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Culture Communication and Leadership For Projects in Dynamic Environments
Culture Communication and Leadership For Projects in Dynamic Environments
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Collyer, S. (2016). "Culture, Communication, and Leadership for Projects in Dynamic Environments."
Project Management Journal 47(6): 15.
ABSTRACT
Rapid change is an accelerating problem for projects in most industries. This article presents
findings from a grounded theory study identifying project management approaches for
mitigating rapid change in the course of a project. These results relate to culture,
planning and control for dynamic environments. The study employed 37 in-depth interviews
and three focus groups held with practitioners across ten industries (defense, community
venture capital, space, and research). Themes emerged relating to: a vision led, egalitarian,
flexible leadership with rapid decision making. The findings address a gap in the project
deregulation (Graetz, Rimmer, Lawrence, & Smith, 2006). Our unfolding reality is
increasingly uncertain, ever changing, and unpredictable. As the world moves to an ever
faster clock cycle, so must our management techniques change to keep pace (Boyd, 1996;
Hodgson & White, 2003). Rapid change is established as an increasing threat to projects
across all industries and remains a key unresolved project management issue (CSIRO, 2007;
Dodgson, 2004; Gray & Larson, 2003; Jones, 2004a; Perrino & Tipping, 1991; Petit &
Hobbs, 2012; Rothwell & Zegveld, 1985; Sugden, 2001). Traditional approaches, orientated
around tight process control, require augmentation to meet this threat (Ashton, Johnson, &
Cook, 1990; Collyer, Warren, Hemsley, & Stevens, 2013; Koskela & Howell, 2002; Sachs &
Meditz, 1979, p. 1081; Sugden, 2001; Williams, 2004). The fundamental problem in dynamic
environments is that events can arise at a higher rate than is practical to re-plan (Ashton et
al., 1990; Sachs & Meditz, 1979; Sugden, 2001; Williams, 2004). New unknowns arise
rapidly during the execution of the project. In Brown and Eisenhardt’s (1997) study of
organizations challenged by continuous change, the authors noted how strategies considered
Project management has an opportunity to regain the central place it should never
have lost in the management of strategic initiatives, innovation, and change, but this
will require adding more flexible methods to the available toolkit (Lenfle & Loch,
2010, p. 33).
The study presented here sought to identify practitioner approaches for managing culture,
to generate propositions for later testing. The major results from the study were practical and
theoretical insights into how practitioners optimize culture, communication, and leadership to
Literature Review
that represents the extent to which the project is influenced by rapid changes in the
environment in which it is conducted. Changes can occur within the project, within the
organization, and outside the organization, and may include technology, goals, regulations,
and many other influences in a rapidly changing business environment. A more complete
linear dimension, not binary, and one of many project dimensions that may be taken into
account when selecting a project management approach. The term environment is taken to
mean the project environment, including such things as the industry, resources, processes,
techniques, and so forth. The term approach is taken to mean the mix of project management
techniques applied. The term culture is taken to mean the set of shared values and norms that
control organizational members’ interactions with each other and people outside the
The key challenge of dynamism is the rapid generation of new unknowns that require
exploration and resolution. A culture that is risk-averse can punish experimentation, which in
turn inhibits the discovery of solutions to new unknowns (Argyris, 1999; Senge, Kleiner,
Ross, Roth, & Smith, 1999). Previous research suggests that dynamic environments may
therefore benefit from a level of controlled experimentation and the elimination of ‘dead
ends,’ a tolerance for failure, and the sharing of rewards (De Meyer, Loch, & Pich, 2002;
Harvard Business School Press Books, 2001; Mayer, 2007b). A culture that supports the
learning approach to project management may help the project team explore uncertain
environments (Pich, Loch, & De Meyer, 2002). Walker and Shen (2002, p. 35), for example,
found new product development projects benefit from a culture that “supports flexibility by
valuing and encouraging opinion diversity,” and encourages risk, “provided that lessons are
learned from mistakes and near misses as well as from success.” Organizations are
flexible organic culture (Salameh, 2014; Serrador & Pinto, 2015). Indications from a number
of studies suggest dynamic environments may benefit from an egalitarian culture with a flat
management hierarchy (Donaldson & Hilmer, 1998; Hauck, Walker, Hampson, & Peters,
2004; Jones, 2004b; Marschan, Welch, & Welch, 1996b; Mayer, 2007a; Mills, 2007; Porter
& Siegel, 1965). Innovation management, for instance, has benefited from organic and
informal approaches, supplementing formal management (Burns & Stalker, 1961; George &
Jones, 2002, pp. 552, 563; Maidique & Hayes, 1985, p. 48; Shenhar, 2001). In fact, Serrador
and Pinto (2015) reported that for high technology, health- care, and professional services
industries, the greater the agile/iterative approach reported, the higher the reported project
success. Greenberg and Baron (2003) found that many technology organizations have a
communal culture with high sociability and solidarity and that they share and communicate
well.
