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Transcript of EEddiittoorr’’ss NNoottee CONTENTS · EEddiittoorr’’ss NNoottee Dear Friends, The industry...
Page 1
Editor’s NoteEditor’s NoteDear Friends,
The industry landscape especially
the IT landscape apparently has
undergone a huge change in
recent times. India's blue chip IT
sector is experiencing rough weather from the
tightening of visa regime in the US, increased
automation of level 1 and level 2 jobs, Brexit and
from top IT companies taking tough stance on
'restructuring' and 'performance management'
for their organization. India's $150 billion
outsourcing industry finds itself at a tipping point.
The symptom we see from this includes cutting
staff strength, slowing down hiring, reducing
travel and discretionary spends etc. A recent
Mckinsey report
has pointed that
a s i gn i f i c an t
proportion of 37
lakh IT workforce
w i l l b e c o m e
irrelevant in the
next 3-4 years. While the scenario sounds
alarming, this is a wakeup call for us.
Management books, self-help books and spiritual
books – all point to the same golden mantra. That
we need to focus on what we control and do not
lose our sleep on what we cannot control or things
which are out of us. We need to keep on
buttressing our strengths and relentlessly
diminish our weaknesses to meaningfully
contribute to manage and grow our professional
careers. Vishal Sikka, Infosys CEO, in his New
- Capt. L. N. Prasad
PM Footprints: During the month of April 2017, two PM
thFootprints sessions were held. On 13 April 2017, Mr. Mark
Dorsett, Vice
President – Global
Business &
Strategic
Partnerships of
Prosci (US), spoke
Continued on Page 7...
Year note to employees had said “We will not
survive if we remain in the constricted space of
doing as we are told depending on cost arbitrage
and working as reactive problem solvers”. So we
need to reinvent ourselves and adapt with the
changing business models of the IT industry. We
need to proactively understand the “value
proposition” we bring to the table and deliver
added value to our customers and stakeholders.
This also should be a great trigger for us to upskill,
cross train and upgrade ourselves on new and
emerging knowledge and skills. You can also think
of volunteering for 'stretch projects' to pilot new
ideas that could deliver added value or hone new
skills. Like any other business, Indian IT industry
has gone through trough and crest in the past and
I am sure, it is only natural that the IT industry
(and it's workforce) will reinvent itself to take it
back to its leadership level in future.
Happy Reading
Thanks and Best Wishes
Soumen De, PMP
Volume - 5 - Issue 2
May 2017
Chapter News
- Capt. L. N. Prasad
Effective Cross-cultural
Communication
- Prabodh Gupta
Lessons Learned From
Projects . . .
- Vishwanath Thanalapatti
Why should I split my
stories?
- Rachana Dalmia
The Lighter Side of PM
- Rajiv
DID YOU KNOW?
CONTENTS
Q. This is used to assess
the maturity level of safety
culture of any organization
DID YOU
KNOW
Editorial Board
Murali Santhanam, PMP
Namita Gupta, PMP, PMI-ACP
Rama K, PMP, PMI-ACP
Shikha Vaidh, PMP, PMI-ACP
Soumen De, PMP
Sujata Sahu, PMP
Chapter News on the topic "Changing the world-One project at a time".
thOn 27 April 2017, Mr. Jayaraj
Narayana, Technical Project
Manager, Ensilica India Private
Limited, spoke on the topic "7
Habits of an Effective Project
Manager". Both the sessions
were very well attended and the
members benefitted by the
subject.
Effective Cross-cultural Communication
Volume - 5 - Issue 2 May 2017
2 Page
High Context vs Low Context
Culture
Avoid Unconscious Bias
This relates to how any individual feels,
thinks, opine and upbringing affect how
they act within a given culture. US &
most parts of Europe are generally low
context culture while Asia, Africa & Middle
east are generally high context culture. In
a high context culture, communication
involves more of the information in the
physical context; the internal meaning is
usually embedded in the information, so
meaning is not explicitly stated in written
or spoken words. Whereas, a low context
culture is characterized by communication
that is direct, precise, open and based on
feelings.
When people from different cultures come
together, they tend to assume certain
things (unaware of difference in the
communication styles and cultural values)
and don't understand the value system of
the other culture. This leads to a situation
where the listener not only loses part of
the message but also develops an
incorrect perspective about the delivered
information. Also, unawareness from the
language or accent also leads to
ambiguity.
