Project Management and the Power of Stories

I recently read the book - The Art of Storytelling: Easy Steps to Presenting an Unforgettable Story by John D. Walsh, which made me realize how important it is to know and connect with your audience.

Human history has been filled with stories that have influenced generations and shaped our future. Legends, myths, gods, religious scriptures, and everything that holds significance today were once stories told to our ancestors.

Communication is our strength as humans. Our ability to effectively communicate has made us the most powerful species on the planet and has even led to our interplanetary and space explorations.

Having said that, I have been in the job market for a while now. Despite having the right experience, certifications, and two master’s degrees—one in Electrical Engineering and another in Project Management—I am barely making ends meet. Every time I get an interview call, I search the internet and ChatGPT for possible questions the interviewer might ask. Consistently, different job counselors on various platforms suggest strengthening "your stories." These stories should clearly reflect my past experiences, highlight my natural ability to lead, take responsibility, possess a curious mindset, and fit into their organizational culture. Additionally, my stories should follow the STAR approach: Situation, Task, Action, and Result. After the Result step, a small conclusion can be added. Most of your experience or situational questions should follow the STAR approach.

Reflecting now, do I really need any specific approach? I am a bit skeptical. All I need to focus on is how to connect my stories in a way that resonates with my audience or interviewer. This is not easy. I am still learning the "Art of Interviewing"—crafting stories so powerful that they can move my interviewers and secure the opportunity within an hour.

So, what are stories? How do they affect my passion for the profession of Project Management where my key job role is to manage the business needs and aligning people to translate those needs into results, and what would an aspiring Project Manager need in their toolkit to influence that difficult stakeholder, navigate tricky situations, or engage a reserved client?

Read on to get a head start on this.

"At its core, storytelling is the art of using language, vocalization, and/or physical movement and gesture to reveal the elements and images of a story to a specific, live audience," according to Kendall Haven in his book Super Simple Storytelling (Haven, 2000, p. 216).

Let us start with how stories are important in each project process group or phase and where you can get your knowledge base. Each project has five process group:

1. Project Initiation
2. Project Planning
3. Project Execution
4. Project Monitoring & Controlling
5. Project Closing

Project Initiation

This is the phase where a Project Manager can be most creative. It is also the phase where the need for communication is greatest, as you are translating a business or organizational vision into tangible results. The story a Project Manager chooses should connect with all stakeholders in a simple yet effective way. The Project Manager should start with the "whys" and lead the conversation to "What is in it for the stakeholders."

You can derive stories from your knowledge about the project, business vision, information on stakeholders, project sponsors, your own personal experiences, industry regulations, lessons learned from previous projects, information about the competition, and subject matter expertise.

Project Planning

In this phase, the focus of the stories should be on the "how" and "when." The stories that inspire, lead, and influence your team to solve conflicts, manage changes, and adhere to schedules should be chosen by the Project Manager.

You can craft your stories using knowledge and information on the project objectives, vision, goals, schedule, scope, budget, project management methodology, planning tools and techniques, your personal experience, and subject matter expertise.

Project Execution and Project Monitoring & Controlling

As a Project Manager working in these phases, the stories should align to create assurance in the leadership, the direction of the project, problem-solving, and stakeholder negotiations.

Your story mining can start from your knowledge of negotiation, change management, risk management, execution processes, leadership style, lessons learned, subject matter expertise, and personal experience.

Project Closing

In this phase, our stories should lead to project closure through acceptance and meeting the quality standards set for the project.

Your stories can start from knowledge of the project, project objectives, closing procedures, stakeholder feedback, personal experience, and subject matter expertise.

How to make your Stories work?

Let me put it this way: stories make data interesting. Our minds are conditioned to create connections with everything around us. This is why, when we can connect things, they become easier to remember. Conveying complex information in an engaging way relies heavily on vividness, which can be achieved by:

• Using Emotions
• Setting a Tone
• Knowing Your Audience
• Enhanced Listening Skills
• Understanding Culture
• Applying Common Sense
• Recognizing Situations
• Referencing Authority/People of Power

If you are not very confident about any of these elements, it is best to plan how to address or mitigate them when crafting your story. Skilled storytellers can overcome these obstacles by either directly addressing them during the storytelling process or by using them to inject humor.

Final Tip

Practice. Practice your stories as much as you can. I’m not saying to memorize them, but definitely pick up a pen and paper or open a notes app on your laptop and write your story. It should make sense to you before it makes sense to your audience. Write down the theme or message you want to convey, and the characters (I suggest no more than two characters) in your story. Organize it and practice. I cannot stress enough the importance of practice; it helps you familiarize yourself with and own your stories.

Communication is a crucial tool for project managers, and storytelling makes information relatable. By presenting stories, you as a project manager can dramatically improve both the effectiveness of your projects and your communication abilities. Utilize your stories to enhance and sustain the success of your projects, company, and personal relationships, overcome stakeholder conflicts, and create win-win solutions.

If you have any inputs/ feedbacks , feel free to mail me at - [email protected]

References :

1. Griffin, J. A. (2015). Storytelling: how to engage stakeholders as never before. Paper presented at PMI? Global Congress 2015—EMEA, London, England. Newtown Square, PA: Project Management Institute.
2. Haven, K. (2000).?Super simple storytelling: A can-do guide for every classroom. Every day.?www.lu.com: Libraries Unlimited.
3. Jeary, T. (2005).?Life is a series of presentations.?New York: Fireside.
4. Merla, E. (2009). Storytelling is for kids— and project managers. Paper presented at PMI? Global Congress 2009—Asia Pacific, Kuala Lumpur, Malaysia. Newtown Square, PA: Project Management Institute.
5. Project Management Institute. (2008).?A guide to the project management body of knowledge (PMBOK??guide)?4th?Ed. Newtown Square, PA: Project Management Institute.
6. The Art of Storytelling: Easy Steps to Presenting an Unforgettable Story by John D. Walsh