How to Build Better Relationships

I stumbled on this post from Jamie Portman about building better relationships. He, in turn, was re-sharing a document from L30 Relational Systems that outlines 33 ideas to think about when valuing relationships.

Jamie shared a couple of ideas that resonated and thought I would do the same. Here is what sticks out to me.


11. The language we use creates the reality we experience + 12. The language we use to describe an experience often becomes the experience.

 I am always conscious of the language that we are using. It can make ideas accessible to everyone or put up a barrier. Paying attention to the different types of language we use and how much of it is shared is an essential step towards changing a culture.

Watch your thoughts
Original words by Frank Outlaw – Image by Lori Deschene

27. Most people don’t listen with the intent to understand, they listen with the intent to reply (Covey)

This is from Stephen Covey’s book The 7 Habits of Highly Effective People. You can see an excerpt here where he talks about empathic listening.

When another person speaks, we’re usually “listening” at one of four levels. We may be ignoring another person, not really listening at all. We may practice pretending. “Yeah. Uh-huh. Right.” We may practice selective listening, hearing only certain parts of the conversation. We often do this when we’re listening to the constant chatter of a preschool child. Or we may even practice attentive listening, paying attention and focusing energy on the words that are being said. But very few of us ever practice the fifth level, the highest form of listening, empathic listening.

An excerpt from The 7 Habits of Highly Effective People (1989) by Stephen R. Covey.

Empathic listening is something we can all get better at. I have from continual practice – centre on the speaker, active presenteeism, use their words back to them.

28. Speak only if it improves the silence (Gandhi)

We have so few opportunities to reflect and think in our busy lives. Thinking time is a scarce commodity – especially in discussion and dialogue. I try and build in individual thinking time to most developmental activities ahead of group sharing – it always helps.

Another robust protocol inline with this is the idea of WAIT or Why Am I Talking? A potent reminder about the value we may or may not be adding to the talk.

One of my favourite maxims and something I wrote down when I started Dialogic Learning is to 

“Listen twice as much as you talk.”

One of the strengths of this and the Why Am I Talking? protocol is that it encourages us to carefully reflect on what we are sharing and think about our thinking.

Any habits and protocols that encourage us to slow down a little are precious at improving the quality of our dialogue and discussion — in turn, improving the quality of our relationships.

18. There are always three truths, my truth, your truth and the truth

When I read this, I think about the time I have considered someone else’s perspective or attempted to challenge assumptions about the way things are. Seeking a shared truth is so important in relationships.

I might consider an idea relatively non-threatening, but someone else will bring their lense and bias to it – perhaps feeling anxiety and fear. 

Their perception is their truth.

This connects with our need to increase our empathy quotient (another type of EQ, perhaps) if we are to build better relationships. First of all, we have to be aware that the person we are with sees what we see differently. Then perhaps we can find a way to share the truth with them.


When we see the world through the power of relationships it:

allows us to see the people around us not as enemies or as mere instruments to our success, but as allies in our journey. We are human beings, not “human resources”.

Paolo Gallo – Why positive relationships at work matter more than you think

Have a look at the full list and let me know in the comments below, what resonates with you the most.

Featured image by Andrea Tummons

Pre-Mortem Worksheets — How to Avoid Project Catastrophe

A Pre-Mortem is a strategic planning activity that imagines a project has failed. This type of thinking helps to identify and mitigate risks early on in the planning phase.

Exploring the worst-case scenario is traced to great Stoic philosophers, like Seneca, who called it the premeditation of evils, “premeditatio malorum”.

What is quite unlooked for is more crushing in its effect, and unexpectedness adds to the weight of a disaster. This is a reason for ensuring that nothing ever takes us by surprise. We should project our thoughts ahead of us at every turn and have in mind every possible eventuality instead of only the usual course of events.

~ Seneca

Adding the Pre-Mortem technique to your planning toolkit will help you project your thoughts ahead, comprehensively assess the challenges to a project and adapt your plans.

I have developed a set of Pre-Mortem worksheets for you to take away. It outlines all of the steps you need to follow and provides a clear structure. Before you finish make sure you subscribe and grab a copy.

👉 Jump to the download link for the worksheets.

Improve Your Planning

One of the biggest challenges to a successful project is the quality of planning. A plan is weaker when it overemphasises a positive outcome. A Pre-Mortem activity helps to balance this outlook by allowing time and space to explore failure scenarios.

If you fail to plan, you are planning to fail!

