Establishing Authority in Project Management as a New Leader
By: Meredith G. Malinawan, PMP; Editor: Dr. Michael J. Shick, MSPM, PMP, CSM
Establishing authority can seem daunting, especially if you are new to leadership roles. Whether stepping into your first project manager position or striving to enhance your influence in a seasoned role, asserting authority can be a significant hurdle.
Managing a project where team members look to you for guidance, stakeholders align with your vision, and resources flow smoothly under your direction certainly sounds perfect. Yet, without established authority, this ideal scenario can quickly become a chaotic struggle for control and respect.
Authority in
What if you could command your team confidently, make decisive choices, and ensure project success while fostering a collaborative and supportive environment? Mastering the art of authority in
In this guide, we will take you through the essential steps to establish authority in
What is Authority in Project Management ?
The Project Management Institute defines authority as the legitimate power granted to project managers and key stakeholders to make decisions, direct actions, and utilize resources effectively to achieve the predefined objectives of a project. This authority means having the power to instruct team members and the responsibility of steering the project toward its strategic goals through effective governance and strategic management. One can gain authority from various sources which include organizational roles, expertise, and formal delegation within the project’s governance structure.
In practical terms, authority and power enables project managers to:
- Command Actions: Direct team members and allocate tasks in alignment with project goals.
- Make Decisions: Choose between alternatives to resolve issues and guide the project’s progress.
- Allocate Resources: Manage the distribution and utilization of resources, such as time, budget, and personnel, to optimize project outcomes.
- Influence Stakeholders: Engage and persuade the project sponsor and stakeholders to ensure support and alignment with project objectives.
It is crucial to recognize the various authority sources and ensure proper formal delegation within the organization. This type of authority ensures project managers have the necessary influence and control to lead effectively, overcome challenges, and align the efforts of diverse teams toward common goals.
Reasons You Need to Understand Authority in Project Management
Understanding authority in
- Clarity in Roles and Responsibilities: Knowing your authority helps define clear roles and responsibilities within the team, reducing confusion and conflict.
- Effective Decision-Making: Authority allows swift and effective decision-making processes essential for maintaining project momentum.
- Resource Management: Proper authority enables efficient allocation and utilization of resources, ensuring that the project stays within budget and on schedule.
- Conflict Resolution: Authority is crucial in managing and resolving conflicts within the team or with stakeholders.
- Stakeholder Management: A clear understanding of authority helps engage and influence stakeholders, ensuring their support and alignment with the project goals.
- Accountability and Control: Authority ensures project managers can hold team members accountable for their tasks through robust accountability measures, ensuring high performance and adherence to project plans.
Building Your Authority in Project Management
The process involves several key steps to build credibility, enhance decision-making capabilities, and empower you to guide your team effectively. By following this unique process, you can ensure recognition and respect of your authority within the project environment. Utilizing proven project management techniques and systematic authority implementation strategies will further solidify your position.
- Define the Scope of Authority
- Start by clearly defining the scope of your authority. This step involves determining what decisions you can make, what resources you control, and the limits to your power. Role clarification at this stage is critical to prevent overreach and ensure everyone understands the boundaries within which you operate.
- Communicate Authority Clearly
- Communicate your authority to all team members and stakeholders using effective communication methods. This process could involve holding a kickoff meeting to introduce the project scope and your role as the project manager, distributing written documentation, such as the
project management plan, and regularly reinforcing your authority and responsibilities through ongoing communications.
- Communicate your authority to all team members and stakeholders using effective communication methods. This process could involve holding a kickoff meeting to introduce the project scope and your role as the project manager, distributing written documentation, such as the
- Align Authority with Organizational Goals
- Ensure that exercising your authority contributes positively to the broader objectives of your organization. Collaborate with upper management to understand and support the organization’s strategic goals by designing project objectives to support these broader goals.
- Empower Through Delegation
- Delegation is a fundamental technique in project management that empowers your team by entrusting responsibilities to team members. This approach helps build their skills and reduces your workload, allowing you to focus on strategic aspects of the project. Define the tasks clearly and ensure the team members have the necessary project resources and authority to complete them.
- Monitor and Adjust Authority
- Regularly monitor how you exercise authority and adjust as necessary. This ongoing evaluation helps adapt to changes within the project and the external environment. Set up regular check-ins with each team member and stakeholder to gather feedback on authority dynamics and be open to revising the scope of your authority to better align with project needs and team capabilities.
