Obeya, also known as Big Room, is a lean management strategy used to enhance project management operations. It allows project team members to collaborate and communicate more effectively by situating them in the same physical space. However, despite the benefits of this method, it is essential to recognize that there are potential common pitfalls. In the domain of the PMI Construction Professional (PMI-CP) exam, understanding these pitfalls is crucial to aligning organizational needs with project execution.
1. Lack of Participation:
The effectiveness of the Obeya/Big Room method solely depends on the active involvement of each participant. If team members are not engaging effectively, the entire process can become counterproductive. Therefore, it’s vital that everyone involved understands the project’s requirements and actively participates in discussions and decision-makings.
Example: If the construction engineers, architects, and contractors aren’t actively participating in the Obeya sessions, essential inputs related to cost, design, and feasibility could be missed, leading to poor project outcomes.
2. Overemphasis on Collaboration:
While collaboration is the essence of the Obeya method, it could also lead to potential pitfalls if not correctly managed. Overemphasis on collaboration can lead to longer meeting durations and decreased productivity, detracting from the actual project work.
Example: Extended discussions on the design aspect of a construction project may take considerable time, disrupting the actual execution process, leading to extended timelines and budget overruns.
3. Lack of Visual Management:
Obeya encourages the use of visual aids like charts, timelines and diagrams to map out the project’s course. If these visual aids are not used or poorly managed, it could cause confusion and lead to misinterpretation of the project’s progress and problems.
Example: Failure to effectively use Gantt charts or a punch-list to visually represent the progress of a project could lead to misconceptions about project timelines and completion rates.
4. Inadequate Infrastructure:
The physical space of the Obeya/Big Room plays a significant role in fostering collaboration and effective communication. If the room is not well-equipped or conducive for team members, it might impede the process.
Example: A room that is too small or lacks necessary facilities, like a whiteboard or projection system, could prevent effective collaboration, creating inefficiencies.
5. Poor Monitoring and Control:
One of the primary functions of the Obeya model is to ensure proper project monitoring and control. If these aspects are not emphasized, there could be a risk of project deviations, resource mismanagement, and communication gaps.
Example: If there is no continuous monitoring of project performance parameters such as construction quality, cost, and schedule, it might lead to unwanted surprises at later stages of the project.
Conclusion
In conclusion, while the Obeya/Big Room model provides a platform for enhanced collaboration and project management, it also carries potential pitfalls. PMI Construction Professionals need to be aware of these to maximize the effectiveness of the Obeya method and ensure successful project execution. However, with the right approach and vigilance in avoiding these common pitfalls, the Obeya/Big Room method can be an invaluable tool in any PMI-CP’s toolbelt.
Practice Test
True or False: Obeya/Big Room meetings should only include senior management to ensure strategic planning is efficient.
- True
- False
Answer: False
Explanation: Obeya/Big Room should ideally involve representatives from all levels of the project team to promote communication and problem solving across the entire project.
True or False: The Obeya/Big Room concept may foster communication silos.
- True
- False
Answer: True
Explanation: If not correctly managed, the Obeya/Big Room concept can inadvertently encourage silos by concentrating knowledge among the attendants of the room.
Multiple Select: Which of the following could be pitfalls of an Obeya/Big Room approach?
- A) Inadequate preparation
- B) No clear agenda
- C) Consideration of only short-term perspectives
- D) Lack of biscuits
Answer: A, B, and C
Explanation: For a successful Obeya/Big Room, a clear agenda, good preparation, and both short and long-term perspective are necessary.
True or False: In Obeya/Big Room set up, precise documentation of the meeting’s outcome is not critical.
- True
- False
Answer: False
Explanation: Precise documentation of the meeting outcome is crucial for recording decisions and actions for those unable to attend and for historical reference.
Single Select: Who should be present in an Obeya/Big Room?
- A) Strategic Level Management
- B) Operational Level Management
- C) All relevant stakeholders
- D) Only the project manager
Answer: C) All relevant stakeholders
Explanation: The inclusion of all relevant stakeholders can ensure all perspectives are considered and promotes an environment of teamwork and collaboration.