Benjamin Franklin

However, it is not negativity for its own sake. We are not simply amplifying the negative voices in a group or the whinges.

The structured Pre-Mortem process steps through how to explore each scenario, identify the causes and outlines methods that respond to each potential risk.

Prospective Hindsight

Instead of being reactive to problems, in this activity, you will use the thought experiment: Prospective Hindsight. You might even be able actually to say you are going “back to the future”.

Prospective Hindsight is casting our mind forward into a future time and then imagining what we might have wished we had learned by looking back.

Hindsight is a wonderful thing

William Blake

Prospecting is a powerful imaginative disposition when working with any strategic planning and is something I use frequently.

  • “I can imagine a time when we …”
  • “It is clear that in the future we might be…”
  • “When this is in place the benefits are likely to be…”

Strategic planning is all about prospecting, to imagine a future scenario – what Prospective Hindsight does is explore and recognise the risks and issues that might occur.

When and Who

To gain the most benefit, use the Pre-Mortem exercise with your core team at an early stage of the project planning. Potential risks and issues that you uncover may need time and resources to address.

The Pre-Mortem is a planning activity, and so unsurprisingly, it needs to occur during planning. The outcomes of the task feed into your project planning.

Instead of a post-mortem, when we look back on what went wrong, we establish this reflective practice even before the project has started.

Gather a core team who have a clear understanding of the proposed project plans so far. The outcome should be relatively straightforward and agreed upon; time should be spent exploring the risks, not what the project is about.

Disposition and Mindset

Establishing the right mindset is essential to the success of the Pre-Mortem: open to sharing risks and identifying responses to those risks.

Explicitly discussing the potential failure scenarios is a challenging type of talk. Our positive bias, especially for a project we have invested in, means we don’t like to be deliberately negative.

This deliberate and strategic negativity is a strategic muscle we are not often activating.

The Pre-Mortem also requires us to grapple with increasing uncertainty and ambiguity. This is a delicate balance and might need strong facilitation. Our tolerance for uncertainty is an indicator of our creativity.

Pre-Mortem Worksheets

Works Well With

Below I have outlined a range of other methodologies and mental models that the Pre-Mortem complements.

Playing the Devil’s Advocate

This activity works well with other mental models and planning exercises. Playing the Devil’s Advocate is something many of us have experienced.

It is a subjective version of the Pre-Mortem. An individual takes it upon themselves to imagine that something might go wrong.

The problem with that interjection is that the approach and disposition are often not mirrored by others in the group. A genuine insight might be discarded because others do not want to think negatively or are not ready for more uncertainty.

A Pre-Mortem brings the whole group into that thinking at the same time – that is its strength.

The Tenth Person Rule

The Tenth Person Rule is the deliberate opposition to a decision when everyone else agrees. If everyone else is saying “Yes”, the tenth person (or the last) is ethically bound to say “No”.

This opposition, regardless of personal belief, instigates further debate and challenge. The outcome is more coherent due to that conjecture, even if it remains the same.

The task of the Tenth Man is to explore alternative assumptions and worst-case scenarios…to challenge conventional and received wisdom. The aim is to look at things creatively, independently, and from a fresh perspective, to engage actively with and to reconsider the status quo.

How Israeli intelligence failures led to a ‘devil’s advocate’ role

The Tenth Person Rule was popularised by the film World War Z and had some real connections to approaches within Israeli Military Intelligence.

The Reversal Method

The Pre-Mortem activity works well with this creative thinking method as they both help create a new perspective.

The Reversal Method is a lateral thinking tool that encourages us to change how we think about a problem. In Lateral Thinking, Edward De Bono explains it might be used for the following reasons:

  • To escape from the absolute necessity to look at the situation in the standard way.
  • By disrupting the original way of looking at the situation one frees information that can come together in a new way.
  • The main purpose is provocation. By making the reversal one moves to a new position. Then one sees what happens.

SWOT Analysis

A SWOT Analysis is a standard managerial and leadership model used during planning and review. SWOT stands for Strengths, Weaknesses, Obstacles and Threats.

The Pre-Mortem focuses its lens on Threats in a much more systematic way than the SWOT Analysis. These two methods would complement each other well.

Running a Pre-Mortem activity could be done to create the outcomes linked and included in a comprehensive SWOT for a project.

