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Decision Making: Process & Style Matter
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Joining the 21st century Unless you’ve been living under a rock for the last few years, chances are you’ve got some inkling that technology & the Internet have grown up.
Technology helps us get things done There’s nothing new about biz wanting it done bigger, better, faster, but with 24/7 connectivity faster just took on lightening speed.
Zero to the speed of light in less than four years…
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What’s the potential for bigger, better, faster?
http://www.redbubble.com/people/dmoilanen/art/3260188-speed-of-light
The Upside Faster communications, Quicker results
The Rub Increased opportunity for things to go south on your projects just as quickly particularly when it comes to making decisions
The challenge is to make effective decisions in age of speed…
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Focus first, decisions follow: Project process & decision-making
Types of decisions
Level of decisions
Decision making process
Style matters
Tips
Closing thoughts
So what’s on tap for our time together today…
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Focus first, decisions follow: Project process & decision-making
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Things to consider before diving into decision making
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Before meaningful decisions can be made on a project, the project framework must be established.
This is the best way to ensure decision makers have enough information to make the necessary throughout the project lifecycle.
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Parse the project process first
Start with defining the Project Strategy • Understand WHY it got the green light • Commit to WHO is involved • Clarify WHAT the project must accomplish • Map out WHEN things will happen • Align on WHERE the work will get done
Figure out the Creative Strategy • HOW the project objectives & deliverables will be accomplished • Best fit solutions
Then…
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Once the project groundwork is laid, the REAL fun begins!
http://www.flickr.com/photos/residae/2800735073/
Sorting through decision needs
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Decision-making starts with the approval of a project & doesn’t end until close-out
The challenge is figuring out who needs to decide what, how much info they need to make the decision, and when the decision needs to be made
Start with understanding what kind of decision it is…
Incoming!!! Decisions don’t have to take you out
Schedule
Change Requests Milestones
Priorities
Workflow
Testing
Personalities
Status
http://casablancapa.blogspot.com/2010_05_01_archive.html
Decisions never end in projects
Types of decisions & approach
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Programmed Familiar Rules can be reused Routine, inventory-like Operational in nature Past decisions guide current decisions Low risk
Non-programmed Unique Poorly defined & unstructured Not routine High organizational impact Less rules, guidelines High risk and errors possible
Two types of decisions
http://absentmindedoracle.blogspot.com/2010/11/things-on-my-mind-tuesday.html
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Objective Most common Logical, sequential models – tons available & constantly used Options generated Pros/cons weighed Testing
Rational decision making approach
http://www.memonic.com/user/2ni/folder/scrum
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Subjective No obvious reason or logic Focus on experience & inner knowledge Feeling/sensing based Challenging to defend Supplement with tools, evidence, & best practice
Intuitive decision making approach
http://78notes.blogspot.com/2011/06/intuition-needs-your-input.html
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Recognition primed decision making approach
Combination of rational & intuitive models Identified by Gary Klein through studying human decision making Believes we make 90-95% decisions through pattern recognition Watch cues, gather evidence, mental rehearsal, try/test More experience we have, better choices made
http://lindabiggane.blogspot.com/2010/10/nature-with-hidden-patterns.html
Decision levels to consider
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Complex or simple? Complex decisions have high risk to the project, organization, people, etc & can impact time, cost, and scope
Important or routine? Routine is more administrative in nature and considers timing of the decision
Strategic or operational? Strategic decisions typically have cross functional involvement and may bump into other projects
Not all decisions are equally
http://blog.iqmatrix.com/mind-map/becoming-an-outstanding-critical-thinker-mind-map
Level of decision in question
Time to decide: Decision-making process
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Step 1: Outline your goal to focus the decision Step 2: Pull your data together to help identify the most best possible solution Step 3: Brainstorm options Step 4: List pros and cons of each option Step 5: Make the decision Step 6: Take action Step 7: Learn from the process
Alison’s extra… Step 8: Be iterative. Sometimes it doesn’t happen with just ONE pass.
McMahon identified seven basic steps to move through the decision making process with a team
One step at a time (but not always in a row)
http://simplemom.net/financial-baby-steps-save-and-invest/
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Influencers that can skew objective decision making Personal bias Wishful thinking Group think or peer pressure Inertia – not willing to change past approach or thinking pattern even when faced with new circumstances and new information Source credibility – bias against the person, organization, or group to which the person belongs Wishful thinking – the need to see things in a positive light
Watch out for the potholes of the mind
http://www.talesofpublictransit.com/?tag=potholes
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Worry over performance
Organizational dissonance
Risk
Autonomy & authority
Too many choices
Message: We value teamwork! Reality: Just do what we want.
