PMP101 - Price of Democracy

To some extent, the world would be so much simpler if everything is just right or left, on or off, good or bad. Decision-making would be limited to picking either one and you will have a 50% chance of getting the right answer. Facts to be considered are simple, factual, logical and calculated. However, we all know that in reality, there are shades of grey (50 to be precise). Hence, there are always a number of factors that you need to consider before making a decision. Here, we discuss about people factors in decision making. Opinions, perspectives, preferences, biases, all get mashed together to make the simplest of decisions complicated.

In the world we are in today, democracy has shaped modern society (with the exception of a few countries). This has also transpired down to our workplaces, where voices are to be heard, respected and considered. Have you ever tried planning a team dinner and you get an opinion from each on where and when the dinner should be? Did you get consensus in the first attempt? The truth is, too much of a good thing can be crippling, just like a mean chocolate cake. My favorite phrase, In Analysis Paralysis.

As a Project Manager, we manage timeline, budget and scope, not forgetting the most important element, people. This comes in the form of our team and stakeholders, be it internals or externals. Everyone of them, their opinion and feedback matters, and should be considered as a form of input for the project. All input generates either requirements, risks, issue or actions which steers the project one way or another.

Based from all these input, we (the Project Managers) will need to do one more step, prioritize the input and derive the next action step. In my personal experiences, more often than not, these multiple channels of opinions and feedback, muddles the facts and turns into noise. Noise that distorts our thought process and this, would impact the clarity of one's decision making.

While I am an advocate of democracy and engaging with people, it takes some practice to also draw the line and lead the people into a decision making point. Sometimes, we simply needs to practice autocracy where people needs clear direction on what to do next in the interest of the project. This skill, is what I would like to call the Power of Clarity. Rather than being overly drawn into too many opinions from others, Project Managers with a sharpened Power of Clarity can steer the conversation to a more positive and conclusive manner.

Here are 5 simplified steps on the Power of Clarity that every Project Manager can use

1. What is the matter that is highlighted?
2. What will happen if it is not solved? Alternatives?
3. What is the cost/implications of fixing/not fixing it?
4. When must it be completed?
5. Who is to solve it?

While it sounds simple, as with all skills, take practice and time to perfect. Hence, one word of advice, when the matter is small, practice these questioning. When there is an urgent matter at hand, for example, the building is on fire and you need to get every one out, autocracy works best, as you just need to get everyone out of the building, whatever way it takes (legally and morally, of course). Granted that not every time people will agree or reach to a conclusion, at times like these, it is ok to agree to disagree and move on.

This leads me to my final point, NOT everything is meant for you to solve as a Project Manager. Your role, at times, is to facilitate and draw clarity from discussions and lead the team to a conclusion. Resist from having a savior complex and rescue the project when your team are the experts. Give them an opportunity to shine and excel in their job! Learn to let go.

~~ by Brenda Loo