1. Define the Scope of Authority
Defining the scope of your authority involves clearly outlining what decisions you can make, the resources you control, and the limits to your power. This first step is crucial as it sets the authority boundaries within which you operate, preventing overreach and ensuring compliance with organizational policies.
Start by reviewing the project charter and any relevant organizational guidelines. This document officially grants the project manager authority over the project and provides a foundational understanding of your roles and the extent of your authority. Make sure to pay close attention to any specified limits or conditions.
Discuss with project sponsors and stakeholders to clarify any ambiguities. Engage in conversations to ensure stakeholder clarity about your role. This step is essential for gaining a comprehensive understanding of their expectations and for addressing any potential concerns or questions.
Document the scope of authority in the
Adhering to organizational policies and maintaining detailed scope documentation help ensure that all stakeholders acknowledge your authority, facilitating smoother project execution and enhanced stakeholder clarity.
2. Communicate Authority Clearly
The next step is to communicate this clearly to all project team members and stakeholders. Effective leadership communication ensures that everyone understands your role and the extent of your powers, which is essential for smooth project execution.
Hold a kickoff meeting to introduce the project scope and your role as the project manager. Use effective kickoff meeting techniques to set the stage. The agenda must include presenting the project goals, your authority boundaries, and how you plan to manage the project. This initial meeting is crucial for establishing your leadership and gaining early buy-in.
Ensure that all relevant documentation is accessible to all team members and stakeholders. This includes detailed descriptions of your authority, roles, responsibilities, and the project’s strategic goals. Effective stakeholder management involves delivering critical written documentation such as the
Reassure the team regularly of your authority and responsibilities through ongoing communications. Authority reinforcement maintains clarity and respect throughout the project’s lifecycle. Use regular updates, team meetings, and individual check-ins to remind the team of your role and address any emerging issues or changes in authority.
3. Align Authority with Organizational Goals
Aligning your authority with organizational goals ensures that the decisions you make and the actions you direct contribute positively to the broader objectives of your organization. This strategic alignment enhances the relevance and impact of your project.
Collaborate with upper management and engage with senior leaders to understand the organizational objectives. This collaboration is essential for ensuring your project’s goals align with the company’s strategic direction.
Ensure that project objectives aim to support these broader goals. Conduct a thorough goal integration process to align your project’s aims with the organizational objectives. This alignment helps demonstrate how your project contributes to the bigger picture and adds value to the organization.
Use your authority to steer project efforts in a direction that maximizes organizational benefit. Effective authority utilization involves coordinating with functional managers to direct resources and efforts in ways that support the strategic goals. Make decisions prioritizing actions leading to the greatest organizational benefit to ensure your project’s relevance and success.
4. Empower Through Delegation
Empowering your team through delegation is a crucial step in utilizing authority effectively. It involves entrusting responsibilities to team members, which helps build their skills and reduces your workload. Delegation allows a leader to focus on strategic aspects of the project. Implementing effective delegation strategies is important to achieve this.
Identify tasks available for delegation and select team members based on their skills and development needs. Use thoughtful task assignment methods to match tasks with the appropriate team members. Consider their current skill levels and opportunities for skill development when making these assignments to promote growth and efficiency.
Clearly define the expected outcomes and ensure they have the necessary resources and authority to complete the tasks. This clarity is crucial for team empowerment, allowing members to gain confidence in taking ownership of their tasks and responsibilities.
Provide support and guidance but allow them the freedom to accomplish the tasks their way. Balance support with autonomy to foster trust and boost morale. Offer consultation but grant team members the freedom to use their judgment and creativity to complete their tasks.
5. Monitor and Adjust Authority
The final step in establishing authority in
Set up regular check-ins with team members and stakeholders to gather feedback on authority dynamics. Implement effective feedback mechanisms to evaluate the reception to your exercise of authority. Regular check-ins can provide valuable insights into necessary adjustments.
Be open to revising the scope of your authority to better align with project needs and team capabilities. Authority adjustment in the project board is crucial to maintaining relevance and effectiveness. Stay flexible and be willing to adapt your level of control to fit the evolving project requirements and your team’s strengths.
Ensure that authority levels always align with current project goals and organizational changes. Continuously align your authority with the project’s objectives and any organizational changes. This alignment ensures that your authority remains effective and relevant throughout the project lifecycle.
