Project managers can influence by building strong relationships, communicating clearly, and demonstrating expertise.
Getting projects across the line needs more than just schedules and tasks; it requires persuasive leadership. A project manager’s success depends significantly on their capacity to guide and motivate their team and stakeholders. This article serves as a project managers guide to influence, offering practical tips for navigating complex interpersonal dynamics.
This guide covers the key strategies that allow project managers to gain support and achieve project goals effectively. These skills ensure smoother project execution and increased success rates.
A Project Manager’s Guide to Influence
Being a project manager isn’t just about schedules and budgets; it’s also about getting people on board and moving in the same direction. That’s where influence comes in. It’s not about bossing people around, but about inspiring and persuading them to work together effectively towards project goals. A project manager who can influence well is more likely to deliver successful projects. This guide will walk you through different ways you can become a more influential project leader.
Understanding Influence in Project Management
Before we jump into techniques, let’s define what influence actually means in the context of project management. It’s the ability to get people to do things – not because they have to, but because they want to. It’s about creating a shared understanding and commitment to the project’s objectives. It involves understanding motivations, building relationships, and communicating effectively. It’s not about having formal power, like the ability to hire or fire. Instead, it’s about having personal power – the power that comes from trust, respect, and credibility.
Think of it like this: you might ask someone to work late on a project. With formal power, you might simply order them to do so. However, with influence, you would explain why their help is important to the project’s success, acknowledge their efforts, and appeal to their sense of responsibility. The first method may get the task done, but it’s likely to create resentment. The second one encourages genuine buy-in and collaboration.
Why is Influence so Important for Project Managers?
Influence is a core skill that project managers need for several reasons. First, projects often involve cross-functional teams, bringing together people from different departments with different priorities. You need to be able to bring them together and align everyone’s efforts. Second, project managers often don’t have direct authority over team members. They need to rely on their ability to persuade others to contribute their best work. Third, projects frequently encounter obstacles, changes, and conflicts. A project manager who can influence can navigate these situations more smoothly and get the project back on track. Here are a few specific benefits of developing strong influencing skills:
- Improved team collaboration
- Increased project success rates
- Better stakeholder management
- Reduced project conflicts
- Higher team morale and engagement
- Enhanced personal career growth
Key Strategies for Project Managers to Build Influence
Now that you know why influence is important, let’s explore some practical strategies you can implement.
1. Building Strong Relationships
At the heart of influence is the ability to connect with others. You can’t influence people if they don’t trust or respect you. Invest time in building relationships with your team members, stakeholders, and other key individuals involved in the project. Here’s how:
A. Active Listening:
Really hear what others are saying. Don’t just wait for your turn to talk. Pay attention to both the words they use and their body language. Ask clarifying questions to ensure you truly understand their perspective. Listening shows people you value them, and it’s one of the greatest foundations for strong relationships.
- Practice focusing entirely on the speaker.
- Avoid interrupting unless it’s absolutely necessary.
- Ask open-ended questions to encourage them to share more.
- Summarize what you’ve heard to show you understood.
B. Show Genuine Empathy:
Empathy means understanding how other people feel. Put yourself in their shoes. Understand their concerns, challenges, and goals. When people feel like you genuinely care about them, they are more likely to be receptive to your ideas and requests. This involves acknowledging their feelings and validating their perspectives, even if you don’t completely agree with them. For example, if a team member is stressed because of heavy workload, you could say something like, “I understand you have a lot on your plate right now and I appreciate the hard work you are putting in”.
- Imagine their situation. How would you feel in their shoes?
- Actively listen and note their emotional cues.
- Acknowledge and validate their feelings.
C. Get to Know People Personally:
Take the time to learn about your team members beyond their roles. What are their hobbies? What are they passionate about? This can help you build a more human connection. Consider sharing a bit about yourself as well. This helps build trust and rapport with your team. This personal connection makes it easier to influence because people are more likely to listen and respect someone they know and like.
- Schedule casual coffee chats or informal team lunches.
- Take time to inquire about their interests and hobbies.
- Share your personal stories when appropriate.
D. Be Reliable and Consistent:
Consistency builds trust. Do what you say you are going to do, and always be reliable in your actions. When team members can depend on you, they are more likely to trust your judgment and follow your leadership. It also means being consistent in your behavior and treating team members fairly and equally. This is really important for long-term influence because it builds strong foundations.
- Always follow through on commitments.
- Be punctual for meetings and deadlines.
- Treat all team members equitably.
2. Communicating Effectively
Communication is a cornerstone of project management. However, the type of communication is also important, you should communicate with impact. Influential communication is clear, concise, and tailored to your audience.
A. Clarity and Conciseness:
Avoid jargon and complicated language. Use simple terms that everyone can understand. Make sure your messages are direct and to the point. When you communicate clearly, people can grasp your ideas easily and know what is expected of them. It prevents misunderstandings and ensures everyone is on the same page. For instance, instead of saying “We need to optimize our workflow processes”, say “Let’s find a simpler way to do our work”.
B. Tailoring Your Communication:
Different people react to different communication styles. Some might prefer details, while others need an overview. Adapt your communication approach to match the preferences of your audience. Understanding your audience involves considering their background, experience, and communication style. For instance, when talking to senior management, focus on the big picture and the financial impact, while detailed technical information might be useful for team members. Tailoring ensures that your message resonates more effectively.
C. Storytelling and Framing:
Stories can be very powerful because people connect with narratives more than facts and figures. Use stories to illustrate your points, create enthusiasm, and connect emotionally with your audience. Framing refers to how you present an idea. You can frame an idea to emphasize its benefits or highlight a problem’s severity, depending on what you want to achieve. For example, instead of saying “This project is complex and we have many tasks to do”, you could say “This project will help us achieve great success; we have challenging tasks that offer a huge learning opportunity”.
