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Conflict of Interest - How to deal with it

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Juan Posada Toro Customer Success Manager| Rockwell Automation Envigado, Antioquia, Colombia
When a personal relationship or activity collides with the best interests of the company, we are confronted with a conflict of interest. You should know how to recognize situations that could cause a conflict of interest and take the appropriate action. There are many interests that can create a conflict between your duty to the organization and your duty to the other person.

I recently received a call from a PM asking for advice. My colleague works for a small company and informed me that one of the partners was working closely with him in a high value deal. He received a gift card for $1,000 as a token of appreciation for his help on the deal. Since there is no code of conduct in my colleague's company, he didn’t know what to do and asked my advice. I told him that allowing conflicts of interest to influence his decision-making would damage his reputation for fairness and transparency and could create legal problems for the company.

What do you believe would be the the best course of action to follow, in this scenario?
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Juan Posada Toro Customer Success Manager| Rockwell Automation Envigado, Antioquia, Colombia
May 05, 2023 9:35 AM
Replying to Bryan Shelby
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Juan, when I first read the post I thought that the partner offering the gift worked at the same organization as your colleague, in which case I would not have seen any immediate conflict of interest. However, if the internal partner then asked your colleague for special favors or worse, to bend the rules or misrepresent the project status, that would be a conflict and your colleague would be obliged to do the right thing for the project even if it meant returning the gift.
On the other hand, if the partner is external, i.e. at a client or potential client, then I would suggest that your colleague politely return the gift as a well-intentioned and much appreciated gesture (even if it isn't either one!), and explain that it might be misunderstood by others. The PM should also report the attempted gift to their immediate manager since this external partner may try this tactic with others at the organization. It might also be an opportunity to suggest that the organization, even if small, should develop and adopt a more formal code of ethics or process for handling external gifts -- they might even want to use the PMI Code of Ethics and Professional Conduct as a model!
Thanks Bryan. It could be understood at "first read" as you mentioned, but in this case a "Partner" is referring to a "Business Partner". I mean, an external company/organization.
However, great to hear from you both perspectives. Really appreciate it.
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Dr. Deepa Bhide Hyderabad, Telangana, India
Hi Juan, this is such a contemporary topic that most of the PMs can have a confusion with. I think there must have been some guidelines on accepting such souvenir or gifts which may be permissible from specific set of stakeholders involved in the project. Those guidelines must be clear to all parties and form ground rule of project.

Its also important to note the intent of the activity under the umbrella of these guidelines. Is it a mal-intent or something else?

In any case, we need to be ethically correct for the project and project team to get its credibility.
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1 reply by Juan Posada Toro
May 06, 2023 9:30 AM
Juan Posada Toro
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Hi Deepa, thanks for comments. I agree with you it should have some guidelines for that. However, this is a small company and they don't have it.
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Juan Posada Toro Customer Success Manager| Rockwell Automation Envigado, Antioquia, Colombia
May 05, 2023 11:08 PM
Replying to Dr. Deepa Bhide
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Hi Juan, this is such a contemporary topic that most of the PMs can have a confusion with. I think there must have been some guidelines on accepting such souvenir or gifts which may be permissible from specific set of stakeholders involved in the project. Those guidelines must be clear to all parties and form ground rule of project.

Its also important to note the intent of the activity under the umbrella of these guidelines. Is it a mal-intent or something else?

In any case, we need to be ethically correct for the project and project team to get its credibility.
Hi Deepa, thanks for comments. I agree with you it should have some guidelines for that. However, this is a small company and they don't have it.
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JAVIER CEBALLOS Consultant| Independent consultant Medellin, Antioquia, Colombia
El conflicto de intreses es una realidad empresarial y personal, que debemos atender teniendo en cuenta nuestros principios éticos y las prácticas de la organización. No se puede establecer una práctica general aplicable a los conflictos de intereses. La recomendación es comentar e informar el posible conflicto a los superiores, siempre teniendo como fundamento el codigo de ética de la organización si lo tiene, y los principios éticos sujeto en cuestión. Es de anotar que si el que ofrece es miembro del PMI se debe dar cuenta de esta situación Al PMI. En principio estos ofrecimientos se deben rechazar de una manera adecuada
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1 reply by Juan Posada Toro
May 07, 2023 7:56 AM
Juan Posada Toro
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Muchas gracias por comentar Javier. Buen punto el que planteas.
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Juan Posada Toro Customer Success Manager| Rockwell Automation Envigado, Antioquia, Colombia
May 06, 2023 8:29 PM
Replying to JAVIER CEBALLOS
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El conflicto de intreses es una realidad empresarial y personal, que debemos atender teniendo en cuenta nuestros principios éticos y las prácticas de la organización. No se puede establecer una práctica general aplicable a los conflictos de intereses. La recomendación es comentar e informar el posible conflicto a los superiores, siempre teniendo como fundamento el codigo de ética de la organización si lo tiene, y los principios éticos sujeto en cuestión. Es de anotar que si el que ofrece es miembro del PMI se debe dar cuenta de esta situación Al PMI. En principio estos ofrecimientos se deben rechazar de una manera adecuada
Muchas gracias por comentar Javier. Buen punto el que planteas.
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Lissa Muncer Transformation & Portfolio Director| Avanade United Kingdom
Juan, a great question.
I believe that the best next step would be to provide this feedback to your organisation (manager) and then respond appropriately. It would be encouraged to influence for a code of ethics to be introduced into the organisation, using the wealth of information that PMI have developed. Then introducing someone who is fully responsible for Ethics (Manager / Director / Chief position) as well as a Ethics Committee would start the process of ethical behaviour within an organisation and guide partners / vendors / clients on what is deemed ethical behaviour.
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1 reply by Juan Posada Toro
May 13, 2023 9:40 AM
Juan Posada Toro
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Thanks for comment Lissa.
Great advise to follow as next step.
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Juan Posada Toro Customer Success Manager| Rockwell Automation Envigado, Antioquia, Colombia
May 11, 2023 5:51 AM
Replying to Lissa Muncer
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Juan, a great question.
I believe that the best next step would be to provide this feedback to your organisation (manager) and then respond appropriately. It would be encouraged to influence for a code of ethics to be introduced into the organisation, using the wealth of information that PMI have developed. Then introducing someone who is fully responsible for Ethics (Manager / Director / Chief position) as well as a Ethics Committee would start the process of ethical behaviour within an organisation and guide partners / vendors / clients on what is deemed ethical behaviour.
Thanks for comment Lissa.
Great advise to follow as next step.
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Latha Thamma reddi Sr Product and Portfolio Management (Automation Innovation)| DXC Technology Mckinney, Tx, United States
Thank You.
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Latha Thamma reddi Sr Product and Portfolio Management (Automation Innovation)| DXC Technology Mckinney, Tx, United States
Thank You!.
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Juan Posada Toro Customer Success Manager| Rockwell Automation Envigado, Antioquia, Colombia
Thanks to you all for comment. Great discussion and advices with different points of view.
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