directly related to timeliness” (Laufer, 1997, p. 476). Godé and Lebraty (2015) highlighted
the importance of rapid feedback in environments characterized by high levels of change and
uncertainty. Some projects will simply fail with slow decision-making processes. Decision
lag can result in a product that is out of date with a changed environment. Hauck et al. (2004)
environments, as a fast and effective way to clarify ambiguous issues and reach agreement
(Daft & Lengel, 1986; J. W. Jones, Saunders, & McLeod, 1994). Brown and Eisenhardt’s
change suggested value in: extensive communication; design freedom; a structure that allows
change without chaos; and low cost probes and experimentation (as more effective than
planning or reacting).
(Hodgson & White, 2003). Studies indicate leaders might benefit from being flexible and
able to trade off, after identifying problems that are not readily apparent (Shenhar, 2001;
Shenhar & Wideman, 2000). Snowden and Boone (2007) gave an excellent account of
leadership techniques for complicated, complex, and chaotic environments, based on their
For complex environments, probing, experiments, and higher levels of communication were
found to be helpful (Snowden & Boone, 2007). Increasing rates of change are transforming
the role of senior management from purely operational to a combination of project and
Turner (1999) recognized how problems with traditional project management gave
rise to more emergent management methodologies, often identified by words such as “lean”
or “agile,” and these approaches would seem to be the most obvious contenders for use in a
dynamic environment. While there is evidence that agile techniques are useful in industries
other than software development (Conforto, Salum, Amaral, da Silva, & de Almeida, 2014;
Serrador & Pinto, 2015), agile is defined by the needs of the software industry (Fowler &
it more difficult to know when to apply agile to other situations. There isn’t a one-to--one
relationship between agile and dynamism. The software development industry is challenged
by more than the dimension of rapid change, and a study of dynamism uncovers more
techniques than can be offered by the software industry alone. Although agile is useful for
informing a study on dynamism, it is not sufficient. This study begins with a single clear
dimension that causes a problem and then looks for empirical evidence of different solutions
While some studies reveal results related to the problem of rapid change, relatively
few address it directly. The strategies for dealing with planning and control in dynamic
environments have been explored by Collyer et al. (2013). This study, therefore, sought to fill
a gap in project management literature specifically regarding the challenge of dynamism for
encountering dynamism were examined to identify: (1) how they adjust culture,
communication, and leadership style; (2) whether certain cultures, communication styles, or
leadership styles are perceived to be advantageous when dealing with dynamic projects; and
environments.
Method
Research Design
Grounded theory was the methodology selected as most suitable for addressing the
aims of this research. Grounded theory using in-depth interviews and focus groups was
selected for three primary reasons: (1) dynamism’s relationship with culture communication
and leadership in project management is an area about which little is known; (2) the
in actual environments, and qualitative research methods are most suited to understanding the
Lincoln, 1994); and (3) it was important that the findings contributed to an emerging theory
that was built from within the data rather than reflect previously held positions or theories
that historically have not considered the impact of change. The main premise of the grounded
theory methodology is that new theories should be developed from research grounded in data,
rather than deduced from existing theories and then tested (Glaser & Strauss, 1967). As
the data. Hence, the analytic categories are directly ‘grounded’ in the data. This
method favors analysis over description, fresh categories over preconceived ideas and
extant theories, and systematically focused sequential data collection over large initial
Grounded theory can uncover broader and sometimes new realities, starting with a narrow set
of cases, before moving to testing what otherwise may be a narrow theoretical reality, across
a broad set of cases. As pointed out by Charmaz (2006), all researchers have a history, and a
literature review is necessary to locate the study within the relevant literatures, justify the
study, and, most importantly, to build on emerging theory. As argued by Glaser and Holton,
the literature review can be used as another source of data to be integrated into the constant
comparative analysis (Glaser & Holton, 2004). In this study, a literature review was included
(Henwood & Pidgeon, 2003). Focus groups were employed to extend on the results of the
interviews and use them to generate new ideas and more accurate insights (Flick, 2006;
Krueger, 1994; Morgan, 1996) and to provide a level of triangulation. The study was
designed based on traditional focus group research methods as defined by Patton (2005).
