An American NGO operating in Afghanistan with a local supplier will have some issues with the communication. Indeed, there is a difference in time zones, in languages and a cultural difference. The change in time zones imposes some delays for the response. But in emergency situation this delay is not acceptable. Therefore, there is a significant demand for staff to cover the time difference.		An example will be taken in order to illustrate this challenge. An American NGO operating in Afghanistan with a local supplier will have some issues with the communication. Indeed, there is a difference in time zones, in languages and a cultural difference. The change in time zones imposes some delays for the response. But in emergency situation this delay is not acceptable. Therefore, there is a significant demand for staff to cover the time difference.
	Then, the language is also an important barrier. First, which language to use. Then, have all ~~team~~ team members sufficient knowledge to communicate properly? There could be some misunderstandings that can impede the progression and implementation of the emergency response. That is why the remote control should be implemented early and taking into account all these considerations.		Then, the language is also an important barrier. First, which language to use. Then, have all team members sufficient knowledge to communicate properly? There could be some misunderstandings that can impede the progression and implementation of the emergency response. That is why the remote control should be implemented early and taking into account all these considerations.

	The same likenesses are existing when firms practice 'remote management': how to be sure that the requirements and responsibilities are well understood between all the project members?		The same likenesses are existing when firms practice 'remote management': how to be sure that the requirements and responsibilities are well understood between all the project members?
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	Then, employees from different countries use diverse technologies. Americans would probably prefer Microsoft Office and the Chinese more open-source software for example. When the team are in the same building, those problems will be generally resolved by face-to-face communication<ref name=Monica> </ref> but for remote project it will be impossible. Therefore, a clear definition of which programs should be used must be done before starting the remote project.		Then, employees from different countries use diverse technologies. Americans would probably prefer Microsoft Office and the Chinese more open-source software for example. When the team are in the same building, those problems will be generally resolved by face-to-face communication<ref name=Monica> </ref> but for remote project it will be impossible. Therefore, a clear definition of which programs should be used must be done before starting the remote project.


	= One solution: a cluster approach =		= One solution: a cluster approach =

Lassauxr: /* Remote Project Management */

2016-09-26T07:08:55Z

Remote Project Management

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	Remote project management or remote control is defined as ''reducing or restricting movement or withdrawing internationals (or any other staff at particular risk) while shifting responsibilities for program delivery to local staff or local partners.'' <ref name = once> Once Removed, Stoddard, Lessons and Challenges in remote management of humanitarian operations for insecure area</ref>. It was first adopted in conflicts in early 1980s. However, only few documents explained the good practice of this kind of management and how to succeed. ‘Remote control’, ‘remote support’, ‘remote partnership’ and ‘limited access programming’ are different concepts for remote management that could be found in the literature <ref>Hansen, 2008; Stoddard, Harmer & Renouf, 2010</ref>		Remote project management or remote control is defined as ''reducing or restricting movement or withdrawing internationals (or any other staff at particular risk) while shifting responsibilities for program delivery to local staff or local partners.'' <ref name = once> Once Removed, Stoddard, Lessons and Challenges in remote management of humanitarian operations for insecure area</ref>. It was first adopted in conflicts in early 1980s. However, only few documents explained the good practice of this kind of management and how to succeed. ‘Remote control’, ‘remote support’, ‘remote partnership’ and ‘limited access programming’ are different concepts for remote management that could be found in the literature <ref>Hansen, 2008; Stoddard, Harmer & Renouf, 2010</ref>

	The key element of remote project management is that the project is coordinated from outside: a different city, country, etc. Moreover, one of the ~~consequence~~ is that the team is geographically dispersed. As NGOs, some companies have also scattered crews all over the world working on the same project. Thereby, the same challenge must be overcome.		The key element of remote project management is that the project is coordinated from outside: a different city, country, etc. Moreover, one of the consequences is that the team is geographically dispersed. As NGOs, some companies have also scattered crews all over the world working on the same project. Thereby, the same challenge must be overcome.