D. Using Non-Verbal Communication:
Your body language and tone of voice can be as important as the words you use. Make eye contact, use open body language, and speak with a confident and enthusiastic tone. Non-verbal communication should support your verbal message for the most impactful delivery.
E. Seeking Feedback and Actively Asking Questions:
Don’t just talk, seek feedback to make sure your message is clear and effective. Ask open-ended questions that encourage team members to share their views and concerns. This makes communication a two-way process and can help strengthen the bond of the team. When you listen to others and act on feedback, you show respect and demonstrate that you care about their input.
3. Leading with Vision and Purpose
People are more likely to be influenced by a project manager who can articulate a clear vision and purpose for the project. It’s important to show your team how their work contributes to the bigger picture.
A. Creating a Shared Vision:
Involve your team members in developing the project’s vision. Ask them for their ideas and perspectives. When people contribute to shaping the vision, they feel more ownership of it. This sense of ownership creates a deeper commitment to the project goals. For example, hold brainstorming sessions where team members can discuss and collaborate about the goals of the project.
B. Highlighting the “Why”:
Don’t just explain what needs to be done; explain why it matters. Connect the project objectives to the broader organizational goals. Help the team understand how their contributions make a difference. When people feel that their work is important and has a real impact, they are more motivated and engaged. For example, instead of saying, “We need to finish this report”, you could say, “This report will give us the insights needed to improve our sales strategy and expand the business.”
C. Inspiring Enthusiasm:
Be a role model and show your passion for the project. Your enthusiasm can be contagious. Share your excitement, maintain a positive attitude, and inspire the team to reach new heights. When you are genuinely excited about the project, team members are more likely to feel motivated and inspired.
4. Building Credibility and Trust
Credibility is key to influence. People are more likely to follow someone they see as competent and trustworthy. Here are some ways you can establish your credibility as a project manager:
A. Demonstrate Expertise:
Showcase your knowledge and skills in project management. Share your experience, offer insights, and provide guidance to team members. When you show your expertise, team members are more likely to seek your advice and respect your opinion. For example, by proactively sharing previous success stories you had managed.
B. Act with Integrity:
Always be honest and transparent in your actions and communication. Build a reputation for being fair and ethical. When people know that you are a person of integrity, they are more likely to trust you. This trust lays the foundation for true influence.
C. Be Consistent in Your Actions:
Your actions need to align with your words. Consistent actions demonstrate reliability and build trust over time. If you say you will do something, always make sure to follow through. This builds your reputation as someone who can be relied upon.
D. Learn from Your Mistakes:
Everyone makes mistakes sometimes. How you handle those errors is crucial. Acknowledge your mistakes, take responsibility for them, and learn from them. Being honest about your mistakes earns respect and trust. It shows that you are human and that you are constantly learning and growing.
5. Collaborative Problem Solving and Negotiation
Projects rarely go exactly as planned; conflicts and challenges are inevitable. Being able to resolve them collaboratively and negotiate effectively is a core part of influence.
A. Involving Team Members:
Engage team members in problem-solving. Ask for their input and ideas. When team members contribute to solving issues, they feel more ownership of the project and more invested in its success. For instance, hold group discussions to tackle a specific problem.
B. Focusing on Win-Win Solutions:
When negotiating, aim for solutions that benefit everyone involved. Focus on finding common ground rather than engaging in conflicts. This collaborative approach fosters better relationships and positive outcomes for the project. It’s important to understand everyone’s needs and try to meet them in the solution.
C. Conflict Resolution:
Address conflicts promptly and professionally. Listen to all sides of the issue and aim to find a fair resolution that works for everyone involved. Conflict management is a crucial part of project management. This allows projects to keep moving forward efficiently and avoids the situations worsening.
6. Recognizing and Rewarding Contributions
People want to feel appreciated for their hard work. Recognizing and rewarding contributions is very important for keeping people motivated and engaged in projects.
A. Acknowledging Team Efforts:
Take the time to acknowledge and celebrate the achievements of your team. Be specific in your praise and let people know you appreciate their efforts. Appreciation makes team members feel valued and increases their commitment to the project.
B. Publicly Recognizing Successes:
When possible, publicly acknowledge the contributions of team members. This can be in a team meeting, newsletter, or other venue. Public recognition increases motivation and inspires others to do their best work. For example, you could send an email recognizing a team member for their hard work and dedication on the project.
C. Providing Opportunities for Growth:
Support team members in their professional development. Provide opportunities for training, mentorship, and new responsibilities. When team members feel supported and see growth opportunities, they are more motivated and more likely to be engaged. It can also lead to increased productivity.
The Importance of Ethics in Influence
It is important to use influence ethically. Influence should never be used to manipulate or take advantage of others. Always use your influence to create positive outcomes for the project and everyone involved. When you act ethically, you build trust and credibility, which are key for long-term influence.
Building influence as a project manager is a journey that requires continuous effort, and practice. By incorporating these strategies into your daily interactions, you can become a more influential and effective project leader, leading your teams to successful project delivery. Remember, influence is not about control, but about inspiration and collaboration.
Project Manager Q&A – SECRETS to being a Great Project Manager
Final Thoughts
Effective influence requires understanding stakeholders and their motivations. Project managers must communicate clearly, build trust, and actively listen. These skills are essential for project success.
A project managers guide to influence emphasizes building strong relationships. Negotiation and persuasion techniques are a must for navigating project challenges. Cultivating these abilities leads to better outcomes.