Wait, Don’t Act: How Seeking Clarity Transforms Project Outcomes

As I often reflect on the scenarios I face in my daily project environment, I’m reminded of the significant difference that confidence and clarity can make in leadership. Today, I want to share a scenario that clearly illustrates how a project manager and a confident project leader handle the same situation differently, and how that difference ultimately impacts the output.This scenario highlights how a confident project leader approaches challenges and why clarity and confidence are crucial, particularly for introverted leaders who may find these situations uncomfortable.

The Scenario: Scheduling a High-Stakes Meeting

Imagine you’re a project leader, and a senior executive asks you to schedule a two-hour meeting for the entire project team, including over 20 people, multiple VPs, and EVPs, for next week. The directive is clear, but the details are not. What’s the purpose of the meeting? What’s the agenda? Are the senior stakeholders informed? These questions linger, but there’s an implicit expectation that you should just go ahead and schedule the meeting.

Here’s where the approach of a project manager differs significantly from that of a confident project leader.

The Project Manager’s Approach

A project manager, focusing on execution, might proceed immediately to scheduling the meeting. They place it on the calendar and send out invites to all stakeholders. However, as soon as the invitations go out, the questions and complications begin to roll in:

• "What is this meeting for?"
• "What's expected from me?"
• "I can’t attend for two hours. Can we shrink it to 30 minutes?"
• "This time doesn’t work for me. Can we reschedule?"

The project manager now finds themselves in the midst of a scheduling nightmare. They go back and forth between different stakeholders, trying to accommodate everyone’s needs. The situation quickly devolves into chaos, with no clear alignment on the meeting's purpose, agenda, or expected outcomes. Stress levels rise, and the project manager is left managing a logistical mess rather than leading the project forward. A seemingly simple task has caused a chaos in the team.

The Confident Project Leader’s Approach

Now, let’s consider the approach of a confident project leader. Instead of rushing to schedule the meeting, this leader pauses, takes a deep breath, and goes back to the senior executive with some critical questions:

• "What is the purpose of this meeting?"
• "What are the key objectives we need to achieve?"
• "Why does it need to happen next week?"
• "Are the senior stakeholders informed and aligned on the agenda?"
• "Is there any flexibility in the timing or format?"

It might take a few hours to receive the answers to these questions. By seeking clarity upfront, the project leader gathers the necessary information to understand the full context. Once they have a clear picture, they then proceed with scheduling the meeting, knowing exactly what needs to be achieved and how to guide the team.

When the inevitable questions from the team arise, the confident leader is prepared to answer them, having already aligned with the senior executive. They manage expectations, address concerns, and ensure that everyone is on the same page. The result is the meeting is scheduled, and everyone understands the objectives and maintains alignment across all levels of the organization. The confident leader waited a few hours to get clarity has allowed them to execute the task to deliver the desired outcome effectively.

Navigating Potential Conflict: The Role of Confidence in Leadership

Reflecting on my own experiences, I’ve learned that confidence plays a pivotal role in navigating potential conflict, particularly for introverted leaders. Understanding the natural tendencies of introverts and extroverts when it comes to raising concerns or questioning authority is key to developing this confidence.

Understanding Introvert and Extrovert Differences

Extroverts are generally more comfortable with confrontation and are naturally inclined to voice their opinions or raise concerns, even in challenging situations. Their outward-facing energy and quick thinking often make them more willing to challenge the status quo or question decisions that don't seem clear. For an extroverted project leader, going back to a senior executive to ask for clarification might be seen as a natural step, something they do without much hesitation.

On the other hand, introverts tend to approach situations differently. They often prefer to reflect before acting and may find the idea of questioning authority or raising potential conflicts uncomfortable. For an introverted project leader, the prospect of going back to a senior leader with questions might trigger feelings of anxiety or fear of being seen as confrontational. As a result, introverts may choose to avoid these conversations, opting instead to take action without full clarity, which can lead to the inefficiencies and chaos we discussed earlier.

Why Confidence Makes a Difference for Introverts

This is where confidence comes into play. Confidence doesn’t just mean being bold; it means having the self-assurance to seek clarity and address potential conflicts head-on, even when it’s uncomfortable. For introverts, developing this confidence is crucial because it empowers them to step outside their comfort zone and engage in conversations that are essential for successful leadership.

When an introverted project leader builds confidence, they become more willing to ask the tough questions, even if it means challenging a directive from a senior leader. This confidence allows them to approach these situations with a sense of purpose rather than fear, knowing that by seeking clarity, they are setting themselves, and their team, up for success.

Leadership Is About Guiding the Team to Deliver the Right Output

At its core, leadership isn’t just about getting things done; it’s about guiding the team to deliver the desired output. A good leader guides the team to deliver the desired output effectively. As a project leader, your role is not simply to execute tasks but to ensure that the team is aligned with the project’s goals and objectives. This requires more than just action—it requires thoughtful, strategic guidance.

When you receive a request from a senior leader, the natural instinct might be to act quickly and check the box. However, taking immediate action without fully understanding the context can lead to misalignment, inefficiencies, and ultimately, an output that doesn’t meet expectations.

Instead, a confident project leader takes the time to digest the request, seek clarity, and align with the stakeholders on the objectives. This approach ensures that when the team takes action, they are moving in the right direction, focused on delivering the output that aligns with the initial expectations.

The Importance of Clarity and Alignment

By taking the time to ask questions and understand the full picture before acting, you can drive alignment within the team and among stakeholders. This alignment is crucial because it ensures that everyone is working towards the same goal, reducing the chances of miscommunication or wasted effort. When the team is clear on the objectives and the expectations, they are more likely to deliver an output that meets or exceeds what was initially intended.

On the other hand, taking action without clarity can lead to a situation where the team is working hard but not necessarily working smart. They may be putting in a lot of effort, but if that effort isn’t aligned with the project’s goals, the final output may fall short of what was expected. This not only causes inefficiencies and stress but can also damage the credibility of the project leader.

Conclusion: Confidence, Clarity, and Leadership

In summary, confidence is a key factor that enables introverted leaders to navigate potential conflicts and ensure clarity before taking action. By developing this confidence, introverted project leaders can step into their role with assurance, guiding their teams to deliver outputs that align with expectations. Remember, effective leadership isn’t just about getting things done; it’s about ensuring that the right things get done, in the right way, to achieve the desired results.

When you take the time to seek clarity, align with stakeholders, and guide your team thoughtfully, you not only prevent chaos and inefficiencies but also set the stage for successful project outcomes. This approach, though it may require stepping out of your comfort zone, is what distinguishes a confident project leader from a mere project manager and ultimately leads to long-term success and respect as a leader.