Patton defined a focus group interview as being one with a small group (of six to eight
Participants
(across industries) and convenience sampling, the study employed snowballing theoretical
sampling to explore particular ideas in more depth. The stratified spread of participants across
environments, along with commonalities. In total, 31 project managers were recruited from
10 different industries, resulting in 37 interviews and three focus groups. Three focus groups
with 16 project managers followed the interviews in order to verify and expand upon the
findings from the interviews. Purposeful sampling was employed to target senior practitioners
or process designers who were challenged by dynamism and had reasonable experience in
long-lasting companies. Only participants who perceived they were significantly challenged
by the dimension of dynamism were included in the study. Each participant’s label,
Table 1.
Table 1: Interview participant profiles.
Participants n=31; Interviews n=37; Face to Face n=22; Via Email n=14; Via Telephone
For the focus groups, purposeful sampling was employed to identify participants who
were experienced practitioners or process designers with at least 10 years of experience from
organizations in operation for at least 10 years. For selection, they needed to be able to
provide examples of how they were being challenged by a strong dimension of dynamism in
projects. Three focus groups were conducted using a total of 16 practitioners, as described in
Table 2 and
Three focus groups were run to allow triangulation of results and to mitigate the
effects of face-to-face versus online. The three groups were undertaken in this way:
One international face-to-face focus group in Washington, D.C. United States.
One local face-to-face focus group in Brisbane, Australia
One international online focus group using a web conferencing application.
Table 3 lists the roles and industries of the focus group participants. Quotes from
focus group participants will be identified by their industry or by the label “FG.”
variety of sources to triangulate findings and to inform the developing theory on management
for dynamic environments (Singleton & Straights, 2005). In-depth semi-structured interviews
and focus groups were employed to explore, clarify, and confirm participants’ views on
challenges and strategies to form new ideas (Creswell, 2003; Flick, 2006). As Boyce and
Neale explained (2006) the benefits of in-depth interviews: (1) to provide more detailed
information than, for example, a survey; (2) to provide a more relaxed, frank, and open
atmosphere; (3) they are time intensive; (4) they require awareness of bias when the
participant is selling an agenda; and (5) they aren’t generalizable due to small sample sizes.
Participants were asked to illustrate their responses with examples and discuss their
experiences and identify new approaches they use or believe could be useful when dealing
with dynamism in their project environments. Field notes were used to inform the findings
and the developing theory on project dynamism (Singleton & Straights, 2005).
Three focus groups were conducted to triangulate results. The beneficial effects of the
focus groups included group interaction; widened range of responses; idea snowballing; new
interpretations; deeper insights; cross verification of plausibility; and improving the quality
theory (Catterall & Maclaran, 1997; Morgan, 1998). The results of the previously held in-
depth interviews were also used to guide discussion and gain more accurate insights and as
examples to prompt new ideas. All focus groups were digitally audio-recorded; throughout
the discussions, the researcher checked and clarified meanings with the participants in order
Data Analysis
Using the constant comparative method, the data were analyzed as they were being
collected, allowing the researcher to draw interpretations and refine concepts from one
participant to the next (Alvesson & Karreman, 2007; Creswell, 2003; Taylor & Bogdan,
1998; Yin, 2003). All digitally recorded face-to-face interviews and focus groups were
transcribed verbatim, with identifying information deleted or changed, and all written email
responses were de-identified and inserted into text documents. Participants were sent written
summaries of their interviews with an invitation to amend or add to the information. The unit
of analysis was the project management approach used by organizations conducting project
management in dynamic environments. Transcripts were read and reread, and the researchers
discussed the data to identify themes and explore alternative interpretations before a
consensus was achieved (Alvesson & Karreman, 2007; Flick, 2006). The author coded
according to the themes, which were then organized into broader categories of meaning as
they emerged (Creswell, 2003). An example is provided in Figure 1, with initial descriptive
codes identified. Participants were sent written summaries with an invitation to make
amendments or additions. This procedure enabled the researchers to verify that their
Results
After open coding, behaviors were grouped into a reduced set of themes categorized under
More timely Increased emphasis on fast, timely, and succinct communication over
and efficient slow, thorough communication;
communication
Adjust communication rates according to needs;
Leader enables rapid decision making by: (1) delegating decisions and
(2) making quick reasonable decisions;
Need for three key skills: (1) organizing, (2) understanding the problem,
and (3) understanding the solution.
