'There’s a big difference between plan and prepare.' (Rob Abbott)
I was chatting with a friend, Rob, yesterday about a forthcoming trip to the Philippines to co-lead a community event with local people. I had commented on how updates on numbers and ages of participants and other such details fluctuate from day to day as the event approaches. It makes detailed planning difficult, especially as I know from experience that I am likely to encounter all kinds of other interesting and unanticipated issues, opportunities and challenges when I arrive.
This is a real life example of where to plan has its limits. If I rely on having everything organised in advance, all my proverbial ducks lined up, all my I’s dotted and T’s crossed in order to be successful in this venture, I will almost certainly come unstuck. What will happen when reality clashes with what I had carefully designed? What will I do and how will I feel? Will I try to force-fit people and circumstances back into what I had in mind – or tear up the tidy Gant chart and improvise?
I think this is where to prepare can be very different and useful. It means having clear-enough vision and goals in mind, or a willingness to co-create them in the room, then anticipating a broad range of scenarios and possibilities. It involves preparing myself, my relationship with my co-leader, activities and materials that we can flex and adapt as needed. This approach is sometimes called emergent or adaptive leadership – a willingness and ability to be responsive in the midst of change.
I have found a couple of questions valuable in discerning and deciding my own approach. Firstly, I will reflect on what I need to feel confident and competent in a situation. Is my desire to plan really a desire to increase my felt-sense of control and decrease my angst in the face of uncertainty? Secondly, I will reflect on the situation itself. What does this situation call for and for whom? In what ways will planning facilitate a way forward and in what ways could it get in the way?
I’ve noticed that leaders’ responses to these and similar questions tend to be influenced partly by personal preferences (e.g. whether the leader prefers to live life and work in an organised, structured, predictable way or perhaps in a more open, fluid way) and partly by cultural norms (e.g. whether forward planning is regarded as the right and best way to do things or living in the potential of the moment is considered more important and valuable). It’s not a one-size-fits-all.
In my own leadership practice, I have noticed a shift over the years. Whereas earlier I would plan hard – and sometimes over-plan – to increase my sense of confidence in achieving the results I had in mind, now I will pray, reflect, focus on goals and aspirations and leave more open space for serendipitous questions, ideas and solutions to emerge. It means I am more present to the here-and-now, more relational, more resourceful and, on the whole, more effective. How about you?
I re-watched The Imitation Game and A Beautiful Mind this week. One of the things that occurred to me whilst enthralled by the brilliant portrayals of Alan Turing and John Nash was their apparent lack of social inhibition. They were willing to say the un-sayable, to challenge peers, authorities and so-called experts, unconstrained by established cultural and political norms. It’s as if this enabled them to think the un-thinkable too and I wonder how far this accounted for their incredible genius.
By contrast, a concern about offending is becoming increasingly commonplace in UK universities and, perhaps, wider Western liberal democracies as a whole. It’s tricky to balance freedom of speech with freedom from harm, especially in an age of extremism. However, as Joanna Williams (author of Freedom in an Age of Conformity, 2016) comments, what passes for formal education often appears more concerned now with social inclusion than with knowledge. What risks lay in this for us?
I spoke with some young people recently who commented on how scared they feel to say anything controversial at school. This is about more than holding and expressing a contrary opinion that others disapprove of. It is, in effect, about not being allowed to hold that opinion at all. This leads to self-censorship driven by social vetting by peers, often compounded by institutions. It can feel like only current mainstream views are permissible. All divergent views and voices are suppressed.
This has real implications for leadership, OD, coaching and training in organisations. What scope is there for truly radical creativity and innovation if people feel constrained from thinking the un-thinkable and imagining the un-imaginable? How can we model and support healthy, critical thinking and conversations? What can we do to spot and address it if a person or team is editing their questions, views and ideas to conform with what they perceive as culturally-acceptable norms?
What are your favourite coaching questions? I often use 3 that I’ve found can create a remarkable shift in awareness, insight and practice, especially in team coaching. I’ve applied them using variations in language and adapted them to different client issues, opportunities and challenges. They draw on principles from psychodynamic, Gestalt and solutions-focused coaching and are particularly helpful when a client or team feels stuck, unable to find a way forward.
* ‘What’s your contribution to what you are experiencing?’
* ‘What do you need to contribute your best?’
* ‘What would it take..?’
Client: ‘These meetings feel so boring! I always leave feeling drained rather than energised.’ Coach: ‘What’s your contribution to what you are experiencing?’ Client: ‘Excuse me?’ Coach: ‘What do you do when you feel bored?’ Client: ‘I drift away, look out of the window.’ Coach: ‘What might be the impact on the wider group when you drift away?’ Client: ‘I guess others may disengage too.’ Coach: ‘How does the meeting feel when people disengage?’ Client: 'Hmmm…boring!’
Coach: ‘What do you need to contribute your best?’ Client: ‘It would help certainly if we could negotiate and agree the agenda beforehand, rather than focus on things that feel irrelevant.’ Coach: ‘So you want to ensure the agenda feels relevant to you. What else?’ Client: ‘If we could meet off site and break for coffee from time to time, that would feel more energising.’ Coach: ‘So venue and breaks make a difference too. Anything else?’ Client: ‘No, that’s it.’
