Making Decisions Effectively and Efficiently

Project managers are often faced with the difficult task of getting an individual or a group of colleagues to reach a decision.  This task runs the risk of causing projects to come in over budget or behind time. However, there are a number of steps that a project manager can take to avoid that unfortunate outcome. 

Project managers should start the process by noting decision making points, which could include: when the project should proceed to next stage the scope of the project, and acceptance of variations. They also need to create a process for making decisions. By setting guidelines, such as where a decision should go depending upon the variable, the project manager streamlines the process.  Please note that how you make your decision is just as important as what decision you make.

Project managers find that many people don’t want to make decisions. There are a number of reasons for this, and a project manager must be aware of them, so that they may best approach the reluctant decision maker. Reasons include:

• They can’t distinguish between the pros and the cons of the possible decision
• They fear making the decision and feel they do not have the authority to do so, or fear the consequence of making the wrong decision.
• They just don’t like to make decisions and would rather be led than lead.
• They may not make a decision unless they know that it will help promote them within the organization.

Project managers must learn how to work with these reluctances. For example, if they have someone who doesn’t like to make decisions, they can lay out the process in advance and then have the decision maker create a list of questions that need to be answered and then go and seek out the answers themselves. If they are dealing with someone who is willing to make decisions only if it will help to promote them, first convince them that it will indeed help their career and that a wrong decision is not career limiting.

If you are working with a group, identify individual roles such as:
•    Who will make the decision
•    Who’s support is required in making the decision
•    Who has interest, but no influence in the decision

Focus on those whose support is required in making the decision. Ask them if there is any other information they may need, and when they will be talking with the decision maker to make the decision. Be sure people understand the implications of making a late decision. Make it clear. Put it on the schedule if you have to.

Lastly, when a decision is close to being reached, agree on a date and time that the decision will officially be made by. If you followed the above advice, the decision should be made under budget and on time.