One of the things that facilitators worry a lot when shifting from facilitating in the room to facilitating on line is not being able to “read the room.”
But what if they've been “reading the room” inaccurately?
Sometimes people's body language is super obvious yet most of the time in the workplace it tends to be more subtle. Facilitators may have been engaging in mind reading when they think they are reading the “vibe” in the room yet they really did not know what the participants in the group were thinking and feeling.
"Reading the room" online
What if facilitating online actually meant you paid more attention to “reading the room”?
How might you track it?
One of the tips for facilitating online is to check in more frequently with the group that you're working with.
Here are four ways to think about monitoring progress.
The first is to make sure that you're establishing connections and setting expectations at the beginning of your meeting. What is some pre work that people could engage in so that they could do some thinking beforehand? How might you spend a few minutes to help people get to know each other a little better? How might you use a tool like OARR - Outcomes agenda roles and rules --to orient people as you start out?
Signaling your turns
The second category is making sure that you're helping people track your progress in your process. You might use polling to assess your engagement, understanding and effectiveness. You might do a quick “POP” check in on purpose, outcomes and process. You need to ”signal your turns” so that you are clear about when you're moving from one agenda item to another. Take a pause to make sure everyone is with you especially if you are moving from using one technology tool to another. You can also use visual tools to help you track progress
Are we in agreement?
A third category is checking for understanding or checking for consensus. You'll likely want to do this more often in an online meeting than you would in person. This means that you need to allow more time to achieve the outcomes then you might have normally budgeted in an in-person meeting. It's slowing down and questioning your assumptions. Taking the time to make your thought process more explicit. Some tools that you might use included a quick check in what's called a “fist to 5.” You ask people to make a show of hands/fingers where they are. You designate what the fist means and what 5 fingers mean. Let's say 5 fingers means high agreement or understanding. This can be used in lots different ways. Another is the gradients of agreement which helps breakdown what consensus looks like. I've described using this tool another post.
Carol, how are you doing?
The fourth way to approach monitoring group progress online is to check in with individuals. In some ways online platforms makes this easier than in person. When I am in front of a large room of people it's unlikely that I'm going to be able to see all their name tags. Nut on a Zoom call I can see at least a first name or some kind of identifier to ask people individually how they're doing. You will want to have some discussion around group norms about whether it’s ok to ask people who haven't talked much to chime in and share. This may depend on the where your group is in terms of its evolution and development.
with you whose job it is to pay attention to and monitor the group. You might have a co-host who's monitoring reactions and gallery view while you're focused on facilitating the meeting. You will want to come to agreement beforehand that they can interrupt you and ask questions of the group. Most important (this certainly is true in an in person as well but even more so online), do not assume that silence means consent. Or assume it means discontent.
Need to learn more about how to work with groups effectively online? Check out my program.
One of the keys to a high performing team according to Google research is a sense of psychological safety. When people think of a team that really worked together well, they often describe the respect they had for each other. Or how ideas were welcome and free flowing.
Not about trust falls
But how do you build that trust? A lot of people groan when they hear the word ‘team building’ and ask whether they are going to have to do trust falls or reveal uncomfortable things about themselves prematurely. One thing that you can do when a new project team starts is to spend some time coming up with agreements about how the group is going to work together. In my experience, it works better if the group comes up with their own set of agreements rather than just using a set of generic ground rules that the project manager declares.
Here is a simple exercise for creating those agreements. First ask each person in the group to pair up with a person and describe a time when they were on a team that worked really well. After each person has had a chance to talk about their story, have them think about what the characteristics were of the team. Words such as respect, dependability, open communication will likely emerge. The key is to not stop here. Ask the group what behaviors demonstrate each of these words to them. What does ‘respect’ look like?
Otherwise ‘respect,’ ‘transparency,’ are big vague concepts. Each person has their own image of what these are and what are the actions and behaviors that encompass those concepts for them. It is too easy for groups to agree to these concepts without having gotten clear on what they are agreeing TO DO in order to make that happen.
What does respect mean to you?
When I have done this with teams, some of the most interesting conversations come around the concept of ‘respect.’ What demonstrates that to one person can be very different to another. For example, for one person respect may be embodies in not being interrupted. For another person, respect may be demonstrated by a lively debate (with interruptions). Without getting specific, the group assumes they are clear on expectations while they may actually be widely divergent.