Client: ‘I don’t think I can influence where and how these meetings are held.’ Coach: ‘It sounds like you feel quite powerless. How would you rate your level of influence on a scale of 1-10?’ Client: ‘Around 3’. Coach: ‘What would it take to move it up to a 6 or 7?’ Client: ‘I guess if I showed more support in the meetings, the leader may be more open to my suggestions.’ Coach: ‘What else would it take?’ Client: ‘I could work on building my relationship with the leader outside of meetings too.’
These type of questions can help a client grow in awareness of the interplay between intrapersonal, interpersonal and group dynamics, his or her impact within a wider system, what he or she needs to perform well and how to influence the system itself. They can also shift a person or team from mental, emotional and physical passivity to active, optimistic engagement. What are your favourite coaching questions? How have you used them and what happened as a result?
It was an energising experience, facilitating a group of leaders this week who are keen to build a new high performing team. We pushed the boundaries of normal ways of working to stimulate innovative ideas in all aspects of the team’s work. We used photos to create an agenda and physically enacted people’s aspirations to avoid falling into conventional patterns of heady, rational conversation.
It felt very different to meeting ‘because that’s what we do’. There was a different dynamic, energy and momentum. Participants leaned actively into the conversation, not leaning back in passivity or boredom. Yet it can be a real challenge to break free from tradition, from norms that trap a team in ways of doing things that feel familiar and safe but, deep down, lack inspiration or effectiveness.
In our meetings, how often do we pause before diving into the agenda to ask, ‘What’s the most important thing we should be focusing on?’, ‘How are we feeling about this?’, ‘What is distracting us or holding our attention?’, ‘What could be the most creative and inspiring way to approach this?’, ‘What do we each need, here and now, to bring our best to this?’, ‘What would be a great result?’
So I presented a simple model to the team with four words: content (what), process (how) and relationship (who) encircled around goal (where). In all my experience of working with individuals and teams, whether in coaching, training or facilitation, whether in the UK or overseas, these four factors are key recurring themes that make a very real difference.
They seem to be important factors that, if we get them right, make a positive impact. They lead to people feeling energised, more alive, more motivated and engaged. Conversely, if we get them wrong, they leave people frustrated, drained of energy, bored or disengaged. Worse still, if left unaddressed, they can lead to negative, destructive conflict that completely debilitates a team.
We can use a simple appreciative inquiry to reflect on this.‘Think back to your best experience of working with another person or team. How did you feel at the time?’, ‘Think back to a specific example of when you felt like that with the person or team. Where were you at the time? What were you doing? What were they doing? What made the biggest positive difference for you?’
One of the things we notice when asking such questions is that different things motivate and energise different people. That is, of course, one of the tricky parts of leading any team. So a next question to pose could be something like, ‘What would it take for this team to feel more like that, more of the time for you?’ and to see what the wider team is willing to accommodate or negotiate.
Now back to the model with some sample prompts to check out and navigate with a client, group or team. Notice how the different areas overlap and impact on each other. It’s about addressing all areas, not just to one or two in isolation. However, having explored each area in whatever way or level suits your situation, you are free to focus your efforts on those that need
Goal: ‘What’s your vision for this?’, ‘Why this, why now?’, ‘What are you hoping for?’, ‘What would make a great outcome for you?’, ‘What would be the benefits of achieving it or the costs of not achieving it?’, ‘Who or what else is impacted by it and how?, ‘Where would you like to get to by the end of this conversation?’, ‘An hour from now, what would have made this worthwhile?’
Content: ‘What’s the most important issue to focus this time on?’, ‘What is the best use of our time together?’, ‘What is the issue from your perspective?’, ‘How clear are you about what this issue entails?’, ‘What feelings is this issue evoking for you?’, ‘What do we need to take into account as we work on this together?’, ‘Do we have the right information and expertise to do this?’
Process: ‘How would you like to do this?’, ‘What approach would you find most inspiring?’, ‘What might be the best way to approach this given the time available?’, ‘Which aspects to we need to address first before moving onto others?’, ‘What would be best to do now and what could be best done outside of this meeting?’, ‘Could we try a new way that would lift our energy levels?’
Relationship: ‘What’s important to you in this?’, ‘What underlying values does this touch on for you?’, ‘How are you impacted?’, ‘How are you feeling?’, ‘What are you noticing from your unique perspective?’, ‘What distinctive contribution could you bring?’, ‘What is working well in the team’s relationships?’, ‘What is creating tension?’, ‘How could we resolve conflicting differences?’
The versatility of the model is that it can be reapplied to coaching, training and other contexts too. In a training environment you could consider, for instance, ‘What are we here to learn?’ (goal), ‘What material should we cover?’ (content), ‘What methods will suit different learning styles?’ (process) and ‘How can we help people work together well in this environment?' (relationship).
