Build Trust and Candor into your Meeting
There are two of us running Wolf & Heron. Our partnership is the foundation of our business. It shapes our work, how we show up for our clients, how we run meetings and what we put out into the world. Leaders watch our partnership in action and notice the trust, honesty, and candor between us and how that creates the space for both of us to be the best versions of ourselves. “How do we do that?” they ask. “What’s the secret?”
The answer lies in two important qualities of how we work together, and these qualities are transferable to any meeting you may have at work. If done well, over time they’ll manifest incredible trust and candor within your team.
The First quality is Permission
A good meeting, interaction, or gathering is first characterized by the permission we give to its participants. The permission to say or ask anything is priceless. With this permission, we’re allowed to ask for what we need, speak up about issues when we feel the need, offer feedback to others, and be unfiltered about it in the process.
When leading a meeting, talk about permissions explicitly—don’t assume it’s implied. Ask permission for what you need as the facilitator of the group, and discuss what permissions the group needs from you to be effective together.
As a leader, consider asking permission to:
refocus the conversation when it diverges or gets repetitive
call on people who have not spoken recently
hold people back if they are dominating the conversation
ask clarifying questions when you need someone to elaborate
pause to reassess agenda topics or timing
Remind your participants they have the permission to:
ask questions
invite colleagues into the conversation if they have not spoken
ask to spend extra time on a topic
ask other people to say more about where they stand on an issue
express concerns that haven’t been fully addressed
The second quality is Safety.
Even if your meeting participants have permission to contribute fully, they also need to feel safe enough to do so. Psychological safety is largely based on the previous experiences and history the participants of your meeting have with you and each other. Breaking habits that cause people to feel uncomfortable can take a while, but naming those habits, ensuring you hold the boundaries as a facilitator, and establish new behaviors designed to create psychological safety will eventually lead to broader and deeper conversations with the people you meet with.
Here are some habits and ground rules to establish:
Make explicit the expectation of respect and confidentiality/discretion from the group.
Ask the group to devote their full attention to each person who speaks.
Hold the space for each person to take their time and complete their thoughts.
Ask follow-up questions for clarity if necessary.
Give credit to and build on each other’s comments.
Invite people into the conversation who have not spoken.
Encourage collaborative brainstorming to problem solve.
Avoid blaming.
Honor all opinions equally.
Answer any and all questions truthfully.
Summarize what has been learned as the meeting comes to an end.
Have each person explain the actions they will take and provide suggestions to others as well.
Acknowledge the quality of the conversation and thank the group for it.
In the process of having more candid, mutually respectful conversations, your team members will feel like their voices are heard and they are seen for who they are. They will become more cohesive and work together more powerfully. They may even start looking forward to your meetings.
This article was also posted on LinkedIn.