- Published
- 7 October 2026
- Last reviewed
- 7 October 2026
A meeting does not automatically create authority
A team can discuss a change without having the authority to approve it. Before work begins, distinguish the people who provide advice, the person or body that decides and the people who implement the decision. APM describes governance in terms of authority and accountability across projects, programmes and portfolios.
This RDE exercise applies that idea to a fictional service improvement. A team wants to replace a manual booking process. Its discussion may produce a recommendation, but a recommendation is not an approval to spend money or alter organisational controls.
Name the decision precisely
Write down what needs deciding. Separate a decision on investigation from a decision on implementation. The people who can authorise a small trial may differ from those who can approve a full rollout.
For the fictional booking service, the first decision is whether to investigate appointment failures. A later decision might authorise a pilot. Record the scope and conditions of each so a broad phrase such as approved project does not conceal the actual limit.
Check delegated limits
Use the organisation’s current governance records to confirm authority. Ask which limits relate to spending, scope, access, timing or operational impact. Do not assume that a senior job title answers every question.
If the person responsible cannot confirm the limit, identify who can clarify it. Record the answer and its source. Keep approval evidence where the team can find it through authorised access. Do not substitute an informal message for a required organisational approval.
Define an escalation route
Explain what should happen when a decision exceeds the team’s authority or when responsible people disagree. Record the route, information needed and expected timing. An escalation should make a specific unresolved decision visible.
In the fictional example, a trial needs access to a restricted record set. The team should identify the authorised approval route rather than proceeding because the technical work is easy. The decision record should state what access was agreed and what remains excluded.
Record and communicate the result
Capture the decision, decision maker, date, conditions and next action. Share it with people whose work is affected. Review the record when the proposed work changes so the original approval is not silently stretched into a different commitment.
Practice task: choose one fictional change and write three separate lines for recommendation, approval and implementation. Add the authority source and the condition that would require a new decision.
Source and practice note
APM governance guidance explains delegated authority, responsibilities and escalation. This original RDE exercise uses fictional examples. Adapt it to your organisation, authority and specialist advice.
Cover image: AI-generated illustrative scene created specifically for this resource.