In a coaching context it could look something like, ‘How do you hope to develop through engaging in this coaching experience?’ (goal), ‘What issues, challenges or opportunities would you like to focus on?’ (content), ‘How would you like to approach this together?’ (process) and ‘What would build and sustain trust as we work on these things together?’ (relationship).
I’d be interested to hear from you. Do the areas represented in this model resonate with your own experiences? Which factors have you noticed tend to be most attended to or ignored? Do you have any real-life, practical examples of how you have addressed these factors and what happened as a result? In your experience, what other factors make the biggest difference?
What is it that makes certain individuals stand out from the crowd? How is it that some people resist peer pressure, seize the initiative and radically break the mould? Is this kind of personal leadership, the ability to think freely, move proactively and act autonomously, something we should seek to attract and nurture in organisations? Could it release fresh energy, inspiration and innovation? The relationship between an individual, group and organisation is complex. Organisations as groups often foster consistency, continuity and conformity. We test people during recruitment for their potential fit, we induct and orientate people into the existing culture and we performance manage people to deliver preconceived products and services.
It’s a brave organisation that recruits and develops social revolutionaries, people who will instinctively challenge the status quo, think laterally, refuse to accept time-honoured traditions and push for something new. For leaders who operate in a conventional management paradigm, it can feel threatening, confusing and chaotic. The risks can seem too high and too dangerous. I worked in one organisation where we recognised our culture had become too settled, too complacent, too safe. People often commented on its warm, supportive relational nature but it lacked its former edginess, struggled to deal with conflict and desperately needed to innovate. The challenge was how to introduce and sustain a shift without evoking defensiveness.
Social psychologists offer some valuable insights here, for instance in terms of social loafing and diffusion of responsibility where individuals are less likely to act independently or with the same degree of effort if they perceive themselves as part of a wider group where responsibility is shared. A challenge in this organisation was how to stimulate personal initiative and responsibility. Social conformity is another social psychological factor where people are likely to act consistently with the norms of a group if
it provides them with a sense of acceptance and belonging within that group, or the approval of a perceived authority figure. A challenge in this organisation was how to ensure that personal initiative and responsibility were valued and affirmed.
We took a four pronged approach. Firstly, we worked with the leadership team with a skilled external consultant known for his outspoken, courageous, challenging style to develop a more robust leadership culture, capable of open and honest conversations without fear that this would undermine relationships. This enabled the top team to model a new cultural style. Secondly, we introduced a simple behavioural framework that positively affirmed personal leadership in terms including personal initiative, personal responsibility, creative thinking and innovative practice. This framework was embedded into the organisation’s recruitment and performance development to attract, develop and reward these qualities and capabilities.
Thirdly, we held an annual ceremony where staff were invited to nominate peers for awards where they had seen positive examples of such qualities demonstrated in practice. The peer aspect helped raise awareness and reinforce personal leadership as a cultural quality valued and affirmed by the organisation and to capture real stories that illustrated what it looked like in practice. Fourthly, we created a new innovation post, appointed an innovation enthusiast and allocated a new budget to stimulate and enable creative thinking and innovation across the organisation. This created a culture shift and a tangible symbol of the leaders’commitment to move in this direction. A willingness to question the status quo became a cultural value.
A corresponding challenge was how to engender a spirit of personal leadership that took the wider system and relationships into account. If individuals only operated independently and didn’t take account of or responsibility for the implications of their decisions and actions on others, relationships would become strained, the organisation would become chaotic and it wouldn’t achieve its goals. To address this issue, we introduced the notion of shared leadership alongside personal leadership, emphasising and affirming the value of collaborative working alongside independent initiative. This too was reflected in the annual staff award ceremony and in recruitment, development and rewards. It was a matter of creative balance.
As a tool for developing greater personal and shared leadership, I have found the following questions can be helpful: Who are my cultural role models? Who have I seen demonstrate great personal leadership? What can I learn from them? What would it take to contribute my best in this situation? What will I do to make sure it happens? In the past 12 months, where have I shown personal initiative? When have I held back from saying what I really thought or felt for fear of disapproval? What are the impacts of my actions on others? How far do I take responsibility to help others manage the implications of my decisions? How can I work collaboratively to achieve better win-win solutions? What difference do I want my life to make here?
‘Unfortunately, no one can be told what the matrix is. You have to see it for yourself.’ (Morpheus, The Matrix. 1999)
The concept of matrix in organisations has been around for some time now but what does it look like in practice? Some describe it as collaborative working across functional boundaries. Some describe it as dual reporting relationships with a hard line to a functional lead and a dotted line to a project lead. Some describe it as a network of multiple reporting relationships, each with equal authority.
What has your experience of matrix been? How has it worked in practice? What has it felt like for those involved? What has it called for in terms of new styles of leadership, team working and personal effectiveness? What new culture, attitudes, approaches and skills has it required? What tensions has it created and how have you navigated them? What has most influenced its success?
If you were to offer three lines of advice on this topic, what would they be? I would love to hear your thoughts!
Nick is a freelance coach, trainer and OD consultant specialising in reflective practice.