The purpose of the next section is to provide illustrations of themes using raw data extracts
from the transcripts. Extracts are presented under the headings: Cultural Styles for Dynamic
The cultural style themes emanating from the interviews were reinforced and refined in the
focus groups. The benefit of a flat hierarchy was a theme illustrated by Startup1: “Our
organization is flat.. we only have 10 staff” and Startup2: “Decisions do not have to go up
through committees…. not a tall structure.” FG2 concluded that “a tall hierarchy would not
adapt quickly enough to achieve the objectives. The opportunity gets missed.” (PartG-FG2).
The consensus was to use a relatively flat project team structure, linking the hands-on staff to
decision makers, reinforced with comments like “tall hierarchies are a big problem...
A tall hierarchy that over controls things prevents you from adapting to change in
time. If you work in an environment that is totally hierarchical and it doesn’t allow for
that [adapting to change] then you can’t work in a dynamic environment, and I have
FG2 settled on the concept that an “enabling factor [for dynamic environments] doesn’t have
teams at hands-on level. A collaborative culture was reinforced with comments like: “we see
people going above and beyond because they are in that collaborative situation” (PartH-FG2).
We give flexibility for people to explore and determine where and when they explore,
To give another example, Pharm2 reported “we promote initiative on the ground; allow
flexibility to take advantage of fleeting moments; allow flexibility with key higher level
objectives in mind. [We] pushed the line constantly that staff had to embrace change.”
Another interesting illustration was of the importance of a culture with the correct levels of
experimentation:
Many of the people in drug development companies are scientists and so they realize
an exploratory, scientific process, and the business need for certainty around
maintaining a formal communication core of meetings and reports. Themes emerging around
communication styles centered on the importance of timeliness. Pharm2 reported how they
“did not wait for meetings.” Ventcap1 gave a good illustration of the theme with:
Most of our communication internally within the fund management team is fast and
informal and included email, drop-ins in offices and round the ‘water cooler’
with our portfolio companies and investees is fast and informal exchanged between
issues. Participants also reported adjusting communication styles to meet needs. One
illustration was how a defense participant described their mix of formal and informal
communication:
Usually, communication is only at critical milestones, but when there is contact with
the enemy, the radio operator immediately gets on the radio and starts describing
every detail of battle. This gets the information out quickly to those who might need
So, at the points of most rapid change or risk they significantly increase the rate and quantity
of communication in order to facilitate timely responses. For instance, in this case the
increased communication is used by the commanders at the rear to assess the situation and
The communication themes emerging from the interviews were also supported in the
focus groups. An illustration of rapid communication during Space Shuttle launches was
provided as follows:
You’re automatically going to trip over each other unless there’s a lot of
member and all they do is run around and talk to you. I am two phone calls from an
FG2 reached a similar consensus with the following example: “we just stand up in our
cubicles or go to the coffee shop ... whatever works. We work hard to network and matrix
across all possible dimensions to build awareness, and we are very proactive about breaking
down boundaries” and “I would say 60/40 or 70/30 [informal to formal]” (PartG-FG2).
A new communication theme emerging from the focus groups was the concept of co-
locating staff to aid more rapid communication (FG2) with comments like: “Co-location is a
factor here and may send it up to 80/20 [informal to formal]” (PartH-FG2) and “team space
works best if collocated in generic space to allow much faster adaptation and communication.
flexible style were common themes emerging from both the interviews and the focus groups.
The delegated control approach pushed decisions to lower level experts so they could respond
more quickly: “You need key decision makers to devolve responsibility” (PartJ-FG2).
