Why 'Perception Over Reality' Is the Project Management Mindset You Need

If there’s one mindset shift that’s fundamentally changed the way I manage projects, it’s this:

“Perception over reality”.

Three simple words, but for me, a powerful reminder.

While this mindset can be applied to every area of human interaction in life, it’s especially relevant in project management, where communication and collaboration are everything.

Believe me – if you can incorporate this mindset into your project management, not only are you going to see better results, but you’re going to feel a whole lot less frustrated too.

What does it mean?

At its core, “perception over reality” is a reminder that when it comes to resolving conflict, a person’s perception of the situation matters more than the objective reality.

Why? Because people act based on what they believe to be true, not what is true.

Here’s an example:

You have a senior stakeholder on one of your projects that seems to be increasingly frustrated and uncooperative. They say they’re not being included in project updates and they don’t agree with the direction the project is taking. You, as the project manager, know that this stakeholder has received every project update that has been communicated with other stakeholders. From your perspective, you’re frustrated because what they’re saying is just not true.

How does it help in project management?

Rather than doubling down on what actually happened, start by accepting that the stakeholder feels excluded and work from there. Their perception is their reality, and until that’s acknowledged, the tension will only grow.

On a practical level, why might this stakeholder have the perception that they’re not receiving the same updates as others?

• Perhaps updates are only being sent by email and they’re being buried in the stakeholder’s inbox?

• Or maybe this stakeholder is in a different location and missing out on in-person informal conversations about the project?

• Are stakeholder meetings being scheduled at a time where this person regularly can’t attend?

Although in your mind, every stakeholder is equally informed, small practical barriers could be shaping a very different perception for this person.

What’s happening below the surface?

If we take this example further and look beyond practicalities, is it possible that this perception is actually being driven by something deeper: does this stakeholder generally feel like their voice is not being heard on the project?

This is where you, as a project manager, need to do a little digging. Ask questions. Be curious. Have a conversation. Once you understand the cause of the frustration, it’s much easier to address it, and you’ll likely build a better relationship with the stakeholder in the process.

Make it a win-win!

As well as just being effective, this approach makes everything a whole lot less frustrating for you. Rather than focusing on feeling resentful because you know you’ve included this stakeholder in all updates, you can focus instead on how to address the problem and create a better project environment all round. It’s a win-win!

It’s a simple mindset shift, but one that fosters empathy, improves stakeholder communication, and leads to better project outcomes.

At NQE Global, we work with impact-driven startups where collaboration and clarity are everything. Shifting to a ‘perception over reality’ mindset helps us, and our clients, navigate complex projects with more empathy and less friction.

Incorporating this mindset is easier said than done, but with practice it becomes second nature.

Give it a try the next time you’re dealing with stakeholder conflict on a project – and let us know how it goes!