True or False: The dominance of certain strong personalities may be a pitfall of the Obeya/Big Room approach.
- True
- False
Answer: True
Explanation: Strong personalities can inadvertently control the conversation, stifling input from other participants, which is a potential pitfall of the Obeya/Big Room approach.
True or False: Over-reliance on a physical Obeya/Big Room can be a downside, especially if some team members are not co-located.
- True
- False
Answer: True
Explanation: Dependence on a physical conference room can limit the effectiveness of the approach, especially when team members are spread across different locations.
Single Select: Which of the following is a pitfall regarding time in Obeya/Big Room approach?
- A) Longer meetings
- B) Shorter meetings
- C) Inefficient management of time
- D) Meetings at inappropriate times
Answer: C) Inefficient management of time
Explanation: Effective use of time is crucial in Obeya/Big Room meetings. Inefficiently managed meetings can result in wasted time and decreased productivity.
True or False: In an Obeya/Big Room approach, focusing only on project visuals is beneficial.
- True
- False
Answer: False
Explanation: While visuals can help to communicate complex information, relying on them solely can lead to, essential project details being overlooked.
Multiple Select: To avoid common pitfalls in Obeya/Big Room, you must focus on:
- A) Effective Communication
- B) Hierarchical decision-making
- C) Preparedness
- D) Inclusion of all stakeholders
Answer: A, C, and D
Explanation: Open communication, preparedness before meetings, and inclusive decision-making are some areas to focus on for effective Obeya/Big Room sessions.
Interview Questions
What is the primary purpose of Obeya or Big Room in project management?
The primary purpose of Obeya or Big Room, a concept derived from Lean management principles, is to facilitate team collaboration, fast decision-making, and the quick resolution of issues in a project. It’s a dedicated space where all project-related information and team members are available for constant collaboration.
What is one of the common pitfalls of Obeya?
One of the common pitfalls of Obeya is failing to maintain it as a living room. Once it becomes static, its efficacy is greatly reduced. The information in the Big Room should continuously evolve reflecting the progress and changes in the project.
How can lack of discipline become a pitfall in an Obeya?
If meetings and updates in the Obeya are not regular and disciplined, it can lead to confusion, a lack of communication, and potential misalignment of team members leading to project delays or failures.
Is over-complication a common pitfall in Obeya/Big Room?
Yes, over-complication is a common pitfall. This occurs when there is too much information crowding the walls, making it difficult for team members to observe and understand the key points and progress of the project.
Can ignoring the importance of visual management be considered as a pitfall of Obeya?
Yes, ignoring the significance of having visual aids, like charts and graphs for easy understanding of complex data, is a pitfall. It can lead to confusion and misinterpretation, as visual management is key to the effectiveness of Obeya.
What can lead to the failure of a Big Room strategy?
A lack of clear purpose can lead to the failure of a Big Room strategy. If team members don’t see the relevance and advantage of the Obeya, they won’t engage with it fully and it may fail in its main purpose, that is to foster collaboration and open, continuous communication.
Why is it potentially damaging to use an Obeya as a reporting tool?
If the Obeya is used merely as a reporting tool, it loses its core function as a collaboration tool. It should not be used as a space for managers to visually control tasks, but rather to encourage team engagement and collective problem-solving.
What happens if the size of a team working in an Obeya is not managed properly?
If the size of the team gets too large or unwieldy, it can become a pitfall in Obeya. An unmanageable team size can lead to difficulties in coordination, potentially unproductive meetings, and even conflicts, hindering the purpose of the Obeya.
How can the presence of too many managers become a pitfall in Obeya?
Too many managers in Obeya can create an environment of “too many cooks spoil the broth”. Their individual management styles and varied inputs may confuse the team, creating unnecessary problems and slowing down the decision-making process.
How can an Obeya fail if the core principles of Lean Management are not applied correctly?
Without sticking to Lean principles like eliminating waste, value stream mapping, and continuous improvement, an Obeya can become a simple meeting room, and the benefits of close team collaboration and effective problem-solving won’t be realized.
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