Soft Tools in Project Management08/04/2010Bors Gábor, PMP

• Management requires formal authority!

… or does it?

• The soft way – three basic tools

• … and still doing it efficiently!

Three key highlights

Formal authority – how much do we need?

VS

• Efficient on short term• Easy to do• Easy to overuse• Non-motivational• Inefficient in the long term

• Takes more time• Requires a thoughtful approach• Tends to become a habit• Trust and empowerment• Too much flexibility may backfire!

… and there’s hardly anything you can’t get done informally!

The soft way – three basic tools

• Who needs information?

– Get the information to everybody who needs it

– Pay attention to level of detail and format foreach target group

• Keep your friends close, and your enemiescloser

– Know the people – it makes it easier tomotivate and / or influence them

– Select the right time for asking, requestingor even telling news

• Nobody likes to lose

– Always try to reach a consensus or a goodcompromise

– Avoid situations where a party all-out loses

The soft way – and still being efficient

• When “soft” isn’t the preferred toolset

– Under extreme time pressure

– With determined uncooperative people

• Don’t overdo it – you’re still the boss

– Delegate heavily

– Be strict when facing non-delivery

• Consensus under control

– Consensus can be extremely time-consuming

– Slight sacrifices are often more efficient

• Tailor communication to an extent only

– Only two or three tiers in writing

– Choose your regular verbal “targets” carefully

The bottom line

• Informal influence can be as powerful as formal authority

• The three basic tools

– Information distribution done right

– Know the people you work with – and ALWAYS use this knowledge!

– Let people win – even small victories count!

• Soft methods are often time consuming – always keep an eye on efficiency!

Thank you for your kind attention!