Tolerance for ambiguity in a fast
changing, multi-cultural & complex world
is critical. Whenever we see any
ambiguous situations as uncomfortable or
threatening ones, we tend to adopt more
rigid or stereotype thinking. Rather than,
we should treat these ambiguities as an
opportunity to improvise when solutions
are unknown & try to think in a neutral &
open way.
Gestures and eye contact are two areas
of non-verbal communication that are
utilized differently across cultures. For
example, American workers tend to wave
their hand and use a finger to point when
giving non-verbal direction while in
Japan, we should never use a finger to
point towards another person because
that gesture is considered rude in Japan.
Instead, we might gesture with an open
hand, with our palm facing up, toward
the person.
Another form of non-verbal
communication is eye contact. In the
U.S., eye contact is a good thing and is a
reflection of honesty and
straightforwardness. However, in some
Asian and Middle Eastern cultures,
prolonged eye contact be rude or
aggressive in many situations. When an
American has a face to face meeting with
any Japanese, American can think that
his Japanese counterpart is not listening
to his talking points because he was not
looking American in the eyes. However,
Japanese did not want American to think
he was rude, so he avoided looking
directly into his American counterpart's
eyes during his speech
Non-Verbal Communication
Effective Cross-Cultural
Communication is imperative for all the
companies due to the growth of global
business & diversified workforce. The
world is shrinking and leaders from
different cultures are finding that they
need to work together. This type of
communication involves an understanding
of how people from different countries &
cultures speak, communicate, and
perceive the world around them.
I truly realized the importance of Cross
Cultural Communication when I joined
IBM. First project which I was leading had
DB2 resource from China, Middleware
Resource from Brazil, Application Team
from Europe, Customer from US & me &
few resources from India. It was a tough
call for me to make sure that everyone
remains on the same page with no scope
of any misunderstanding.
To be a good leader, not only person
should have good Intelligence Quotient
(IQ) and Emotional Intelligence (EQ) but
should have good Cultural Intelligence or
Cultural Quotient (CQ) also. Cultural
Intelligence can be understood as the
capability to relate and work effectively
across culture.
One critical element that Cultural
Intelligence and Emotional Intelligence do
share is “to think before acting”. Even we
are using the same language, words and
phrases can mean different things from
one culture to another. For eg, if an
American use the phrase “As soon as
possible”, it usually means “Now. While in
other culture, same phrase mean “As
soon as you clear your other priorities”.
These two people from different cultures
might hear the same phrase but interpret
in different way as per their culture.
For effective Cross Cultural
Communication, we should understand
following aspects of the Culture –
- Prabodh Gupta
PM Article Effective Cross-cultural Communication
Continued on Page 7...
Lessons Learned From Projects – The Essential First Step
Volume - 5 - Issue 2 May 2017
Page 3
around clean data cannot be overstated
for correct decision making. Any
investment in Visual Analytics, Data
Analytics etc., is as good the underlying
data.
Mantra: 'Clean Data' must be a strategy
for any Organisation. This must be an
ongoing project that feeds into all
projects.
Main Benefits: Minimise Risk, Create
Data as an Asset, Leverage Technology.
Project Management is mainstream. A
large number of projects if one looks
closely do have similarities. The world is
full of lessons with a repository of
examples to learn from. Vendors on the
other hand have a global view and
experience. Over time software products
have come to incorporate global best
practices. This makes 'COTS' approach
for implementation a very good option
with minimal customisation. This is an
opportunity for an organisation to change
its business processes.
Lessons Learned
Organisation start customizing solutions
bought off the shelf. The internal fault
lines between Business, IT and Senior
Management drag decisions towards
customisation to the point where COTS
will start assuming the form of in-house
developed software. The very objective of
technology upgradation, improved
productivity, optimisation of business
processes take the back seat. There are
copious examples of projects that go into
a tailspin due to extensive customisation.
Mantra: Choose a Global Vendor, Change
Business Processes and implement with
minimal Customization.
Main Benefits: Maximise Investment,
Stay Competitive, Pioneer Change.
• Process change and
optimisation
In theory, a project closure is logically
complete when the Lessons Learned are
documented. The rationale underlying
'Lessons Learned' is using the information
in other similar projects so that the
success criteria is emulated, while the
setbacks are tracked for avoidance. To set
the contours for compliance, there are
two extreme possible positions for
'Lessons Learned'. The first one where
each new project 'Kick Off' starts with a
session (on the 'Lessons Learned') that is
100%; the other is to ignore all and move
on with the new project that is 0%. The
reality lies somewhere in between. In
this write up I pick up 5 top lessons which
are learned but not considered that could
have minimized risk, done at less cost in
quicker time and delivered stakeholder
value. The readers from the Project
Management discipline I am sure will be
able to relate to a few, if not to all of
these.
