Member Colocation: Physical Proximity for Team Performance

PMBOK v8 Definition

Colocation involves placing many or all of the most active project team members in the same physical location to enhance their ability to perform as a team. Colocation can be temporary, such as at strategically important times during the project, or can continue for the entire project. The primary purpose is to improve communication, working relationships, and productivity by having team members physically located close to one another.

Why It Matters for the Exam

This concept appears frequently in PMI exam questions about team development and communication management. You will see it in situational questions where the project manager needs to improve team collaboration, especially on complex or high-stakes projects. The exam tests your understanding of when and why to apply colocation versus virtual team arrangements.

Key Points to Remember (for the exam)

• Definition: Physical placement of team members close together to improve communication, working relationships, and productivity
• Duration Options: Can be temporary (at strategically important times) OR continue for the entire project
• Primary Benefits: Enhanced communication, stronger working relationships, increased productivity
• Common Confusion: Colocation is NOT the same as virtual teams—colocation requires physical proximity, while virtual teams operate remotely
• Exam Emphasis: Colocation is a tool/technique, not a process—it supports team development and performance
• Scope of Application: Applies to "many or all of the most active project team members," not necessarily every team member
• Strategic Timing: Often used during critical project phases (planning, execution, or problem resolution)

Typical PMI Exam Example

A project manager is leading a complex software implementation with team members spread across three different buildings on the same campus. The project is entering a critical integration phase with tight deadlines. What should the project manager do to improve team communication and productivity?

Answer: Implement colocation by bringing all active team members into a shared workspace for the integration phase.

PMI Exam Traps

• Trap: Confusing colocation with virtual team collaboration tools

  • Reality: Colocation is physical proximity; virtual tools are used when colocation is NOT possible

• Trap: Assuming colocation must last the entire project

  • Reality: Colocation can be temporary, used only during strategically important times

• Trap: Thinking colocation applies to all stakeholders

  • Reality: Colocation focuses on the "most active project team members," not all stakeholders

• Trap: Believing colocation guarantees team performance

  • Reality: Colocation enhances ability to perform but does not replace team building, training, or clear responsibilities

Important PMI Connections

Quick Review Questions

1. A project team is struggling with miscommunication and low productivity during the execution phase. The project manager wants to improve working relationships. Which technique should be applied?

2. During which type of project situation would temporary colocation be most appropriate?

3. What is the primary difference between colocation and virtual team arrangements?

4. Does colocation apply to all project team members or only the most active ones?

5. Can colocation be used for only part of the project duration, or must it continue for the entire project?

PMBOK v8 Reference

Section 5 – Tools and Techniques (Pages 151-152)