4 Tips for International Projects

Keep these points in mind to ensure the success of your international project

1. Country-Specific Circumstances

There are many different country-specific factors that can affect your international projects.

• Time

  Different time zones are all too easily forgotten, and team members get frustrated when others aren’t available during their working hours or when meetings are canceled. The same applies to country-specific holidays. Good communication and planning are essential here to accommodate all team members.
  Tip: Good project management software automatically adjusts project deadlines based on users’ time zone settings and holidays. This way, you don’t have to manually adjust the project plan to account for these varying circumstances.

• Working Conditions

  In addition to time, different working conditions also play an important role in teamwork. So, before starting a project, find out about any differences that could affect your project.

• Politics

  A project that seems very promising in one country may not be feasible in another due to political circumstances—this applies not only to the country’s political climate but also to the policies within the respective companies. It is entirely possible that decision-makers within a company may not support the project. A feasibility analysis helps you identify such problems even before the project begins.

• Infrastructure

  When planning your project, also take into account the existing infrastructure in the various countries. For example, deliveries may take longer than you expect due to poor infrastructure, which could lead to project delays.

• Natural Conditions

  Natural conditions, such as the climate, can also have a significant impact on project implementation. For example, a monsoon can delay deliveries, and extreme heat or cold can make it difficult to work outdoors.

2. Legal Situation

Project managers should familiarize themselves in advance with the legal circumstances affecting the project. For example, a project may be feasible in one country, but legal circumstances in another country may stand in the way of its implementation.
Furthermore, especially in international projects—where cultural differences can easily lead to misunderstandings—reliable contracts are particularly important as a basis for collaboration. Clearly defined terms and conditions protect you from unpleasant surprises, facilitate collaboration, and provide a foundation for your project that is clearly understood by all parties involved.

3. Culture

Different countries, different customs—the cultural environment in which one lives or grew up has a profound influence on people. While most people realize that they need to adapt to other cultures when working on an international project, many don’t fully realize how deeply they themselves are shaped by their own culture and what biases they may have toward other cultures. Not only that: If, for example, you come from similar industries and have similar educational backgrounds, you often assume that the other person has a similar mindset.
In the preparation of an international project, it is therefore not only important to find out about the cultures of the team members, but also to deal openly with your own expectations and prejudices.

Tip: Talk openly about differences and expectations and be curious about how your team members react to different situations - this way they will get a positive picture of the other culture and learn to take it into account in the working environment as well as to include it in the planning and implementation of the project.

4. Communication

Effective communication is essential in every project. In international projects, however, it is complicated by various factors:

• Language barriers

  Language barriers are the most obvious challenge in international projects. Even if, for example, all your team members speak English, that doesn’t necessarily mean everyone can express themselves well enough to discuss complex topics. In this case, it helps if one of the team members can translate or if you hire a translator. But even then, it’s possible that certain key points may not be understood or may get lost in translation. Under certain circumstances, some team members may be quick to judge others as incompetent when misunderstandings arise.
  Therefore, our tip is to note down everything that was discussed in writing, as most people find it easier to understand something that is presented to them in written form.

• Tasks and contact persons

  To prevent misunderstandings and promote communication within the project team, you should ensure that every team member knows exactly what tasks they are expected to perform and who their points of contact are. Create a project organizational chart that your team members can access at any time if anything is unclear. This will also help prevent accidental disregard for hierarchies, which are important in some cultures.
  Tip: Devote special attention and time to the initial phase of an international project. This allows team members to get to know one another, build trust, learn to understand cultural norms, and form an effective team. Getting to know one another in this way fosters a relaxed atmosphere within your team and improves communication.

• Geographical Distance

  There are many ways to bridge the physical distance. However, building relationships is still more difficult than when team members are located in the same building. Here are some tips on how to make communication work effectively when team members are physically separated.

• Conflicts and Criticism

  Every culture deals with conflicts and criticism differently. Since this is a sensitive topic, you should educate yourself on it in advance and make sure your team members understand it as well, to avoid uncomfortable situations. Make it clear to them that not every culture accepts direct criticism, and explain how your team members should approach conflicts in alternative ways.

• Standardization of Reports and Documents

  In international projects, it can be difficult to keep all team members informed and to coordinate efforts at all times. Yet this is precisely what is of central importance. To ensure that information isn’t left to chance, you should define communication standards right at the start of the project.
  Tip: Specify how reports are to be documented, the format and frequency of regular meetings, and what you expect from each team member in this regard. Shared project management software, for example, can support you in this process with regularly generated automated reports.

Conclusion

International projects place high demands on project managers and the project team. The first step is to become aware of the potential problems and difficulties. The tips presented above can help you approach your project work well-prepared. Even more important, however, is your personal attitude:

• be open and receptive to new ideas, and be willing to explore unfamiliar paths
• approach intercultural tasks and your team members with sensitivity, tolerance, and respect
• try to adapt flexibly to different requirements and cultures

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