Once you have agreed on the behaviors for each characteristic, you can then write up a set of agreements that the group pledges to aspire to. Having made this list explicit, makes it easier for team members to bring up issues in the future if they feel a team member is not following the agreements. It is also helpful to check in periodically and ask the group how they think they are doing on their agreements. What might need to shift to be better aligned with the agreements?
Taking the step to get clear on what are the behaviors that will help the group do their best work is a concrete step toward building the psychological safety for that good work. Need help building trust on your team or within your organization? Reach out for a coaching call.
I recently worked with a team to help them get a better sense of each team member’s strengths. They wanted to think about how they could better integrate those strengths into their work every day. Rather than focusing on trying to fix your weaknesses, building on what already comes naturally can help you move into a state of flow more frequently and do better work.
In his book Drive, Daniel Pink describes what researchers have learned about motivation. External motivators – incentivizing behavior with rewards—can work in the short run. Yet for knowledge work, extrinsic rewards are actually demotivating over time. Instead mastery, autonomy and purpose are the keys to tapping into people’s own motivation. Learning more about your team’s strengths and giving them more opportunity to use those strengths gives them more chances to feel mastery and flow. This creates a virtuous circle of motivation!
A good place to start is to invest in the Gallup Strengthsfinder assessment. It is as easy as buying the CliftonStrengths 2.0 book or Strengths Leadership. With the book, you receive a code that enables you to take the assessment and learn about your top five strengths (out of 34). You receive reports that explain how these show up in your work and life. Both books are in the 10-$15 range so are pretty affordable. If you are looking at this for yourself, you might consider tracking which of your strengths you are using regularly in your work over a week or a month and then see what is missing. If you are not using a strength as often, how can you build it in?
Gallup organizes their 34 strength themes into four categories or domains. These include
executing, influencing, relationship building, and strategic thinking. Executing is all about getting things done. Influencing is about having a wider impact on a broader audience. Relationship building is pretty self-explanatory – it is all about emotional intelligence and the people side of things. Strategic thinking is about learning and scanning with a futuristic perspective – imagining what could be and helping the team make more informed decisions.
Putting strengths to work
I have had teams each take the assessment and then we had conversations about how we might capitalize on the strengths that the team brings to the table. Some questions that we considered included:
• What are your strengths and why are they important to you?
• How are you using your strengths in your work?
• How could you better integrate your strengths into your work?
• Are there projects coming up that your strengths might make you uniquely suited to contribute to?
We then stepped up a level and looked at our strengths as a totality. We plotted everyone’s strengths against the four domains to see our strengths as a composite. A sample of what this could look like is to the left. We then discussed:
• Where is the team strong? How does that show up in our work? How you work together?
• How can we capitalize on the team’s collective strengths?
• Are there gaps that might mean the team has blind spots? What does this mean for our work?
Integrating strengths into your work
How will the group stay aware of each other’s strengths? Just having one conversation about strengths will not serve to keep these front and center as you do your work and plan for the future. Some possibilities include:
• Starting staff meetings periodically with a question about how team members have used a strength in their work recently.
• How can you incorporate considering each team member’s strengths as you plan for who will be part of future projects?
• If they can’t add a project to their workload, could they advise on the project?
• How can you build it into your processes and how might you shape each team member’s assignments to better capitalize on their strengths?
Want help identifying and tapping into the strengths of your team? Inquire about a coaching session.
How many organizational restructurings have you been through? How many have actually improved how the organization worked? Too often in nonprofits and associations, restructuring and reorganizations happen for the wrong reasons.
Reorganizing entire teams to solve one personnel problem
I have witnessed organizations that regularly restructured rather than dealing directly with problematic staff. A staff person was either ‘reorganized’ out of a job or their supervisory responsibility was taken away. Decisions about these changes were all done at the top of the organization. It seemed as though there was little thought given to how these changes would impact the work of those involved. One day people had one boss and a set of colleagues, the next day a different boss and new colleagues
The ripple effect of these changes lingers for weeks if not months. Energy is caught up in discussing the changes. Critiquing them, trying to discern the reasons behind them. For each new staff team they now have to adjust to a new boss, a new set of colleagues. They will have to spend time creating new team norms – whether explicitly or implicitly. Staffers have to learn the new boss’ expectations and communications style. More than just a ripple it is as if the water has been churned up in a pond or a river and you cannot see in front of you. While this churn is going on, actual work of the organization slows. The necessary gets done but any team that was in high gear and really performing before the reorganization is likely disrupted. Teams are knocked back to square one and have to rebuild.
