Decision Making:

Process & Style Matter

Zero to the speed of light in less than four years

Joining the 21st century

Unless youve been living under a
rock for the last few years, chances
are youve got some inkling that
technology & the Internet have grown
up.
Technology helps us get things
done
Theres nothing new about biz
wanting it done bigger, better, faster,
but with 24/7 connectivity faster just
took on lightening speed.

Whats 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

http://www.redbubble.com/people/dmoilanen/art/3260188-speed-of-light

The challenge is to
make effective decisions
in age of speed

So whats 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

Focus first, decisions follow:

Project process & decision-making

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.

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

Sorting through decision needs

Once the project

groundwork is laid, the
REAL fun begins!

http://www.flickr.com/photos/residae/2800735073/

Incoming!!! Decisions dont have to take you out

Testing
Priorities
Status
Change
es
n
o
t
s
ts
Reques
Mile

Persona
Workflow

lities

Schedule

Decisions never end in projects

Decision-making starts with the
approval of a project & doesnt 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

http://casablancapa.blogspot.com/2010_05_01_archive.html

Types of decisions &

approach

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Two types of decisions

Programmed
Familiar
Rules can be reused
Routine, inventory-like
Operational in nature
Past decisions guide current decisions
Low risk

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

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Non-programmed
Unique
Poorly defined & unstructured
Not routine
High organizational impact
Less rules, guidelines
High risk and errors possible

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

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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

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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

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Decision levels to
consider

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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

http://blog.iqmatrix.com/mind-map/becoming-an-outstanding-critical-thinker-mind-map

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Strategic or operational?
Strategic decisions typically have
cross functional involvement and may
bump into other projects

Time to decide:
Decision-making process

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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

http://simplemom.net/financial-baby-steps-save-and-invest/

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Alisons extra
Step 8: Be iterative. Sometimes it doesnt
happen with just ONE pass.

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

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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.

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Own the decision

Whats 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/

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Go for it make the jump

Whatever the decision need
is dont 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/

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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

Be objective
Draw pictures
Be timely, factual, & clear

http://papershine.com/archives/2006/

Understand that not all delivery should be

considered equallets take a look.
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Style matters
When it comes to delivery

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Consider your delivery method & recommendations

From Gary A. Williams and Robert B.
Millers 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 persons
decision-making style will go a long way
to getting a decision quickly.

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Peoples 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/

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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 its been somehow
done before.

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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
styles bandwagon of initial excitement.

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Decision-making style: Skeptics

19% of decision-makers
Highly suspicious of data that dont 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.

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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.

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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.
Dont be too aggressive. Present the
facts and details and leave it to the
decision maker to work through.

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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.
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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/

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

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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

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