HKSM

Colocation is a technique that brings project team members together in the same physical or virtual workspace to accelerate communication and coordination. It is used to shorten decision cycles, reduce miscommunication, and improve collaboration on complex or time-sensitive work.

Key Points

• Colocation places key contributors in a shared physical space or a persistent virtual workspace to speed up communication.
• It is most valuable for work with high uncertainty, frequent dependencies, or urgent timelines.
• It can be full-time, part-time, or time-boxed (for example, a war room during a critical phase).
• Effective colocation requires clear goals, working agreements, and the right collaboration tools.
• Hybrid patterns keep remote participants included through video, shared boards, and core overlapping hours.
• Success is measured by outcomes such as faster decisions, fewer defects, and reduced wait time, not by proximity alone.

Purpose of Analysis

Analyze whether colocation will improve delivery by reducing communication delays and handoffs. Determine which roles and activities need real-time interaction, assess feasibility and costs, and define how to implement and measure the arrangement.

Method Steps

• Identify work that relies on rapid cross-functional collaboration and has frequent handoffs.
• Assess team distribution, time zones, constraints, and stakeholder availability.
• Define clear objectives and success metrics (for example, decision latency, cycle time, defect rate).
• Select the colocation model (physical, virtual, or hybrid), scope, and duration.
• Secure budget, facilities, tools, and any travel or access approvals.
• Establish working agreements (core hours, communication norms, noise rules, privacy, and visitor policies).
• Configure the space or virtual room with shared boards, video, chat, and quick-access knowledge resources.
• Pilot the setup, monitor metrics, gather feedback, and adapt or scale as needed.

Inputs Needed

• Team charter, roles, and responsibilities.
• Delivery roadmap, iteration plans, and dependency maps.
• Communication plan and stakeholder analysis.
• Facilities availability, travel policies, and budget constraints.
• Collaboration tool availability and access requirements.
• Risk register, compliance needs, and health and safety guidelines.

Outputs Produced

• Colocation plan detailing model, schedule, participants, and location or platform.
• Updated communication plan, resource plan, and calendar with core hours.
• Team working agreements and norms posted and accessible.
• Space layout or virtual workspace configuration with shared boards and channels.
• Baseline and tracking approach for metrics (for example, decision turnaround time).
• Risk updates, mitigations, and contingency options for disruptions.

Interpretation Tips

• Match the intensity of colocation to the need; focus on the roles and moments where real-time interaction matters most.
• Balance benefits against cost and disruption; consider time-boxed or hybrid options first.
• Ensure inclusion for remote members with equal access to information, tools, and decisions.
• Track objective outcomes to confirm value and adjust the setup as evidence emerges.
• Review legal, security, and privacy requirements before using open or shared spaces.
• Plan the exit; end or scale down colocation when outcomes stabilize or costs outweigh benefits.

Example

A cross-functional team faces delays due to frequent handoffs between design, engineering, and testing. The project manager arranges a four-week hybrid colocation: a dedicated team room with two core overlapping hours daily, persistent video, and shared digital boards. Decision time drops from days to hours, and defects found late in the cycle decline noticeably.

Pitfalls

• Forcing colocation without clear objectives or metrics.
• Excluding or sidelining remote stakeholders, creating two classes of contributors.
• Poor space design leading to noise, interruptions, and reduced focus.
• Underestimating travel, facilities, or opportunity costs.
• Failing to protect sensitive information in open areas.
• Ignoring time-zone and cultural considerations in hybrid setups.

PMP Example Question

A distributed project is experiencing delays due to long wait times between design, development, and testing. What is the best application of colocation to address this issue?

1. Implement a detailed RACI and require email approvals for every handoff.
2. Set up a dedicated team room (physical or virtual) with core overlapping hours and shared visual boards.
3. Increase the frequency of status reports from weekly to daily.
4. Assign a liaison to relay information between functions.

Correct Answer: B — Set up a dedicated team room (physical or virtual) with core overlapping hours and shared visual boards.

Explanation: Colocation reduces wait time by enabling real-time collaboration among key roles. The other options add intermediaries or reporting overhead without improving direct communication.