Have you ever felt stuck trying to lead a project without the formal authority to direct?

You’re not alone. In fact, 70% of business projects depend on collaboration from people who don’t report directly to the project leader.

For external project managers like Leonie McCarthy, that figure jumps to 100%.

It’s a challenge, but it’s a project management challenge and an opportunity to cultivate influence, a skill that can make or break your project’s success when managing successful projects.

The mastery of influence differs from authority and exemplifies effective leadership qualities, and it is essential for any project leader, reflecting strong leadership in business and answering what a project leader does.

Authority vs. Influence: Key Differences

Understanding the distinction between authority vs influence is important for navigating project dynamics effectively. Here’s how they differ:

• Authority is granted; influence is earned: While authority comes with a job title, influence grows through professional relationships (i.e. a sound professional relationship) and demonstrated value.

• Authority has boundaries; influence is limitless: Authority usually applies within specific domains, whereas influence can transcend departments and hierarchies.

• Authority relies on compliance; influence fosters commitment: Authority can enforce action, but influence inspires willing participation and discretionary effort.

As project leaders – in the context of project leader vs project manager – we often work alongside those who hold formal authority (executives or department heads).

Building trust with these individuals can strengthen your ability to lead effectively, demonstrating effective leadership and highlighting the difference between leadership and management in business.

Common Mistakes When Leading Without Lack of Authority

Leading without a lack of authority isn’t easy, and many of us have stumbled along the way.

Here are some pitfalls I’ve encountered (and learned from):

1. Trying to “be the boss”: No one wants another boss, especially one without formal authority. This approach breeds resistance and undermines trust.

2. Relying solely on executive sponsorship: Assuming a project mandate will automatically generate cooperation is a recipe for disappointment.

3. Neglecting personal connections: Focusing only on tasks and deliverables while ignoring stakeholder relationships can derail your efforts.

4. Overlooking stakeholder motivations: Failing to understand what drives your team members can lead to missed opportunities for collaboration.

I have one big ‘lesson project’ in my past where I made many of these mistakes. I completely neglected the stakeholder motivations and what might be going on behind the project scenes.

Whilst the business had put a couple of people onto the project, the project had not been positioned to generate a shared purpose with the broader internal team. I was reliant on the ‘mandate’ from the top.

The problem was that the top was not particularly engaged with the project delivery and got bored when it took longer than they expected. I learned a lot from this about engagement with clients, clarifying expectations and balancing executive engagement with that of the team.

Tips to Build Influence in Your Projects

So how do you gain influence when you lack authority? Here are actionable strategies that have worked for me and my clients, outlining how to build influence and develop effective leadership skills:

1. Establish credibility early:

→ Preparation is key. Before the project kickoff, get familiar with the team, stakeholders, and the big-picture expectations.

→ Deliver on small promises—show up on time, use people’s names correctly, get back to them when you say you will, and ask them about their preferences when it comes to working together.

2. Understand informal networks:

→ Influence often resides in informal networks within an organisation. Get to know who holds sway over key stakeholders and identify potential allies or detractors early in the process.

→ Have a stakeholder map and revisit it throughout the project.

3. Build shared purpose:

→ Bring your cross-functional team together early to define success criteria and measures of progress.

→ If you have external partners in business and vendors, ensure they are also included in what will make this project successful, securing key critical factors in successful project implementation.

→ Work to understand what matters most to each stakeholder—this shared purpose will serve as the foundation for the project.

4. Leverage advocates:

→ Secure visible endorsements from respected figures within the business and create a network of advocates who can champion your project across departments.

→ Early supporters can help sway others toward the project vision and keep people balanced when things don’t go to plan (there are always a few things that don’t go to plan).

5. Share experiences strategically

→ Use examples and questions to share your expertise without being overbearing.

→ This approach allows team members to choose whether to adopt your insights and tools, and is a subtle but effective way of earning influence.

Ready to take your influence skills to the next level? Download the Influence Without Authority Guide today or check out my book Momentum for more strategies on building connections and driving project success factors – a true demonstration of leading by influence vs authority and an answer to what is effective leadership.

Retail improvement, made practical.
Leadership thinking that drives change.

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