Management Tools: Influence and Information Management for Project Success
PMBOK v8 Definition
Influence skills are critical to project success, particularly in matrix environments where project managers lack direct authority over team members. Key influencing skills include: ability to be persuasive; clearly articulating points and positions; high levels of active and effective listening skills; awareness of, and consideration for, the various perspectives in any situation; and gathering relevant information to address issues and reach agreements while maintaining mutual trust. Information management tools and techniques are used to create and connect people to information, and are effective for sharing simple, unambiguous, codified explicit knowledge.
Why It Matters for the Exam
This topic appears frequently in PMI exam questions testing interpersonal and team skills, particularly in scenarios involving stakeholder engagement, conflict resolution, and communication management. Expect questions that assess your understanding of how influencing skills differ from authority-based management, and how information management tools support knowledge transfer in project environments.
Key Points to Remember (for the exam)
- Core Influencing Skills (5 items): Persuasive ability, clear articulation, active listening, awareness of perspectives, and gathering information for mutual trust
- Primary Context: Matrix environment where PM lacks direct authority over team members
- Information Management Purpose: Connect people to information; effective for explicit, codified knowledge
- Key Tool Category: Communication skills (active listening, conflict management, cultural awareness, meeting management, networking, political awareness)
- Common Confusion: Influencing ≠ Directing; influencing relies on persuasion and trust-building, not positional authority
- Critical Output: Lessons learned register (from Manage Project Knowledge process)
- Related Process: Manage Communications uses interpersonal and team skills including active listening, conflict management, and political awareness
Typical PMI Exam Example
A project manager in a matrix organization needs to secure resources from a functional manager who is resistant. The project manager has no direct authority over the team members. Which skill set is MOST critical for the project manager to use in this situation?
Answer: Influencing skills, including persuasive communication, active listening, and understanding the functional manager's perspective while gathering relevant information to reach a mutually agreeable solution.
PMI Exam Traps
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Trap: Confusing influencing skills with negotiation skills
- Reality: Influencing focuses on persuasion and trust-building; negotiation is a separate process for reaching formal agreements
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Trap: Thinking information management replaces knowledge management
- Reality: Information management handles explicit, codified knowledge; knowledge management addresses tacit knowledge through storytelling, after-action reviews, and retrospectives
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Trap: Assuming influencing only applies to external stakeholders
- Reality: Influencing skills are equally critical for internal stakeholders (team members, functional managers, sponsors) in matrix environments
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Trap: Confusing active listening as a communication method rather than an interpersonal skill
- Reality: Active listening is classified under interpersonal and team skills, not communication methods
Important PMI Connections
| Related Concept | Relationship Type | Exam Attention Point |
|---|---|---|
| Manage Communications | Uses influencing skills as tools | Active listening and conflict management are inputs to Manage Communications |
| Manage Project Knowledge | Complements information management | Information management handles explicit knowledge; knowledge management handles tacit knowledge |
| Plan Communications Management | Precedes influencing activities | Communication requirements analysis identifies stakeholders needing influence |
| Stakeholder Engagement | Direct application area | Influencing skills are essential for moving stakeholders along the engagement matrix |
Quick Review Questions
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A project manager in a matrix organization lacks direct authority over team members. Which five influencing skills are critical for project success according to PMBOK v8?
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What is the primary distinction between information management tools and knowledge management tools in project management?
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During which process would a project manager most likely use active listening and conflict management as interpersonal skills?
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A stakeholder is resistant to project changes. The project manager gathers information to address issues while maintaining mutual trust. Which skill category is being demonstrated?
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What type of knowledge is information management most effective for sharing?
PMBOK v8 Reference
Section 2.5.2 - Management Tools (Influencing Skills and Information Management) Section 2.5 - Project Management Process Groups and Knowledge Areas (Manage Communications, Manage Project Knowledge, Plan Communications Management)