project manager can be a technical specialist in all areas … mechanical and electrical,
architecture, etc. The real skill is forming all of the different groups into a cohesive
team. (ITSVC3)
Pharm2 reported pushing “decision making to the lowest practical level [so that] people are
(PartH-FG2): “you need to think on your feet” (PartI-FG2) and “you have to adapt to
situations” (PartC-FG1), “you need to adjust your leadership style for the team to some
extent… set more parameters at the start and then let them loose” (PartL-FG2), and “I try to
adapt my leadership style to the team, whatever works. Adaptability is critical, horses for
Across all of the focus groups there was agreement that there was a need to balance
decision quality against decision speed. This represented an additional finding beyond the in-
depth interviews. The new decision-making theme was clarified by FG1 as requiring timely
decisions, based on rapidly collected and sometimes incomplete data. PartB-FG1 illustrated
Know when you have ‘good enough.’ I worked with a guy who was a very good
scientist, and he wanted to know down to about the fifth decimal place what the
capacity of a particular unit needed to be. What’s going to be the optimum number? In
the end we missed the deadline and in hindsight we realized the bottom line was there
were only three choices … it was a blower—we can get small, medium, large. You
know small is too small, large is too big, medium works ... and that’s all we needed to
know. We didn’t need to know that its 1827 ... all we needed to know is it’s more than
You have to be comfortable making a decision when you have to, not when you have
all the information you would like to have to make it. You have to be able to make
decisions with less information than you are comfortable with, or than you would
Explain the time factor. Explain how you COULD analyze for a year and come up
with a 4% or maybe 20% better decision BUT actually that would be a 100% worse
outcome because we will miss the opportunity. That will be another year without the
FG1 participants discussed this point and concluded that in “rapidly changing projects, those
(project managers) that have hard times making decisions don’t survive very well. We push
out responsibility to the lowest level” (PartC-FG1) followed by the ant-colony analogy:
I just let, as I called it, the ‘ant colony’ take care of it. Their ant colony got destroyed
and they did a marvelous job of putting it back together. So I took a hands-off
approach and I didn’t need to put my hands into the ant colony (PartC-FG1).
I’m working on a project right now with waste energy conversion using [removed].
We have a problem where we have to take 20KW of power away from a very small
space and I threw out to the team: ‘Here’s the goal. We have a constrained space. We
have unconstrained power to work with and we have a huge energy load that has to be
dissipated. How should we make that happen?’ and the goal motivation was we’ve got
a contract to do this. If we can’t make this part happen, the entire multimillion dollar
project goes away and that’s what we started with and if I’d had said: ‘We need to
build a heat exchanger,’ we would never come up with a process that said we can use
the waste load to dissipate 80% of that heat that we are trying to remove, and make
The point in the above example is that, by completely delegating the decision, by setting the
objective and allowing the experts to work out options, the outcome was optimized.
Discussion
In reviewing the results in the context of prior literature and industry examples, it is
reassuring to note that some of the themes emanating from this study are evident. For
example, Mills (2007) reported how Google has a chief culture officer who aims to build a
There are no executive perks at Intel; \no executive dining rooms; no executive
washrooms; no special places to park; we all work in a company where Andy Grove's
cubicle—which I think is about 8 x 9—is just like everybody else's. It is the essence
of that open environment that allows people to communicate directly and solve
One advantage of a flat structure in a dynamic environment is the ability of team members
with situational awareness and specialist knowledge to make more timely and relevant
decisions. Processing a decision through multiple levels of a tall hierarchy can be a slow
process, which can reduce the impact or relevance once made. In this study, team size was
also a theme. Project managers sought agility by restricting the team to the smallest possible
size able to achieve the goal, and by selecting highly motivated multi-skilled staff members.
This theme has many industry examples. Burt Rutan designed and built Space Ship One with
an average team size of 20 members, compared with the tens of thousands of staff members
at NASA (Rutan, 2006). His advice was to keep the team small and to “choose them for the
fire in their eyes, not their grades" (Rutan, 2006). Warman (2010) described how Facebook’s
Mark Zuckerberg managed initiatives with the smallest possible teams, providing an example
of how only one single person developed and supported the Facebook iPhone application,
about how “at large organizations, there's a lot of people that say no, and a lot of policies, and
the window you can do something in is tiny" (Warman, 2010). Even the behemoth
corporation, IBM, resorted to a small team of just 12 people to design the personal computer
(PC) in its efforts to catch up with the newly evolving microcomputer market (Lambert,
2009). The PC team was separated from the main organization geographically and culturally
to free them from the usual bureaucratic processes that had prevented them from catching up
in the past (Lambert, 2009). They developed the PC in approximately one year, and the rest is
history. Tall organizations may therefore gain benefit from creating a separate team with a
considered to be the best control mechanism, but in dynamic environments, where tasks are
more often unique or uncertain, culture can have a much higher impact on performance
(Ouchi, 1979). Culture can be nurtured through staff selection, training, ceremonies, reward
systems, mentoring, and leadership visions. Even the way an organization deals with or talks
about its successes and failures can have a strong impact on culture. It was interesting to note
how comfortable and in control participant organizations managed to get with their cultural
experimentation.