De Bono’s 6 Thinking Hats

These parallel thinking processes fit into six key areas. The Black Hat type of thinking is most relevant to the Pre-Mortem exercise. We want Pre-Mortem participants to do Black Hat thinking:

The Black Hat is judgment – the devil’s advocate or why something may not work. Spot the difficulties and dangers; things might go wrong — probably the most powerful and valuable of the Hats but a problem if overused.

What balances the planning process is the use of Green Hat thinking once potential risks are identified. A team would explore new ideas to address the problems identified during the Pre-Mortem.

The Green Hat focuses on creativity, possibilities, alternatives, and new ideas. It’s an opportunity to express new concepts and new perceptions.

Further Reading

Ask this little question to improve collaboration

Launching straight into the agenda for your sessions or meetings is not always the best way to start. We all need to create some buffer space for participants to establish themselves and shed the skin of the previous meeting or decompress after stepping out of the classroom.

The whole first phase of your sessions might take on the intention of “talking about the talking”, in which we explore the readiness of the team to start, the disposition that is most appropriate and the type of thinking required.

A successful tactic to lead and facilitate sessions in this way is to start with the innocuous invitation:

What’s on your mind?

I am always seeking ways I might improve my ability to facilitate dialogue or create the conditions for open discourse.

When you ask this simple question you create an opening for everyone in the room to share something, to allow everyone to be heard and also to gauge the readiness for the time ahead.

The group may (or may not) share something, including me, and it helps create a respectful, open space for dialogue. When we have had time to contribute early on we are much more likely to contribute throughout the session.

Later during a reflection or debrief you might make the connection to powerlessness and vulnerability, exploring how that opening impacted the work you did together.

All it takes is to ask that simple question. When you do create that little space for sharing you respectfully register the emotional (and operational) state of your colleagues, which increases the team’s awareness of the pressures we might be feeling.

This heightened emotional and operational awareness of each other is another step closer to deeper empathy and improved collaboration.

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6 Protocols To Help You Run Better Meetings

One of the most effective strategies to run better meetings and development sessions is to establish a set of protocols at the start. These working norms should be discussed and shared before you begin and even used to help you debrief.

We have all probably experienced these in some form or another – no technology, come with an open mind, somebody to take minutes – the usual stuff we encounter. In this post, I present a range of alternative protocols I know work from years of application.

Collective Responsibility

Use this protocol to encourage everyone to step up

Although one person may have convened a session or be running the meeting it is always beneficial to discuss how every participant can contribute.

I often couple this with a Step Up Step Back protocol – which emphasises the need for everyone to contribute. Participants are not attending to simply warm the seats.

Sessions are more effective when there is a shared and collective responsibility to work successfully together and not just be on the shoulders of one person.

Approve or Improve

Use this protocol to improve giving feedback

Develop the expectation that feedback is done under the protocol of approving an idea or helping to improve and develop it further.

Feedback should not be so the giver has air time. Critique should help move an idea forward.

Hold your Ideas Lightly

Use this protocol to improve receiving feedback

How we receive feedback is probably more important than how we give it.

To help you when inviting feedback think about Holding Your Ideas Lightly so that others can offer critique.

Avoid clutching your idea so tightly that others can’t help. Effective feedback needs an open disposition

W.A.I.T – Why Am I Talking?

Use this protocol to develop meta-cognition

Before you contribute take some moments to pause and reflect on why you are contributing. Get into the habit of asking some simple questions:

What is my intention behind what I am about to say?

Is there a question I could ask that would help me better understand what the other person is saying and perceiving?

How might I simply listen and let go of my urge to talk in this moment?

Write stuff down and create artefacts

Use this protocol to make your thinking visible

Such a simple protocol and something that is often overlooked as everyone starts up their laptops as they settle into the session.

Make room for materials in the middle of the table and describe how making your thinking more visible and tangible will aid development.

Use index cards or post-it notes to scribe ideas and jot down themes from discussions. Get into the habit as a team of writing stuff down.

Talk about the Talking

Use this protocol to better transition into the meeting

All too often we jump headlong into the agenda. With no intentional transition we are often left reeling with our minds still caught up with the work you just left or from the meeting you have just walked out of.

By making time to deliberately Talk About the Talking you address the change and shift in pace and allow participants time to settle in.

As a team gets into the habit of exploring what the work will require of us, will it be creative or analytical thinking? Will we be unpacking something or exploring new concepts?

Taking a few moments to prime everyone and transition well invariably leads to a better meeting.