The business of banking in India
predominantly is very similar, be it across
banks or regions. The products are
standardized, reporting structured and
the one major difference is in volumes.
This gives us a model of the basic
software solution. Like said earlier, can be
packaged and implemented in quick time,
at a lower cost, minimizing risk; if it is on
cloud, even quicker. However, each bank
goer has gone through a very harrowing
experience.
Lessons learned
After the first few projects 'Go-Live' the
banks could have come together and
defined a standard model solution and on
top of that customized specific products
unique to a bank. Say, branded products.
The combined association of banks with
its negotiation power would have driven
the costs down. One project plan and
one model solution would have been a
clear winner. A single general ledger
• Core banking transformation
projects in India:
structure would have made regulatory
reporting much better.
Mantra: Going forward, banks should
look at a Cloud Based Solution (private
community cloud) and insist on a pre-
packaged solution, rather than go
through the pain of 'Bottom Up'
implementation.
Main Benefits: Minimise Risk, Lower
cost, Predictable and Lesser time to
implement.
Data is the 'Prana' - the breath of life for
an organisation. Given the importance,
one of the essential 'first steps'
organisations must do is to clean up data
as part of implementation process. This
will help in the design of information
architecture for classification of data (for
example 'Mission Critical, 'Important'
etc.,) that will be of tremendous use to
an Information System Auditor for Data
Migration Audit. And for leveraging
technologies for exploiting 'Big Data' to
give desired results for decision making.
Lessons Learned
The Management must mandate data
cleansing as one of the critical 'first steps'
for any implementation. The decision for
'Go' 'No Go' forward with the project
must hinge on this. The planning process
must have this as a mandatory step and
the execution must start with a sign off
by all stake holders. The importance of
information architecture structured
• Data Cleansing
- Vishwanath Thanalapatti
Lessons Learned From Projects – The Essential First Step
PM Article
Continued on Page 6...
Why should I split my stories?
Volume - 5 - Issue 2 May 2017
this does not give the user time to
provide feedback on the workflow until it
is too late and the entire workflow is
implemented. This defers learning and
creates additional project risk or in the
least does not allow you to retire the risks
A better way to split a workflow is to do a
thin slice through the workflow focusing
on one variation or to focus on the stories
that actually deliver value rather than
every story in the workflow
Example: I had a client who wanted a
portal that allowed patients to schedule
healthcare appointments with the
doctors. They had inventory of
thousands of providers and their
availability.
1. Patient would login to the system
2. Lookup the doctors by speciality,
insurance, proximity to them and other
criteria
3. Once they found the doctor, they had
to look up their schedule
4. If they found a time slot that would
work for them, select the appointment,
provide all the required information
5. Book the appointment
6. Show confirmation for the appointment
In this workflow, the value is only derived
once the appointment is booked. So, we
discussed the fastest way to get the
patient to the appointment.
- Once we started breaking this story
- We found that 80% of the
appointments were patients with their
PCP (Primary Care Physician)
- The other 20% were either new
patients looking for a PCP or other
specialists
- The complexity in this workflow was
looking up the doctors based on the
various criteria.
- So we implemented the thin slice of
the workflow where the logged in
user's PCP availability shows right away
and they can book an appointment.
- We were able to release this feature
and add the complexity later on.
- Earned quick ROI
Benefits:
- The client can go to production with
just this variation implemented and
the other flows can still be a manual
workflow saving time on at least one
flow.
- The team learns from implementing
this one small variation without adding
complexity to the system.
- The team can now estimate the other
variation(s) more accurately.
- We split user stories to get to
value/feedback faster and to only build
what is valuable.
This article is about WHY you should split
your user stories while working in agile
projects and also how to split the user
stories.
The obvious reason to split a user story is
when a story is too large to fit in a sprint.
But this is not the only time you should
think about splitting your stories.
Breaking a large story based on all its
variations and complexities will allow your
Product Owner to prioritize the most
valuable variation either based on usage
or other business criteria. Some of the
variations may never bubble up in priority
over other features.
Example: I worked on a portal where
documents could be shared with different
groups of people. One of the
requirements was notifications to the
users when a document was shared with
them.
I broke the user story for different
notification channels:
Text message
Notification center on the portal that
shows all the messages sent to the
user.
The PO was able to prioritize email
notification and in the end, we did not
implement the notification center.
