How To Influence Without Authority At Work

Bridging the Gap: Building Consensus to Drive Progress

As a production manager, you don’t have formal authority over key decision-makers, including directors, executive producers, and clients. You can’t simply instruct them to move faster, give fewer notes, or align their opinions. When disagreements stall progress, you don’t have the authority to make the final call. So how do you influence without authority? The best approach is to build consensus by acting as a bridge between parties and guiding them toward a solution.

On a feature project, we were falling seriously behind on character design. By this stage, we should have had about half of the designs approved, but we had only approved a handful, creating a deep hole that threatened to derail our schedule. Despite repeatedly flagging the delays, I couldn’t get the stakeholders to take action. I noticed that the teams involved were siloed, not communicating their concerns directly, and instead blaming each other for the holdup.

Since I couldn’t force a decision, I focused on what I could control. I scheduled a meeting to bring both sides together and lay out the reality of where we stood. Instead of assigning blame, I framed it as a challenge we all needed to solve together and asked for their input. That shift in approach made the difference. By openly discussing roadblocks and priorities, we identified key solutions and compromises that helped us catch up and improve collaboration moving forward.

—David Portner, Producer

Building Influence Through Relationships

If you’ve led project teams, you no doubt have had to work in a matrixed team structure—where you, as the project manager, have ultimate responsibility for the successful delivery of the desired outcome, but very little authority over the people that you are relying on to make it happen. Whether it be contributions of subject matter expertise, completing tasks, or both, your success is totally dependent on a group of people who have other priorities that may not be your project’s success. Influence without authority can be challenging, but in my experience, greatly rewarding!

So how do you establish positive influence without authority? I have always found that cultivating strong relationships is the key to successful project teams. I take the time to meet with each member of the team individually to help them understand the goal of the project, why it is important, how it could benefit them personally, and setting clear expectations around what is required from them for the project to be successful. I assure them that they can rely on me to support them, and then deliver on that commitment, providing support and encouragement along the way, and removing obstacles for them when necessary.

Once the project has concluded, recognition is incredibly important—tailored to the individual’s preference—for example, do they prefer public or private recognition? Where possible, I build financial recognition such as project bonuses into cost models up front. Something as simple as pens, mousepads, and T-shirts with project or company logos create a sense of unity and camaraderie with team members. Most importantly, I make sure the direct line leaders of those resources are aware of how each person contributed to the project’s success and provide feedback that can be used as inputs to their performance reviews.

This approach is supported by the Prosci ADKAR change management framework—providing the team members with awareness of the need for change, cultivating the desire to make it happen, providing knowledge and ability to bring about the change, and reinforcement to sustain the desired outcomes.

Over time, the return on the investment of my time ensured that these valuable team members wanted to work with me in the future and helped me establish a reputation that made others ask to work with me! Influence without authority can be positively powerful!

As I expanded my role from leading only matrixed project teams to include that of people leader, I found that these same practices worked in building a solid foundation for strong teams, creating an environment of openness and trust, and attracting diverse talent eager to work with me because they knew they would be appreciated for their unique contributions!

I was so pleased to find my experience supported in an article posted on Forbes in 2023: Council Post: Are You Leading The Wrong Way? Why Influence Beats Authority.

—Rebecca Schoonmaker, Strategic Program Management