Screenshot 2018 02 16 at 9.12.08 PM

Protocols are expectations that you make explicit and that shape and guide the experience you have with others. Over time and with consistency these expectations become common practice and a normal part of your successful meetings.

These five ideas are an extension of the core protocols that I have been using for years – let me know what protocols and structures work for you.

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5 Provocations to Improve Your Strategic Planning

Strategy has been a key area of my work over the last 12 months. Planning and developing it, reviewing and critiquing it. I know this year will be the same. I stumbled upon the work of Freek Vermeulen on strategy and I want to share a few key provocations with you that resonated with me.

Your organisation’s strategy might be called something different – in education, these are typically

  • School Improvement Plans
  • Annual Improvement Plans
  • Strategic Improvement Plans

You get the idea. Anything that is laying out goals, actions and strategies for the future of your school or organisation is ripe for this critique.

If you are one of my school partners, watch out! We will be using these provocations and ideas to explore your plans for 2018 and beyond.

Freek Vermeulen has 5 provocations for critiquing strategy documents, or as he puts it:

Let me present you with five such common excuses for a strategy or, put differently, five examples of why the things on the PowerPoint are not strategy.

Are you really making choices?

Straight of the bat, this is my favourite of the five. It forces us to carefully consider what it is we are choosing as a result of the strategy. Or do your plans just include everything? “We are focusing on everything”, means you are focusing on nothing.

I enjoy the fact that strategy is seen by Vermeulen as a choice about what to do, and what not to do. Of course, this reminds me of the Pareto Principle and how we should know what has the highest impact. I am looking forward to having conversations with teams about what they have chosen not to do!

Or do you just stick to what you were doing anyway…?

An extension of not making choices is that you write a strategic plan that just describes what you are already doing. The mental model of Path Dependency is a good one to learn about here because it refers to a bias towards past events.

We have issues about letting go of past programmes and we tend to collect and compress new ideas. When previous commitments have been made we err on the side of historical preference. This means that strategy documents, like the ones you have where you work, just describe what is already happening.

more often than not, strategies adapted to what you were doing anyway results in some vague, amorphous statement that would have been better off in a beginners’ class on esoteric poetry, because it is meaningless and does not imply any real choice.

Your choices have no relationship with value creation (you’re in “The Matrix”)

Again the emphasis here on high value or high impact strategies. Everything you are choosing to implement needs to be closely related to the change you desire.

In schools this is all about improving the learning experience for students, ultimately improving learning. If an idea or programme does not relate to creating value why are we doing it?

Without a proper rationalisation of why your choices are going to help you create value, I cannot call it a strategy.

You mistake objectives for strategy

This is a really common issue that makes reading organisation-wide plans and documentation quite a challenge. Put simply an objective or goal describes a future state you are aiming for. A strategy is how you will get there.

Objectives typically have something that you can measure. You might use SMART goals to help craft them effectively. Objectives should be

  • Specific
  • Measurable
  • Achievable
  • Realistic
  • Time-bound

An example objective from my business this year is:

3 new long term partnerships in Melbourne / VIC by the end of 2018.

You can see it is quite specific and time-bound, despite it being a long period of time it is realistic and achievable (I hope!)

One of my strategies for how I might achieve this is to:

Speak at local events

Pretty straight forward. But surprisingly we often get all these things muddled.

You need an idea and a rationale – a strategy – of how you are going to achieve all this. Without it, they [objectives] are an aspiration, but certainly not a strategy.

Nobody knows about it

Who normally writes your strategic improvement plan? Who checks and critiques it? Normally this group can be quite small – typically the leadership team, plus outside consultants, might craft the plan.

But what good is a great strategic plan if nobody in the organisation knows about it!? What goes hand in hand with the imperative to make a strategic plan accessible is the language used. Too verbose or nuanced and it becomes a barrier for others to access.

This is a nice example from Oakleigh State School who have created an infographic for their plan – and I can imagine that this makes it much more accessible to a wider audience.

Screenshot 2018 02 01 at 2.37.28 PM

I always remember strategic plans just being a box to tick when I first started experiencing them as a subject coordinator. If they are accessible and written in an open jargon free way they should be actively used throughout your work. They shouldn’t just be a box to tick or to fill a folder.

Ultimately this is about changing something and how your strategy impacts on the day to day behaviour of those in your organisation. I will leave you with this final provocation from Freek Vermeulen about this:

A strategy is only really a strategy if people in the organisation alter their behaviour as a result of it.

There you go five great provocations to help you improve your strategic planning

Strategy

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