The leadership themes found in this study seem to match Shenhar and Wideman’s
(2000) description of the ‘explorer’ style of leadership, suited to the concept and development
phases of what they call ‘high technology’ or ‘super high’ technology projects. Such projects
might involve new or emerging technologies with unknowns at commencement. The qualities
of a manager with an ‘explorer’ style include: being vision orientated, solution seeking,
inspiring, determined, focused on the long range, and leads by example (Shenhar &
Wideman, 2000). According to Deaux, Dane, and Wrightman (1993, p. 347) “highly
authoritarian people are often uncomfortable in ambiguous situations.” The results of this
study correlate with the findings of Müller and Turner (2010) that project managers of high
motivation. More recently, Feger and Thomas (2012) theorized that leaders with a vision can
make better use of a transformational style of leadership, which Dean and Bowen (1994)
motivates employees through desire to achieve a worthy vision, more than through personal
The ‘film director’ style was one analogy the participants offered as a leadership
approach for dynamic environments, where the leader has a clear vision, collaboration skills,
and a willingness to share that vision and delegate some of the leadership to specialists. This
style contrasts with the one proposed for static projects using established technologies, which
according to Shenhar and Wideman (2000), benefits from leaders who are driver-
Leadership and decision-making themes emerging from the interviews and focus
groups centered around delegation, feedback loops, and pre-planned responses. A challenge
already identified for decision making for leaders in dynamic environments is decision lag, in
which decisions are not made in time to keep pace. This study suggests three approaches that
may mitigate decision lag: decision delegation, rapid feedback loops, and pre-planned
responses.
Decision Delegation
quality against decision speed (Collyer & Warren, 2009). Because dynamic environments
change so rapidly, the participants regarded it to be challenging for higher level managers to
professionals operate. Higher management decisions based on tight control were perceived to
be too slow and ill-informed to be of practical use in these environments. Devolved
responsibility, whereby decision making is delegated to the lowest level possible, was
advocated by five interview participants, and confirmed in the focus groups. Participants
viewed this approach as empowering those who have the greatest levels of expertise to use
their superior specialized knowledge and awareness to make decisions best suited to the goals
provided by higher levels of management. For example, Start-up1 reported how “we try to
give people responsibility and push it down as far as possible” and Pharm2 said “we push
decision making to the lowest practical level, people empowered to make vital decisions, to
DefSvc1 described how they “pushed the decision making to the lowest level.
Empowering people, allows rapid reaction …requires trust, which comes from training and
exercises,” and DefDevc2 reported: “we promote initiative on the ground. Allow flexibility to
take advantage of fleeting moments. Allow flexibility with the key higher level objective in
mind.” DefSvc1 summarized this approach with a description of how a lower level
commander might be given a mission to secure a hill but also provided the “intent,” which
might be to protect the left flank of a battalion advance. The commander is then free to adjust
the mission according to circumstances to best achieve the intent. For instance, they may
discover the enemy in the forest below the hill. Occasionally commanders may make the
wrong decision and fail, but this approach is regarded as being better at adapting to a
changing environment and more often result in mission success. The military term for this is
directive control, where orders are reasonably detailed, but have built-in flexibility.
These views align with advice from Graetz et al. (2006) who argued that more fluid
business environments benefited from more distributed leadership. They also argued that the
days when management could provide all the answers are gone and that managers need to be
able to rely on capable and trusted personnel distributed across the entire organization
(Graetz et al., 2006). Following the same theme and supporting the views of the participants
is Turner and Crawford’s study of 243 cases of corporate change, which found that
empowerment had a strong relationship with change effectiveness (Turner & Crawford,
1998), but only when the empowered had sufficient skill and experience. In a static
environment it is more feasible for high level management to be aware of lower level issues,
so delegated decision making may not provide the same advantage. The concept of shared
Crevani, Lindgren, & Packendorff, 2007; Lindgren & Packendorff, 2011; Loufrani-Fedida &
Missonier, 2015).
Decisions traditionally consume much time to gather information, make the decision,
disseminate, and then implement. Through faster decision-making cycles an organization can
take action more quickly than the environment changes. Directive control is a fast and
flexible method of command to facilitate rapid decision making. Instructions are given in the
form of intent, not detail. The method of execution is decided by the project team members
using superior local situational or specialist knowledge to find an approach that best achieves
the intent. Management burden is reduced at the top and spread to team members more
knowledgeable about their own situations, and initiative is encouraged at all levels. As a
result, significant decisions can be implemented in-time for maximum effect. General Gordon
R. Sullivan, as reported by David Ulrich (1996), described the process as follows: “Once the
commander's intent is understood, decisions must be devolved to the lowest possible level to
allow these front-line soldiers to exploit the opportunities that develop”(Ulrich, 1996, p. 178).