	= Key Challenge in the Coordination of Dispersed Teams =		= Key Challenge in the Coordination of Dispersed Teams =

Lassauxr at 19:35, 25 September 2016

2016-09-25T19:35:10Z

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	'''[1] A. Stoddard, A. Harmer, and J. Renouf, ''Once Removed: Lessons and Challenged in remote management of humanitarian operations for insecure areas'', 2010, Humanitarian Outcomes.'''		'''[1] A. Stoddard, A. Harmer, and J. Renouf, ''Once Removed: Lessons and Challenged in remote management of humanitarian operations for insecure areas'', 2010, Humanitarian Outcomes.'''

	This article explained that organisations doing remote project can avoid the drawbacks (risk transfer, effectiveness, etc.) by a cluster approach. It explains the different challenges and types of remote ~~project~~.		This article explained that organisations doing remote project can avoid the drawbacks (risk transfer, effectiveness, etc.) by a cluster approach. It explains the different challenges and types of remote projects. It explains also more in details the definition of insecure areas and why the current NGOs use remote management. It describes the current methodologies to ensures the humanitarian response.

	* For more information about cluster management cycle		* For more information about cluster management cycle
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	'''[3] D. Aron,''The Future of Talent Is in Clusters'', Harvard Business Review, 2013'''		'''[3] D. Aron,''The Future of Talent Is in Clusters'', Harvard Business Review, 2013'''

	It enlightens about the fact that with an appropriate team working (i.e. clusters) the companies could be more innovative. It says what is the definition of a cluster as a unit of a companies, how it is work and the benefits/drawbacks of this kind of project management.		It enlightens about the fact that with an appropriate team working (i.e. clusters) the companies could be more innovative. It says what is the definition of a cluster as a unit of a companies, how it is work and the benefits/drawbacks of this kind of project management. The author emphasizes the fact that the current team working is not the proper way to be innovative.

			*For more information about successful distributed team management

			'''[4] M.Yap,''Successful Distributed Agile Team Working Patterns'', SolutionIQ, 2010'''

			This white paper was used more to highlight the challenges in distributed teams but it explains a lot about distributed Agile management that is not covered in this article. Nevertheless, it could be interesting if the reader wants more information about remote project without the cluster approach.
			It explains the best practices in this kind of team working and if it is successful to have distributed teams.

	=References=		=References=
	<references/>		<references/>

Lassauxr: /* Annoted Bibliography */

2016-09-25T13:25:19Z

Annoted Bibliography

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	{{#ev:youtube\|https://www.youtube.com/watch?v=9rR-__6uQhc \|alignment=center}}		{{#ev:youtube\|https://www.youtube.com/watch?v=9rR-__6uQhc \|alignment=center}}

	=~~Annoted~~ Bibliography=		=Annotated Bibliography=

	* For more information about remote project and the cluster approach in humanitarian operations.		* For more information about remote project and the cluster approach in humanitarian operations.
			'''[1] A. Stoddard, A. Harmer, and J. Renouf, ''Once Removed: Lessons and Challenged in remote management of humanitarian operations for insecure areas'', 2010, Humanitarian Outcomes.'''

	~~'''[1] A.Stoddard,A.Harmer,and J.Renouf, ''Once Removed: Lessons and Challenged in remote management of humanitarian operations for insecure areas'', 2010, Humanitarian Outcomes.'''~~		This article explained that organisations doing remote project can avoid the drawbacks (risk transfer, effectiveness, etc.) by a cluster approach. It explains the different challenges and types of remote project.

	This article explained that organisations doing remote project can avoid the drawbacks ( ~~risks transfert~~, effectiveness, etc) by a cluster approach. It explains the ~~differents~~ challenges and types of remote project.

	* For more information about cluster management cycle		* For more information about cluster management cycle
	'''[2] J.-H. Schretlen, ''Uncovering excellence in cluster management'', PWC,2011,'''		'''[2] J.-H. Schretlen, ''Uncovering excellence in cluster management'', PWC,2011,'''

	This report from PWC gives an overlook about the cluster management cycle and details deeply the six ~~differents~~ steps. It clarifies also the cluster governance that was not exposed in this article. It is more based on knowledge-intensive clusters between companies, universities and authorities. There is less information about remote project.		This report from PWC gives an overlook about the cluster management cycle and details deeply the six different steps. It clarifies also the cluster governance that was not exposed in this article. It is more based on knowledge-intensive clusters between companies, universities and authorities. There is less information about remote project.

