Development of Kaya’s System, Research Paper Example

Yida’s is responsible for the development of the Kaya’s system for all departments of Kaya’s. During the project, differences in their opinions about the core functions of AHZ system is the main problem. There are several issues that occurred between Yida’s and Kaya’s team, which caused the rise in the level of risk:

Poor Communication during the Project

Communication is the most significant factor in the success or failure of the project. Lack of communication could cause many projects to end unsuccessfully. There is a survey, which shows that almost 28 percent of more than 1,000 respondents to the survey said lack of communication is the main reason for project failure. The main problems regarding communication are:

• Language Barrier

Kaye’s team speaks only English and Yida’s team do not speak English. That caused many issues during the project:

• Lack of deep understanding of AHZ system from Kaye’s team The AHZ system was complex, and Kaye’s team do not understand the new system.
• Zhang Yan did not understand the feedback after the demonstrations, what Yida’s stuff wants.

• Lack of cooperation

The person who is responsible for IT support in Kaye is missing at important times. In addition, Kaye does not raise what they need early. What is more Yida’s project manager came to Hang Kong to understand what Kayes’ need and after two months Yida’s teams came to Hang Kong to show Kaye’s team the new update of AHZ system and solve any problems immediately. Lack of cooperation and communication between both managements created many issues:

• Kaye’s team did not understand the new system and IT support in Kaye had to attend to explain the new system that Yida developed to bridge the gaps.
• Dissatisfaction of Kaye’s team because the new system.
• Kaye’s attitude was passive, and all the problems kept emerging. Last time was about usage habit and workflow and this time is about the interface between different departments.
• Additional costs, members had to spend more costs in training members such that they can understand and use the system efficiently.
• Creating conflicts
• Project delay

Recommended Action for Both Organizations

• Understanding the complete message

• Communications are not hearing or speaking from people, Yida’s manager should understand the complete message, and that should be written in the contract to make sure, if there are no changes in the future.
• Diversity within both project teams can be cultural, geographical and level of education that helps to understand what Kaye’s team need to change in AHZ system.

Slow and Unfair Resolution To Conflicts

Conflict is a normal, and it is part of relationships. After all, two people cannot be expected to agree on everything at all times. For example, different in their opinions about the core functions of AHZ system, even finding the solution was slow. The question is that how the project manager of Yida’s tried to resolve the conflicts

• Yida’s project manager came to Hong Kong to make the demonstration to Kaye and explain the new system that Yida’s software has developed for the second time. The manager came to Hong Kong without the software engineer’s team.
• The Kaye’s team is still passive.
• Yida’s project manager returned to Beijing to revise AHZ system, and he stayed there two months.
• Yida’s project manager came back to Hong Kong with his software engineering to solve any problem immediately.
• Kaye did not raise their requirements.
• The Kaye’s stuff is still passive.

Conflict raises strong emotions and can lead to disappointment among employees and discomfort when dealing with conflicts in a wrong way. The project manager had to use professional strategies to avoid conflict. In addition, dealing with and resolving conflicts has been very slow and ineffective and that may cause several problems as, including project delays, additional costs, and that could lead to project failure.

Recommended Action for Both Organization

• Gathering information & analysis – The project manager of Yida had to gather information about Kaye’s business, analyse, and give recommendations.
• Alternative plans – Project manager of Yida hat to develop many options that can be used to solve the problems that occurred during the project
• Giving more details – Kaye’s management should give what they want exactly to develop the AHZ system and raise their requirements early.

Poorly Motivated Employees

Kaye’s team dealt with the project in a wrong way regarding motivation. There was a lack of motivation, particularly in Kaye’s company. For instance, Kaye’s management has not supported their employees to understand the new system. Moreover, Kaye’s IT engineer did not attend the demonstration to explain the new system and to bridge the gaps, causing many issues:

• Passive employees
• Dissatisfaction because of the difficulty of understanding the AHZ system

Recommended Action for Both Organizations

• Change management – Change management is an important part of project management. Kaye’s change management should support their employees to adapt the changes
• Training – Kaye’s management had to motivate their employees by training and support from supervisors.