In some environments high level management may have higher levels of expertise,
experience, or vision that needs to be applied to the decision-making process. In these cases
delegation may not provide the same advantage. For example, a film director has a vision and
needs to be hands-on to the point of micromanaging. The alternative to delegation in these
cases appears to be rapid situational reporting, with the ability to make on-demand decisions.
DefSvc1 related the example of the OODA loop. A U.S. Air Force military strategist
analyzed why the US F-86 in Korea was able to defeat the better performing MIG-15. He
coined a term the OODA loop, which stands for Orient, Observe, Decide, Act (J. Boyd,
1986). Because the U.S aircraft had a bubble cockpit it gave them better situational
awareness, which in turn, allowed them to observe the results of their actions, make decisions
more quickly, and work themselves into better positions. This principle can be applied to
project management in rapidly changing environments. If the project manager can accelerate
the decision cycle by accelerating the reporting cycle, hence observing and reacting to the
David Ullman (2007) related how businesses can be paralyzed by rapid change rates,
incapable of making a decision, somewhat like a rabbit caught in headlights. The timeliness
The speed of decision is more important in a rapidly changing environment than a perfect
one. If you wait for enough information, your window of opportunity will pass.
Sometimes commanders make the wrong decision and fail, but it’s better to have that
approach in place else you will not be responsive enough to changing situations.
and summed up by the military maxim: ‘the greatest enemy of a good plan is the dream of a
perfect one’ often attributed to the Prussian general Clausewitz (1873). In these environments
leaders must be accustomed to making decisions without all the information they might
otherwise like to have or face being overrun by events. Simply making decisions at a faster
rate than the enemy and using delegated control, was a central element of the successful
German World War II Blitzkrieg tactic (Frieser & Greenwood, 2005). In the dynamic project
management context, the environment is the enemy. DefSvc1 summed up the theme here
with the advice that the “speed of decision is more important in a rapidly changing
Pre-planned responses.
DefSvc1 described how commanders have battle charts, which tell them what action to
take under different circumstances: “if this happens, do that.” Startup2 described a similar
approach: “Drilling is expensive…you need to plan for the downside, not just the upside…,
cater for the range of outcomes so you can respond quickly.” This technique is also used in
the information technology industry, where disaster scenarios are often well pre-planned to
allow for rapid response. This is a relatively standard part of risk management that can be
customized in these environments. The main components of the approach used appeared to
be: (1) setting clear goals; (2) empowering an experienced team to achieve those goals; and
(3) providing as much flexibility as possible to change from a plan as long as it achieves the
goal. These components allowed teams to adapt more quickly to the dynamics of the
environment.
Propositions
The results of this study suggest the following propositions regarding culture and
Proposition 1: Projects in dynamic environments might benefit from a culture that: (1)
encourages and values flexibility and adaptability; (2) encourages and values
pragmatism and expedience, which may require geographical or other separation from
a larger organization; (3) aims for the smallest possible team of multi-skilled and
highly motivated staff members organized in the flattest possible hierarchy, that is
egalitarian; (4) focuses more on goals and experience, and less on process; and (5)
values experimentation for its ability to eliminate dead ends and identify new
solutions.
styles that: (1) increase emphasis on fast, timely, and succinct communication; (2)
thoroughness; and (4) adjust communication rates in proportion with change rates and
risk.
egalitarian approach with delegation to achieve the vision; (2) are ‘hands-on’ where
required but respect and trust the expertise and advice of the team; is (3) are flexible
and adapt and change course quickly in reaction to a changing environment; (4) use
directive control, delegating decisionmaking to the lowest possible, leading with the
vision, and communicating through intent; (5) maintain high levels of awareness of
the limited decision window; (6) employ rapid and pragmatic reporting (feedback) to
inform rapid and pragmatic decision making; (7) constantly update pre-planned
responses to allow rapid reactions; and (8) prioritize timely pragmatic decisions over
perfect decisions.
