Maximize Team Time: Implement Decision Rules

In a team science project, where interdisciplinary collaboration and collective innovation are of utmost importance, navigating the decision-making process can sometimes be fun, rewarding, or daunting. Every topic embarked upon by an assembly of people who are in attendance because they think differently requires a reliable approach for arriving at the desired destination.

This is where decision rules come in. They serve as guiding principles that shine light on the path forward and ensure every decision, big or small, is made with clarity, intentionality, and support.

It is to the team’s benefit to agree on which decision rules to use, how and when to employ them, a process for continuing to integrate them as needed, and document them so everyone understands the team’s collective decision-making processes. Once decisions are made, seek clarity on how they will be disseminated to the group.

What is a Decision Rule?

Decision rules provide a framework for making decisions consistently, transparently, and inclusively, regardless of the complexity or magnitude of the choice at hand. From setting priorities and allocating resources to resolving conflicts and managing risks, decision rules remove ambiguity about who has a say in which decisions and how the ultimate decision will be made.

Addressing Decision-Rules Early in and Throughout the Collaboration

Put the topic of decision-rules on the team agenda and spend some time talking about how you will make decisions together. This activity will establish a solid foundation for trust and psychological safety. It will also foster clear communication and can promote accountability. As research projects mature, associated roles and responsibilities are likely to change leading to the need to revise and/or add new decision-rules. Consider them to be dynamic in nature and revisit them regularly.

Developing Agreements: Codifying Decision Rules

Clearly defined agreements that codify decision rules are essential and help keep everyone on course. As a team, ensure decisions are made in alignment with the team's values, objectives, and agreed-upon processes. You cannot hold yourself or each other accountable to your agreements without putting them in writing. This is where your collaboration agreement, team charter, or similar document continues to be a valuable resource.

Decision Rules Come in Various Forms

Individual team members will likely have decision making authority on various aspects of the work they are doing and responsible for. Decisions that impact the entire group can be made in various ways ranging from independently to as a full group. Here are some common approaches to decision making. For every topic on your agenda that calls for a decision, be transparent about the decision-rule that will be used.

1. Consensus. This means that everyone can stand by and support the ultimate decision that is made. Coming to consensus means that everyone has a voice, and opportunity to share their views, to hear other views, and to discuss the overall benefits of different approaches as well as their challenges. The larger the group, the longer it may take to reach consensus.
   

2. Majority Vote. Voting is a common approach to making a final decision. Depending on the decision, the team can assign different criteria. For example, some decisions may be made by simple majority whereas others may require 65% or 75% of the vote to move something forward.
   

3. Sub-Group. Decision-making by sub-group is a common method for many large teams. The sub-group may be empowered to make some decisions on its own and to make recommendations to the full group for others. A vote or consensus approach could then follow. There is not always a need for everyone to be involved in every decision and a division of labor can be a good use of everyone’s time.
   

4. Individual. Some decisions fall into the purview of a single individual and do not require the level of engagement or involvement as the above methods. Here are three possibilities:
   

   1. Individual makes the decision after discussion. One individual has the responsibility to make the decision and does so after receiving input and information from all relevant parties.

   2. Delegation to an individual. One individual is charged with making the decision. That individual has the trust of the other members to make the best decision for the team.

   3. Individual. A single individual has decision-making authority and executes that authority without consulting others. This individual has the best interests of the team and/or larger organizations in mind when doing so

Summary

By addressing decision rules early in the collaboration process and developing agreements that codify these essential guidelines, teams can operate with confidence, knowing that every decision is made with intentionality, inclusivity, and alignment with shared objectives. So, hoist the sails, chart the course, and let decision rules be your steadfast companion on your collaborative journey.

• L.Michelle Bennett 05.02.2024