Fly through decision-making

“How do we make team decision-making more efficient?” is a question I hear from the teams I coach on collaboration. Usually they’ve just come from a frustrating event: a discussion that went on and on without producing a valid option, or  a decision result that was later overturned due to a flaw in the thinking.

I tell them to unite their efforts via a simple process and then power through it, together. Efficiency in team decision-making results from due diligence and collaboration at the right points. It requires focus, patience and an open mind from all team members.

I developed a process for my clients called TD4, Team Decision-Making in 4 Steps. (Download the cheatsheet here.) It mirrors my creative thinking model – BI5, Breakthrough Ideas in 5 Steps – for good reason. Whether your team is generating an idea or a decision, the end goal is implementation. In other words, the output needs to be strong enough to survive scrutiny. TD4 and BI5 attack this goal in the same way: the team begins by clarifying the challenge with a statement, then gathers information, then generates a lot of options and finally, picks the option that best fits relevant business criteria.

Take off from a Decision Statement and land on a Decision Result

Think of decision-making as a flight: the team takes off from a well-defined place and then discusses, while in the air, where to land – i.e. “the right destination” (decision). This metaphor creates a sense of urgency, teamwork and forward movement – and gives you some visual language to use with the team (see below).

RULE ONE of decision-making: Do it right the first time. Even if it is possible to “redo” a decision, it will likely be difficult!

TD4 – Step 1: Clarify the issue. Write a Decision Statement to clarify the decision to be made.

• Let’s make sure we’re all on the same plane. Teams often forget to ask, “What exactly are we trying to decide?” because they assume that everyone knows already. That’s like expecting your team mates to sit next to you on the plane without actually telling them what flight you’re on. Success in Step 1 is about committing to a Decision Statement.

TD4 – Step 2: Gather information. Collect/review information that impacts the options available

• Let bring the right stuff. People tend to rush to an answer. In their hurry, they skip the proper research and go with the information they have handy. That’s like arriving at the airport empty-handed, assuming that your carry-on bag has packed itself and materialized in the overhead bin. Success in Step 2 is about pre-work: finding what is needed to inform the decision and then reviewing it before Step 3.

TD4 – Step 3: Explore the options. Host a Decision Meeting to discuss all the possible options.

• Let’s get this plane from Point A to Point B. Teams sometimes succumb to long, circular discussions when processing a decision. That’s like keeping the plane in the air indefinitely — you will run out of fuel and crash! It’s also inefficient to land the plane midflight to pick up a person or information you forgot to put on the plane in the first place. Success in Step 3 is about sufficient preparation and a well-facilitated robust discussion about options.

TD4 – Step 4: Choose a way forward. Evaluate options against relevant criteria and agree on a Decision Result.

• Let’s land this plane! The most common mistake at this stage is not weighing the criteria properly i.e., minimizing worrisome issues for the sake of pushing the decision through. That’s like choosing to land the plane at an airport being whipped by a tornado by saying, “it’s just a bit of wind.” If your plane is destroyed,  you’ll have to start all over again. Success in Step 4 is about committing to achieving a Decision Result while sticking to realistic evaluation criteria.