Table 7 attempts to highlight the key differences of culture communication and leadership in
mostly static and mostly dynamic project environments. While it is not argued that either
extreme exists as described, the contrast serves to illustrate the differentiators and
management approaches used by the participant managers. The reality is that most projects
have an element of dynamism that exists somewhere between these extremes, thus a
CULTURE
FLEXIBLE, COLLABORATIVE, ORGANIC, ADAPTIVE
Rigid Flexible
Formal Formal framework, informal core
Authoritarian, tall hierarchy Collaborative, flat hierarchy
Planned, strict, structured Organic, experimental, adaptive
Stakeholders expect and Stakeholders expect and
understand static environments understand dynamic environments
COMMUNICATION
RAPID INFORMAL COMPLIMENTING LESS REGULAR FORMAL
Focus on formal communication Larger mix of informal with formal
Slow, formal, thorough Includes rapid, informal, and practical
Tall hierarchy Flat hierarchy
Formal informs informal Informal and formal inform each other
LEADERSHIP
EXPLORATORY VISION DRIVEN USING COLLABORATION AND DELEGATION
Drives down path Explores through the jungle
Clear view of path Clear view of environment and goals
Highly structured Highly adaptable
Knows the path Knows the jungle
Leads a hierarchy Collaborates with a team
Plans dictated centrally Actions decided by team
Manages with plan Guides with goals
Workers follow plan Specialists deliver vision
Team driven from above Team pursues goals
DECISION MAKING
RAPID – ADEQUATE – IN TIME
Decisions focused on accuracy Decisions focused on pragmatic
expedience
Accuracy achieves lasting Speed capitalizes on fleeting opportunity
perfection
Intent and objectives set at top Intent and objectives set at top
Decisions made at the top based Decisions made in the middle by people
on information passed up the with situational/subject matter knowledge
hierarchy
Action taken when confident of Action taken in time to capitalize
right decision on fleeting opportunities
Decisions are made after all data are Decisions prepared in advance and
collected executed when data are collected.
Conclusions
The goal of this study was to explore the problem of rapid change during the planning and
execution of projects from the perspectives of successful practitioners. This study identified
project management approaches related to culture communication and leadership that can be
used to manage the problems caused by rapid change, and contributes to the evolving theory
on how to manage projects in dynamic environments. This study answered the call for more
empirical research on the actuality of project management practice (Cicmil & Hodgson,
2006; Cicmil, Williams, Thomas, & Hodgson, 2006; Ramadan & Tu, 2012), including the
call for more theory development on decision making in flexible situations (Lenfle & Loch,
2010). The study also addresses a significant gap in the literature, faced by projects
challenge (Perrino & Tipping, 1991; Rothwell & Zegveld, 1985). The decision-making
themes emanating from this study address Piperca and Floricel’s (2012) call for more
research on how to respond to unexpected events. The major results suggest that managers
faced with rapid change may benefit from a vision-led, egalitarian, goal-orientated culture
supporting experimentation with more timely and efficient communication and flexible
leadership with rapid decision making. To be clear, none of the participants reported
abandoning traditional project management approaches but rather augmented them with an
emphasis on techniques they believed mitigated the challenge of rapid change. A Guide to the
communication styles, leadership, and decision-making techniques can have a strong impact
on a project’s ability to meet its objectives This study expands on and compliments the
approaches that might be relevant to rapidly changing environments. Furthermore, the results
confirm the likely relevance of the findings of related studies, including: Godé and Lebraty’s
levels of change and uncertainty; Brown and Eisenhardt’s (1997) ideas on extensive
(1998) findings on empowerment’s relationship with change effectiveness; and many studies
on environments that benefit from vision-led egalitarian cultures with flat management
hierarchies (Donaldson & Hilmer, 1998; Hauck et al., 2004; Jones, 2004b; Marschan, Welch,
& Welch, 1996a; Mayer, 2007b; Mills, 2007; Porter & Siegel, 1965).
For practitioners, the full set or themes resulting from this study provide examples of
and leadership to optimize outcomes. Practitioners can use their professional judgement to
decide whether the approaches in this study might be useful in mitigating the challenges in
their own environments, experimenting with approaches from different industries. The most
training, and policies, considering these approaches. Because dynamism is just one of many
project dimensions that need to be considered when embarking on a project, practitioners still
need to consider the relative strength of each dimension, and whether the level of dynamism
The findings will also inform future research through propositions that can be tested.
While the results may not be generalizable across all industries, they provide a starting point
This study formed part of the exploratory and descriptive stages of research into a
phenomenon, deliberately using maximum variation sampling to obtain views from diverse
industries to identify uncommon practices that might be useful across multiple industries
(Singleton & Straights, 2005). The flip side of this early stage of research is that approaches
used in one industry cannot be demonstrated to apply to all others, and of course this study
did not attempt to measure the benefits of the results or the negative side effects of using the
are tested. It would be useful to know more about adoption rates for the approaches
adoption rates across industries, cultures, communities, and minority populations. Attempts to
quantify the merits and side effects of the dynamic theory approaches would also be helpful.
Depending on the results of the adoption rate and benefit studies, it would be helpful to
understand how well the approaches are represented in the various bodies of knowledge and
by the various training and education systems available for project managers, to determine
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