	*For more information about cluster as team working		*For more information about cluster as team working

	'''[3]D.Aron,''The Future of Talent Is in Clusters'', Harvard ~~Buisness~~ Review, 2013'''		'''[3] D. Aron,''The Future of Talent Is in Clusters'', Harvard Business Review, 2013'''

	It enlightens about the fact that with an appropriate ~~teamworking~~ (i.e. clusters) the companies could be more innovative. It says what is ~~teh~~ definition of a cluster as a unit of a companies, how it is work and the benefits/drawbacks of this kind of project management.		It enlightens about the fact that with an appropriate team working (i.e. clusters) the companies could be more innovative. It says what is the definition of a cluster as a unit of a companies, how it is work and the benefits/drawbacks of this kind of project management.

	=References=		=References=
	<references/>		<references/>

Lassauxr: /* Reflexion */

2016-09-25T13:21:58Z

Reflexion

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	For the manager, ''the cluster model removes individual performance management''<ref name=Havard></ref> where the faithfulness of the talent members to the company is tough to achieve. Yet, the issue is to guarantee that '' the best are motivated to stay, the worst are inclined to go, and those in the middle are motivated to improve.'' <ref name=Havard></ref>. The role of the lead project manager is to preserve this motivation through the members and one way to do it is to apply correctly the cluster management cycle. Indeed, with this tool, the manager can easily show by evaluations that the cluster is working well towards the common objective.		For the manager, ''the cluster model removes individual performance management''<ref name=Havard></ref> where the faithfulness of the talent members to the company is tough to achieve. Yet, the issue is to guarantee that '' the best are motivated to stay, the worst are inclined to go, and those in the middle are motivated to improve.'' <ref name=Havard></ref>. The role of the lead project manager is to preserve this motivation through the members and one way to do it is to apply correctly the cluster management cycle. Indeed, with this tool, the manager can easily show by evaluations that the cluster is working well towards the common objective.

	Like any system, it needs to be improved. With the cluster management cycle, the feedback is made ~~automatic~~. The video bellows that shows the main future enhancements required for the ~~NGO~~.		Like any system, it needs to be improved. With the cluster management cycle, the feedback is made automatically. The video bellows that shows the main future enhancements required for the NGOs.

	{{#ev:youtube\|https://www.youtube.com/watch?v=9rR-__6uQhc \|alignment=center}}		{{#ev:youtube\|https://www.youtube.com/watch?v=9rR-__6uQhc \|alignment=center}}

Lassauxr: /* Evaluate */

2016-09-25T13:21:05Z

Evaluate

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	Comparing the actual effects with the decided strategies at a define moment is called evaluation<ref name=PWC></ref>. It differs from monitoring in the way is done. Monitoring is continuous and evaluation is at a precise moment (generally once or twice a year). Moreover, the evaluation report shows if the objectives were reached, the strengths and weaknesses of the cluster. It allows a complete understanding of the cluster organisation. Usually, if there is a correct monitoring, the evaluation should be right as well.		Comparing the actual effects with the decided strategies at a define moment is called evaluation<ref name=PWC></ref>. It differs from monitoring in the way is done. Monitoring is continuous and evaluation is at a precise moment (generally once or twice a year). Moreover, the evaluation report shows if the objectives were reached, the strengths and weaknesses of the cluster. It allows a complete understanding of the cluster organisation. Usually, if there is a correct monitoring, the evaluation should be right as well.
	Two types of evaluation could be highlighted: the formative and the summative. They form together the complete evaluation.		Two types of evaluation could be highlighted: the formative and the summative. They form together the complete evaluation.
	* Formative		* '''Formative'''
	The purpose is to analyse the organisation of the cluster.		The purpose is to analyse the organisation of the cluster.
	* Summative		* '''Summative'''
	The goal is to look at the improvement of the development of the cluster and its local impact.		The goal is to look at the improvement of the development of the cluster and its local impact.
	Then, another purpose of the evaluations is for decision policy. The assessments are a way to justify certain decisions like in difficult contexts (emergency disaster, bad economic context…).		Then, another purpose of the evaluations is for decision policy. The assessments are a way to justify certain decisions like in difficult contexts (emergency disaster, bad economic context…).