- PO was able to prioritize the
notification channels separately
- Allowed for faster time to market
- Based on the usage and feedback, we
were able to eliminate the notification
center completely, saving budget for
more important enhancements
- Smaller stories allow the team to
provide more accurate estimates
- Ensure that there is an Epic that ties all
your split user stories together. This will
allow your development team to think
about the architecture/design.
Teams that are new to splitting stories
tend to split the workflow Epic by each
workflow step and implement it from left
to right until the flow is complete.
Splitting this way is dangerous because
•
Benefits:
Caution:
•
•
•
4 Page
PM Article Why should I split my stories? - Rachana Dalmia
What I learned from Bollywood Songs
Volume - 5 - Issue 2 May 2017
destination. Whenever such a difficult
situation comes in life, we can be assured
that this is the tipping point and after
this, the final destination is waiting. It's
not time to give up, it's time to walk
alone and keep away from negative
forces who may stop you on the way.
The third and last song in my list is
"Zindegi ek safar hai suhana" from the
1971 movie Andaz, composed by
Shankar Jaikishan and sung by Kishore
Kumar. This one is more fun loving and a
song which can instantly make one's
mood happy and positive. As the song
starts on a high note, it declares the
uncertainty of tomorrow and inspires to
live the present moment with zeal, full of
happiness and singing. And while living
the present with happiness, focus on your
destination and move ahead. "Haste gate
jahan se guzar; Duniya ki tu parvah na
kar; Muskuraate hue din bitana; Yahan
kal kya ho kisne jaana". Never be worried
about what others will think and go
ahead while singing and laughing. Finally
Hasrat Jaipuri talks about the
unnecessary fear of death in people's
mind as it is inevitable and going to
happen one day. "Maut aani hai ayegi ik
din; Jaan jaani hai jayegi ik din; Aisi
baaton se kya ghabrana; Yahan kal kya
ho kisne jaana; Zindagi ek safar hai
suhana; Yahan kal kya ho kisne jaana”.
A song has the potential to change the
mood. A good tune in the morning keeps
the mind happy throughout the day.
When one returns home tired in the
evening, listening to some good music
can take away all the tiredness, pain and
refresh the mind. In India, Bollywood
songs have remained the major source of
music. Although Bollywood songs are
meant for entertainment, there are many
songs which convey a deeper meaning
and can teach us many lessons in life in a
simple yet effective way. Here are few
songs that have deeper meanings and
have helped me to learn lessons of life.
‘Main Zindegi ka saath nibhata chala
gaya’. This song from the movie
"Humdono", composed by Jaidev and
beautifully sung by Mohammed Rafi, it is
a marvel when it comes to learning. The
first line tells how to get rid of worries
and unnecessary thoughts and move
ahead in life continuously. When setbacks
come don't be disheartened as there is no
point in doing so. Rather celebrate the
moment and move ahead. What I got, I
accepted it as my luck. What I lost, I
forgot about it forever. The last line is my
favorite. Where there is no difference
between happiness and sadness, to that
level of consciousness, I am taking my
heart continuously. The lyricist Sahir
Ludhianvi had beautifully used words to
explain such a nice philosophy of life.
Second in my list is a song from the
movie "Imtihan", "Ruk jaana nahin tu
kahin haar ke". Beautifully rendered by
the immortal voice of Kishore Kumar.
Whenever the mind is negative or
everything is not going on right with you,
listen to this great number to raise your
spirit up. The song talks about the eternal
journey of life and the need to walk
continuously without stopping at small
roadblocks or difficulties. When one is
determined to continuously walk along his
own path, the entire nature (like Sun
here) works in the same direction. The
next lines penned down by Majrooh
Sultanpuri are the best part of the song.
"Sathi na karvan hai; Yeh tera imtihaan
hai; Yoon hi chala chal dil ke sahare;
Karti hai manzil tujhko ishare; Dekh
kahin koi rok nahin le Tujhko pukaar ke".
The exam he's mentioning is the difficult
times one is going through and at such
difficult times normally you are alone as
the difficult situation is in front of you and
you only can sort it out by walking
continuously keeping an eye on the
Page 5
- Sukumar Mishra
What I learned from Bollywood SongsPM in Non-Traditional Area
PM Essence, the monthly journal from PMI Bangalore India Chapter has successfully completed 4 years of its journey.
This journal has covered articles on Project Management (PM) and related topics, Chapter Events, PM Humor and other sections and we have
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6 Page
Volume - 5 - Issue 2 May 2017
• Right leadership and People
People are key for the success of a project. Strong leadership, right
skills and full commitment takes a project across the finish line.