Down with Silos
Another reason organizations restructure is to promote “collaboration” or to be more customer centered. “We are breaking down the silos,” says management. Break them up, the thinking goes, and then people will work across team boundaries more easily. This may work for a short while people get used to the new structure. Yet if other aspects of the organization’s culture do not support cross-team collaboration, it will not last long. Over time the boundaries around the newly formed staff groups will get reestablished and the silos will rebuild.
Finding the “right” structure won’t do it
The key to promoting collaboration is not what the organizational structure is. It does not matter whether staff is organized by functional area, or geography or customer segment. Rather what regular cross-cutting mechanisms exist? Are there regular cross-cutting projects, task forces, committees that bring people together? These could be ongoing or for a specific project. Regardless of the topic, they serve to bring people together in different groupings. In these, people will build relationships and share information.
Creating these cross-cutting groups – especially a series of short term projects that provide the opportunity for more people to be involved – will do much more than yet another reorganization for promoting organizational collaboration. Regular retreats can also help cultivate cross-cutting relationships.
So consider restructuring with caution. Ask why you doing this and will it achieve what you are aiming for? Consider the ripple effects.
At the American Society for Association Executive (ASAE)’s At Work conference in early October, I facilitated a session on cultivating a healthy organizational culture. When asked what they associated with the term organizational culture, participants had lots of responses. Values, communications, hierarchy and energy were mentioned most frequently. The word cloud to the left summarizes the variety of responses.
Organizational culture, as defined by Edgar Schein, is “a pattern of shared basic assumptions that the group learned as it solved its problems of external adaptation and internal integration, that has worked well enough to be considered valid and, therefore, to be taught to new members as the correct way you perceive, think, and feel in relation to those problems.”
While there are visible parts of culture such as dress code, the organization’s mission, work environment, policies and procedures and strategic statements, most of culture in implicit and not readily visible. It has to be learned. This could be through story and conversation or more powerfully by making mistakes that break unspoken rules and assumptions.
One organizational culture model
Human Synergistics International’s Organizational Culture inventory is a commonly used organizational assessment that uncovers an organization’s cultural style. They group cultures in three styles, including constructive, passive/defensive and aggressive/defensive. A constructive culture, in their model, supports achievement, self-actualization and encourages people within the organization to work cooperatively with each other. A passive/defensive culture encourages people to follow the rules, values dependability, solutions tend to be conventional and conflict is avoided. An aggressive/defensive style values people who vie for status and influence by challenging each other, by taking charge and compete with each other. This style also tends to celebrate perfectionism and long hours. Of these three styles, the constructive style (not surprising considering its name!) is the healthiest culture and is most closely correlated with deeper employee engagement and better organizational results.
What do healthy organizations do differently?
Having used this assessment with many of her nonprofit clients, Dr. Elizabeth Scott researched what nonprofit organizations that have a healthy culture do differently than their peers with less healthy organizational cultures. She found that these organizations take distinctive action in two major areas – people practices and employee wellbeing and empowerment. Some specific actions that they take include infusing fun into their work, focusing on self-care and work-life balance and empowering staff to carry out the mission on their own. In terms of their human resources practices, they see human resources staff as a partner, they engage in careful hiring, onboarding as well as off boarding when needed. They provide ongoing training and regular feedback and place an emphasis on teamwork.
Cultivating a healthy culture
I asked participants in the session what their organization was doing in the areas of people practices and employee wellbeing and empowerment. Some current steps in people practices that people mentioned include new employee welcome and mentoring program, a new idea generation group that meet regularly, every other Friday off, employee engagement surveys and committees, staff retreats and telecommuting options. For encouraging employee well being, people mentioned fun committees, culture committees, book groups, gym reimbursement, movie day and other wellness initiatives.
Intention & leadership support
What I appreciate about most of these ideas is that for the most part they are not costly. What they require is intention and support from leadership. Support for people to take the time to come together and plan fun activities as well as the time and permission within the culture for people to participate.
That permission is key. I have seen organization that have tried some of these things – putting a foosball table and other board games in the lunch room for example. Yet the culture valued quiet and the CEO was known to publically question people when they took a break. So very few people used the foosball table or the games because it went against both unspoken and spoken ‘rules” within the culture. Other examples include organizations that have elaborate telecommuting policies or flexible leave policies that few take advantage of because face time and being seen in the office is highly valued.
What of these ideas could your organization try? And if you do – how will you make sure people know they really have permission to engage! Does your organization’s culture need some attention? Inquire about a coaching call.
My passion is helping nonprofit organizations and associations have a greater mission impact.