Message: Could lose my job. Reality: Only as good as your last gig.
Message: Be creative. Reality: Get it done now.
Message: Make decisions. Reality: Constantly overruled.
The power of organizational culture in indecision
Lurking indecisiveness
Message: Take risks. Reality: You get one shot.
Own the decision
http://mychinaconnection.com/english-idiom/take-the-bull-by-the-horns-a-way-to-solve-a-problem/
What’s a PM to do?
Take the bull by the horns and…
Take Charge!
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Go for it – make the jump
Whatever the decision need is don’t just sit there.
Assess
Organize
Consult with others
Pick your decision maker
Consider your pitch
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http://www.travelodestination.com/cliff-diving-useful-tips-and-locations/
Pick the right decision-maker
Determine who is the best person to make the decision based on the type and impact of it.
You want someone who is careful, considerate, and has the authority to act.
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Consider and plan for delivery
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Be objective Draw pictures Be timely, factual, & clear Understand that not all delivery should be considered equal…let’s take a look.
http://papershine.com/archives/2006/
Style matters… When it comes to delivery
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Consider your delivery method & recommendations
From Gary A. Williams and Robert B. Miller’s article titled “Change the Way You Persuade” in the Harvard Business Review, May 2002:
We have a tendency to focus on the content of the message and far less time on how the message is delivered.
The focus should be on how to present the message effectively.
Tailor the message to that person’s decision-making style will go a long way to getting a decision quickly.
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People’s behavior makes sense to them.
Assess the receiver preferences first.
Consider the following:
What drives or influences them
Context & info they need
Timing & time needed
Medium/materials
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http://www.shutterstock.com/
Variety – it takes all types…
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Decision-making style: Followers
36% of decision-makers
Make decisions based on how other trusted decisions-makers or they themselves have made similar decisions in the past.
Responsible, cautious, and bargain conscious. Usually risk-averse.
Focus on proven methods and testimonials.
Need to see that it’s been somehow done before.
Decision-making style: Charismatic
25% of decision-makers
Tends to be exuberant about a new idea or proposal. Final decision is based on balanced information, not just emotions.
Captivating, enthusiastic, dominant, and talkative. Seeks out risk.
Use simple, straightforward arguments and visual aids.
Resist the temptation to jump on this style’s bandwagon of initial excitement.
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19% of decision-makers
Highly suspicious of data that don’t fit with or challenges their worldview.
Make decisions based on their gut feelings.
Combative style and usually described as take-charge individuals.
Demanding, disruptive, rebellious
Establish as much credibility and clout as possible with this person. Get support from someone whom this decision-maker trusts before pitching the idea.
Decision-making style: Skeptics
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11% of decision-makers
Impressed with data. Can exhibit contradictory points of view within a single meeting.
Need to cautiously work through all options before making a decision. Can be the toughest to persuade and is risk averse.
Logical and academic.
Have lots of data available. They need as much info as possible to make a decision.
Decision-making style: Thinkers
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9% of decision-makers
Hate ambiguity.
Focus on the pure facts and analytics of a decision because of their own fears and uncertainties.
Tend to be logical, unemotional, detail oriented, and analytical.
Risk averse.
Don’t be too aggressive. Present the facts and details and leave it to the decision maker to work through.
Decision-making style: Controllers
Determining best fit
Most folks tailor the message toward Thinkers and Controllers, which make up the smallest population of the five styles.
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Despite style differences people tend to use a one-size-fits-all approach when trying get decisions made by stakeholders.
Be factual & timely
Be thoughtful
Separate the people from the problem
Be clear about
…what you need to share …when you need to share it …how you want to share it …the best way to share it
Tips for moving the decision process along
http://www.wired.com/magazine/2010/06/st_cheatscience_badnews/
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Questions???
In conclusion
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Focus first, decisions follow: Project process & decision-making
Types of decisions
Level of decisions
Decision making process
Style matters
Tips
Closing thoughts
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http://www.mba-tutorials.com/management/535-types-of-decisions.html
http://www.decision-making-confidence.com/types-of-decision-making.html
http://www.the-happy-manager.com/types-of-decision-making.html
The Accidental Creative, Todd Henry