Professional Project Management and PMI processes give the
necessary structure, direction and governance. The bottom line right
people make successful projects.
Lessons Learned
The first signs of the good people leaving a project always starts with
a trickle and is seen in mid and senior management. When it gets
viral, the cracks develop all over and finally descends to mediocre
leadership, at this point it is beyond repair. The investments and
funding dry out. Projects are kept on hold and gradually loose
traction, soon forgotten.
Mantra: Reward people well enough to keep them in the game. Role
clarity and participation to be communicated and maintained. Don't
change responsibilities randomly. Aim at quick success, the so called
low hanging fruits. Have a regular track of success and recognition in
place. Make sure a good talent management person is in the team.
Main Benefits: Ensure Project Success, Deliver Stakeholder Value.
• Lessons Learned
Lessons Learned from a project is the guiding light to future
projects. It is an organizational asset. The repository will
have success stories and pain points from all previous
projects. If not all at the least transformational ones that are
disruptive (in the positive sense) for business.
Lessons Learned
The success stories are all fine. More important are the 'Pain
Points'. The focus on 'Pain Points' and its relevance cannot
be overstated. The repeat performance of mistakes and
resolution is at a cost and risk, more so from projects that
have not been delivered or gone into the breach orbit of time
and cost. In a projectised / matrix structure the PMOs office
is ideally the owner of 'Lessons Learned'. The stakeholders
for each project must sign off on the 'Lessons Learned'
Mantra: Lessons Learned must be an indispensable first
step for every project an organisation undertakes. Factor
that in all process / dependent process steps as an 'Input'.
Main Benefits: Minimise Risk, Maximise Project Success.
Lessons Learned from Projects ... continued from Page 3
PMPC 2017
2C 0P 1M 7P
The Annual Project Management Practitioner's Conference 2017 will be held on 20, 21, and 22nd July 2017 at
NIMHANS Convention centre. The registration for the same has been opened. Details regarding the same can be
obtained from the Chapter's website.
Chapter News ... continued from Page 1
PM E&C Footprints:
Agile Foundation:
th On Saturday, 15 April, E&C
Footprints was also held. The first speaker for the
day was Mr. Anand K Basal, Vice President
Prestige Estate Project Ltd., spoke on the topic "A
case Study of Structural Steel Building".
The second speaker for the day was Mr. Divaspati
Bhat, Director
dbEE Consulting - Enabling Experts. He spoke on
the topic "Communication and Relationships". The
talk was well attended and received by the
members.
The one day Agile foundation ndtraining was held on 22 Aprill 2017. Twelve
members participated in the program.
Volume - 5 - Issue 2 May 2017
Page 7
A. to understand the point they're at in their
journey towards an effective safety culture.
Once this starting point is known, action can
be taken to achieve increased safety levels.
With time, the Bradley Curve has become a
leading indicator of the maturity of an
organisation's safety culture. In a mature
safety culture, safety is truly sustainable,
with injury rates approaching zero. People
feel empowered to take action as needed to
work safely. They support and challenge
each other. Decisions are made at the
appropriate level and people live by those
decisions. The organization, as a whole,
realizes significant business benefits in
higher quality, greater productivity, and
increased profits.
[
The Bradley Curve helps organisations
Source - Internet]
DID YOU
KNOW
Approach to Successful Cross Cultural Communication:
• Understanding the Cultural Differences –
Differences in culture can be classified at two levels – Surface
(noticeable differences) and Deep (out of conscious awareness). To
understand the deep differences, we have to put some efforts as those
are not obvious.
• Understanding the Cultural Values - Each country has her own
cultural value & dynamics of society including politics, family, religion,
beliefs etc. Understanding the host country's cultural values on the scale
of these dimensions helps a manager to understand the cultural chasm
that he must recognize and make conscious effort to bridge.
• Reduce Ethnocentrism - Ethnocentrism is judging
another culture solely by the values and standards of
one's own culture Ethnocentric individuals believe that
they are better than other individuals for reasons based
solely on their heritage. Since ethnocentrism is often an
unconscious behavior, it is understandably difficult to
prevent in advance. Such a behavior is also characterized
by selective listening and value judgment, severely
impacting the quality of the communication.
Understanding such aspects of the host culture helps
business leaders achieve successful cross cultural
communication.
Effective Cross-Cultural ... continued from Page 2
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Volume - 5 - Issue 2 May 2017
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PM Member’s Corner
We welcome all new
members and Thank
members who have
r e n e w e d t h e i r
membership in April
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Appended is the list of
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seminars (webinars)
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