Essential Insights for Cementing Authority in Project Management
Successfully establishing authority in
Cultural alignment is crucial. The project manager’s approach to authority should resonate with the organizational culture to ensure acceptance and effectiveness. In more hierarchical organizations, formal authority may be more appropriate. In more collaborative environments, a softer approach might be necessary to focus on influence and consensus-building rather than direct command. Understanding and aligning with the cultural context enhances the project’s success and the project manager’s authority.
The project manager’s personal leadership style plays a vital role. Project managers should demonstrate leadership adaptability by adjusting their style to meet the team’s needs and the project’s specific challenges. This adaptability can enhance their authority by demonstrating awareness and responsiveness to team dynamics and project demands. Effective influencing techniques can also play a significant role in managing and guiding the team effectively.
Stakeholder engagement is paramount. Effective project managers proactively engage stakeholders at all levels of the organization. Understanding their expectations and concerns can better align project goals with organizational objectives, thus strengthening your authority through demonstrated alignment and commitment to shared outcomes. Engaging stakeholders also provides additional support, as their buy-in can reinforce the project manager’s authority and facilitate smoother project execution.
Elevating Your Leadership: Beyond Basic Authority
Once you have established a foundation of authority in
To further enhance your authority, focus on developing advanced leadership skills. This includes understanding and managing your emotions and those of others through emotional intelligence development. High emotional intelligence can help you better navigate interpersonal relationships, manage stress, and make decisions, which are critical for effective leadership in complex project environments. Cultivating these skills can lead to greater trust and respect from your team, strengthening your authority.
Another way to elevate your authority is through continuous learning and professional development. Follow the latest
Fostering a culture of collaboration and empowerment within your team can significantly enhance your authority. When team members feel valued and empowered, their engagement and productivity increase. Encourage open communication, solicit feedback, and involve the team in decision-making processes where appropriate. This inclusive approach deepens your authority and cultivates a strong, cohesive team capable of achieving outstanding results. Emphasizing continuous improvement within the team environment further supports this growth and development.
Exploring Alternative Leadership Styles in Project Management
While establishing authority is a crucial approach for leading projects effectively, there are alternative strategies that can also facilitate successful
One alternative is to focus on consensus-building and participative leadership. This approach emphasizes collaboration over command, involving team members in decision-making processes more extensively. By leveraging the diverse perspectives and expertise within the team, you can achieve buy-in and commitment more organically, which can be particularly effective in highly skilled and autonomous teams. Utilizing consensus-building techniques ensures that all voices are heard and that the team feels more invested in the project’s outcomes.
Another strategy is to adopt a facilitative leadership style. Instead of directly controlling every aspect of the project, you act more as a facilitator, helping team members find their solutions and providing support and resources as needed. This style can be effective in fostering innovation and adaptability among teams that are self-motivating and highly skilled. Facilitative leadership emphasizes empowering the team to take ownership of their work and develop problem-solving skills.
Leveraging technology and
Final Reflections on Authority: A Leader’s Perspective
Establishing authority in
Authority is not just about power; it is about influence, trust, and the ability to drive your team toward shared goals. Understanding authority dynamics is essential for maintaining balance and ensuring your leadership style resonates with your team and stakeholders. As you enhance your authority by developing emotional intelligence, embracing continuous learning, and fostering a collaborative culture, you will find yourself better equipped to handle the complexities of
Focusing on authority evolution and integrating advanced leadership practices can ensure that your approach remains relevant and effective. This mindset for continuous improvement will enhance your leadership capabilities and contribute to the success and growth of your projects and organization.
Remember, authority in
References
Project Management Institute. (2021). A Guide to the
Brown, A. S. (2005). The charter: selling your project. Paper presented at PMI® Global Congress 2005—North America, Toronto, Ontario, Canada. Newtown Square, PA:
Irwin, B. (2007). Politics, leadership, and the art of relating to your project team. Paper presented at PMI® Global Congress 2007—North America, Atlanta, GA. Newtown Square, PA:
Lechler, T. & Gao, T. (2012). Explaining project success with client expectation alignment: an empirical study. Paper presented at PMI® Research and Education Conference, Limerick, Munster, Ireland. Newtown Square, PA:
Lukas, J. F. & Lukas, J. A. (2010). Successful
Stickney, F. A. & Johnston, W. R. (1983). Delegation and a sharing of authority by the project manager.
Thomas, M., Jacques, P. H., Adams, J. R., & Kihneman-Wooten, J. (2008). Developing an effective project: planning and team building combined. Project Management Journal, 39(4), 105–113. https://www.pmi.org/learning/library/developing-effective-project-planning-team-building-5580
