Let go, not know, be ok with it

I facilitated a workshop yesterday with a client - just the two of us. Just two brains in the room. 

Some may call it a 'meeting'. (Seth Godin's blog post yesterday on the meeting troll was a gem!) But there were no trolls in the room on this occasion.

My role was to extract and capture information, thinking, ideas and possibilities from my client. 

Her role was to give, let it flow, let it go, speak, think, take risks and ... whatever!

'Let go, not know, be ok with it,' I said. 

She initially wanted such a detailed structure for every moment of the session - so she knew what was coming up next, so she could be prepared. 

But this wasn't a test. It was ok to not know. To throw the idea around, think out loud, talk about stuff ... err, that is what 'workshop' means, no?

I think when many teams set up a 'workshop' they want to hold on so very tight to the structure, format, what is said and what isn't said. 

They can't let go, they don't like not knowing and they're not ok with it. 

With a great facilitator in the room, you can let go and not know. And you will be ok. 

The output of our session was a wall of charts that captured the thinking, the ideas, the strategy, the plan and the outcomes. She was excited and 'pumped' as she said, given what we'd achieved.

Her closing words were that she didn't think we'd get where we needed to go. She'd wanted to direct things more.

I see this as a common trait of many leaders who think holding tight is what will get you your outcomes. It might, but you'll have a team of deflated folks around you whispering 'control freak' as you leave the room. 

Let go, not know, and you will be ok with it... you never know what awesome might come of it that you just weren't planning!

Plan for Awesome Collaboration

This article from Inc. on Collaboration Gone Wild seems to be wallowing between privacy and meaningful collaboration. 

Interruptions, asking colleagues questions or having a quick problem solving chat are on the 'light' end of collaboration. 

For my mind, serious collaboration isn't about interruptions or taking off your headphones to answer a question in a partion-less workplace. 

Planned collaboration is powerful and productive. Just plan for it. 

• Right environment - quiet, noisy, spacious, cozy, indoors, outdoors, meeting room, quirky community theatre ...
• Right tools on hand - visual flip charts, white boards, ipads, props and toys, markers, post its, refreshments, space for activities, equipment, prototypes ...
• Right facilitator - leading, directing, enabling, designing, moderating, defining, capturing...
• Right people - obvious choices, 'out there' thinking people, 'in here' thinking people, industry experts, other industry experts, users, customers, colleagues, friends...

Spontaneous collaboration can be a glorious, wonderful and refreshing thing that gives you a bonus outcome you weren't hoping for. 

But mostly we need to plan for a great collaborative experience. And sure, there will be times when wearing headphones could be just what individuals need to change the pace and their state of mind for the next activity or step in the collaboration.

Don't expect it will 'just happen' or that it is always the right approach to interrupt or distract. Plan for some serious and fun collaboration and you'll hit some awesome heights.  

Yes, you can interrupt

I was graphic recording at a client's leaders meeting last week and I had the wonderful - and often rare - opportunity to be quiet, look, listen and scribe or capture the visual and verbal elements of the conversation. 

No need for me to facilitate or guide or lead or direct or anything! Just listen and scribe. 

I've been recently coaching the new team leader in handling his diverse, enthusiastic and energetic team! They are a powerhouse when they get together. Ideas flying about the room, possibilities, energy and 'let's do it' enthusiasm!

We'd worked through the Facilitator 4-Step in a couple of coaching sessions and he was off and running this workshop/meeting using the model.

All going well.

All but one little thing; well, a big thing really.

He was too 'polite' to interrupt. He let people talk on and on and on. He wanted to make sure they had their say and put their views forward. 

That is great. Lovely approach. Open and trusting environment... etc etc etc. 

In our post-workshop conversation I confirmed that yes, you can interrupt. But interrupt with something that doesn't include your own view. 

Interrupt ... with a clarifying question: 'How can we link this back to the topic on the table?' 'What is the essence of your view?' 'What is the #1 concern you have?'

Too many conversations and meetings involve interruptions that say 'my point is more important than yours' or 'yeah I know what you're about to say and I think it's ....'

As a leader, facilitator, trainer or other role that's aiming to draw out, guide to an outcome or boost collaboration, you can interrupt. But interrupt with something that will serve your whole purpose for being together - not your own view or position. 

Space matters

I worked with a driven group of industry leaders yesterday, developing their skills in working collaboratively with groups and capturing their innovative thinking. 

The day was a huge reminder about ... space.

The venue 'bumped us' from the booked space we had that was light, airy and open - perfect for thinking, breathing and creating ... to the 'under the stairs' space. Actually, it was next to the stairs. 

Next to the stairs that were the thoroughfare for those other light and airy spaces upstairs that were being used by larger groups with bigger names. 

The space was dirty, dusty and a disaster waiting to happen. Health and safety issues in all corners of the room : tripping hazards, temperature challenges and all round uncomfortable.

We adapted, moved things, liaised, worked around stuff and carried on, keeping it in perspective and working to be collaborative, innovative.

But it was there... all day. It was this 'thing' that was there. The 'space' thing. 

I'm certain it restricted our thinking, impacted on our performance and didn't allow for our best work to be done. 

If you've got the option to take the cheap space... don't. And if you've got an option to not run a session, to change the location, timing or other arrangements ... do. 

You're investing so much time, energy, dollars and people that the space they will work in - where you're wanting them to do their best work - really does matter. 

Learn the dance: the 4 key steps to meeting awesomeness

You know the meeting merry-go-round where there is so much circling back on to topics covered earlier. Or meetings and conversations when some people don't move on and others seem to wrap up the meeting but no one knows who's going to do what. 

'Aaaargh - there's an hour of my life I'll never get back,' you say.

Here's the thing; if you've called a meeting or are leading a meeting, it's up to you to keep 'em on track, help them participate and make outcomes happen.

Don't blame 'them'. You're it. It's on you. 

Here's how I roll: whenever I'm facilitating a strategic workshop, a strategy session, a design thinking workshop, I am ALWAYS listening and looking out for whether the talk is in one of these four areas:

1. Backstory
2. Opinions
3. Ideas
4. Outcomes

That's it. And I make sure we move through that process throughout the meeting - also making sure everyone get's to contribute, add stuff, say what they need and so on. 

There's a visual of my Facilitator 4-Step - as I call it - here. I'm always doing this 'dance' to make sure we get to the outcome in every meeting and workshop with clients. 

Most people think they're pretty damn hot at meeting leadership. I disagree. Most of what I see in workplaces gets really mucky and muddy between steps 1, 2 and 3, and not doing 4 well either. 

There's an ebook I have that unpacks the model. Email me and I'll send it to you! As a gift. 

Dance on folks - just learn the steps. You won't tread on any toes, I promise, and you'll have plenty of dance partners for years to come!