In the age of speed, making decisions quickly is critical to project success. This presentation considers the decision making process, decision making styles, and how to focus and tailor discussions to arrive at meaningful decisions quickly.

1. Decision Making:
Process & Style Matter
1

2. Zero to the speed of light in less than four years…
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.
2

3. What’s the potential for bigger, better, faster?
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
http://www.redbubble.com/people/dmoilanen/art/3260188-speed-of-light
make effective decisions
in age of speed…
3

4. So what’s on tap for our time together today…
 Focus first, decisions follow:
Project process & decision-making
 Types of decisions
 Level of decisions
 Decision making process
 Style matters
 Tips
 Closing thoughts
4

5. Focus first, decisions follow:
Project process & decision-making
5

6. Things to consider before diving into decision making
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.
6

7. 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
Then…
Figure out the Creative Strategy
• HOW the project objectives &
deliverables will be accomplished
• Best fit solutions
7

8. Sorting through decision needs
Once the project
groundwork is laid, the
REAL fun begins!
http://www.flickr.com/photos/residae/2800735073/
8

9. Incoming!!! Decisions don’t have to take you out
Testing
Priorities Decisions never end in projects
Status  Decision-making starts with the
Change es approval of a project & doesn’t end
Reques ts ston
Mile until close-out
Persona
lities  The challenge is figuring out who
Workflow Schedule 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…
http://casablancapa.blogspot.com/2010_05_01_archive.html
9

10. Types of decisions &
approach
10

11. Two types of decisions
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
http://absentmindedoracle.blogspot.com/2010/11/things-on-my-mind-tuesday.html
11

12. Rational decision making approach
 Objective
 Most common
 Logical, sequential
models – tons available &
constantly used
 Options generated
 Pros/cons weighed
 Testing
http://www.memonic.com/user/2ni/folder/scrum
12

13. Intuitive decision making approach
 Subjective
 No obvious reason or logic
 Focus on experience &
inner knowledge
 Feeling/sensing based
 Challenging to defend
 Supplement with tools,
evidence, & best practice
http://78notes.blogspot.com/2011/06/intuition-needs-your-input.html
13

14. 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
14

15. Decision levels to
consider
15

16. Not all decisions are equally
Level of decision in question
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
http://blog.iqmatrix.com/mind-map/becoming-an-outstanding-critical-thinker-mind-map
bump into other projects
16

17. Time to decide:
Decision-making process
17

18. One step at a time (but not always in a row)
McMahon identified seven basic steps to
move through the decision making process
with a team
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
http://simplemom.net/financial-baby-steps-save-and-invest/
happen with just ONE pass.
18

19. Watch out for the potholes of the mind
http://www.talesofpublictransit.com/?tag=potholes
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
19

20. Lurking indecisiveness
The power of organizational culture in indecision
Worry over performance Message: Could lose my job.
Reality: Only as good as your last gig.
Organizational dissonance Message: We value teamwork!
Reality: Just do what we want.
Risk Message: Take risks.
Reality: You get one shot.
Autonomy & authority Message: Make decisions.
Reality: Constantly overruled.
Too many choices Message: Be creative.
Reality: Get it done now.
20

21. Own the decision
What’s a PM to do?
Take the bull by
the horns and…
Take Charge!
http://mychinaconnection.com/english-idiom/take-the-bull-by-the-horns-a-way-to-solve-a-problem/
21

22. 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
http://www.travelodestination.com/cliff-diving-useful-tips-and-locations/
22

23. 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.
23

24. Consider and plan for delivery
Be objective
Draw pictures
Be timely, factual, & clear http://papershine.com/archives/2006/
Understand that not all delivery should be
considered equal…let’s take a look.
24

25. Style matters…
When it comes to delivery
25

26. 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.
26

27. People’s behavior makes sense to them.
Variety – it takes all types…
Assess the receiver preferences
first.
Consider the following:
 What drives or influences them
 Context & info they need
 Timing & time needed
 Medium/materials
http://www.shutterstock.com/
27

28. 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.
28

29. 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.
29

30. Decision-making style: Skeptics
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.
30

31. Decision-making style: Thinkers
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.
31

32. Decision-making style: Controllers
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.
32

33. Determining best fit
Despite style differences people tend to use a
one-size-fits-all approach when trying
get decisions made by stakeholders.
Most folks tailor the message toward Thinkers
and Controllers, which make up the smallest
population of the five styles.
33

34. Tips for moving the decision process along
 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
http://www.wired.com/magazine/2010/06/st_cheatscience_badnews/
34

35. In conclusion
 Focus first, decisions follow: Project process & decision-making
 Types of decisions
 Level of decisions
 Decision making process
 Style matters
 Tips
 Closing thoughts
Questions???
35

36. Thank you!
Alison Sigmon, M.Ed, LPC, PMP
asigmon@systemation.com
36

37. 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
37