The biggest challenges of an Offshore project?
The job at the scheduler can be challenging enough when your team are together. But what if the project is located is located offshore? What do schedulers need to be aware of and what are the biggest challenges for project schedulers to consider? This is a challenge many project schedulers face often in the construction, energies sector and mining sectors. Here at PrimaveraReader we share with you in this article some of the considerations and challenges for schedulers to consider, including our ideas and practical solutions to overcome these issues. These include location and time zones; languages, translation and the potential for misunderstanding; coordination and getting response from the offshore project team; issues such as the scheduler receiving the timely monthly updates they need to update the schedule and manage performance; to dealing with urgent challenges such as re-planning and change requests. When building and managing project schedules for offshore projects; location, time zones and language barriers are some of the more frequent challenges to overcome. The global location of your offshore project could mean that time zones can be a hindrance to achieving good communication and collaboration. Running a mining project in Australia from Europe? Who is going to make the effort to work outside court working hours in order to communicate? This problem is exasperated if the scheduler is managing and coordinating projects in multiple geographical locations. When the clock strikes 12:00 where is it 12:00? In your office or in the location of the project?
It is a good idea to communicate clearly defined time zone and degree project times and calendars. It's prudent to have in mind that there are different working days operating in various parts of the world. For example, in some countries the working week starts on Sunday and ends on Thursday, with Fridayand Saturday off. This requires the use of a specific project calendar in the schedule. Language barriers have the possibility for mix up in misinterpretation of project information such as specifications and requirements. If you are working with multiple offshore projects in different locations, the problem can become exasperated such as if they form part of a global programme. If the subject matter expert you need for your project does not speak the language of the core project team, culturally differences and interpretation of the meaning of emails and conversations can lead to confusion about the desired schedule inputs required and can make for back-and-forth iteration and potentially lead to errors and delay on the project. To combat this, at the beginning of a project it is worth specifying what will be the main working language of your project, if at all possible and keep in mind your enterprise project management tool may need interfaces in several languages, and support those specialists you need that do not speak by mother tongue the core language of the project team. Some companies are fully aware of the challenges that globally distributed and management of offshore projects present, and ensure at least in the start-up phase of a new project that the project team meet; either via the use of technology or some companies even go to lengths of flying the project team members to one location so that they can meet in person and build the relationships in person so that the project can really thrive and prosper.
CommunicationHow do you plan on communicating with your offshore project teams? Coordination and making contact with offshore teams can be a real challenge. How are you going to reach them? Rely on email? Direct line via Phone? One of the solutions is to set a regular drumbeat schedule meetings and updates via a shared and agreed calendar. Some of the methods for combating the situation range from the use of technology, to setting out the expected requirements of communication and coordination between the offshore team and the scheduler from the outset of the project so that the project team know what is expected of them.
Videoconferencing and communication platforms can really help schedulers. They enhance communication and collaboration within the project team and popular ones include Skype for Business to more secure offerings from companies such as Go to Meeting and Cisco Webex. At times there is a lot of value in being able to share your screen live with your offshore project team so that you can build, update and modify the schedule with the benefit that the project team can view these real-time and provide direct feedback so that the scheduler can immediately reflect those changes and iteratively refine the project schedule with the result of refining and agreeing changes must faster... Be clear and plan in advance when collaborative meetings are going to take place and how. Dial in numbers for teleconferencing and or the methods of communication need to be sent in advance, and via an effective method that will reach your project team. It's a good idea to have a least one, if not two people in the offshore location who will coordinate the project team and ensure they are made available for activities such as to support build of the project schedule, reviewing and setting the baseline, managing and dealing with change and schedule updates. Which brings us on to another challenge: schedule updates. With regards to schedule updates: Who is going to verify performance? For schedulers, are the performance updates received from the offshore team based on pre-agreed rules of credit? Or are they based on an individual's interpretation of progress? Who in the offshore location is going to order to verify the schedule performance update against real-world progress before it is published and distributed? You do not want to be in the position of reporting non-accurate project performance to management and stakeholders, or ordering material when the project isn’t actually as far progressed as is being reported.
Software solutionsWhat software are you going to choose or is mandated for scheduling for your project? For offshore and dispersed project teams Oracle Primavera P6 collaboration tools via web access provide project teams a solution. P6 web access provides a collaborative scheduling platform for managing project schedules. P6 web access provides three types of workspaces:
- Project Workspace