Executive Facilitation

Part 3: Five tips for a great facilitation experience.

You have assembled key executives to solve a problem, create an important strategy, or make big decisions. Sounds like serious business. But they can enjoy themselves and do great work. Here are a few ideas.

1.    Show forward motion.

Participants who feel like they’re wasting their precious time are unhappy participants. Help them keep their eye on the prize; show them throughout the session that they’re moving toward their goals. The easiest way to do that is to:

• Confirm the goals of the session at the start,
• Show a path of milestones through the session.
• Check off these milestones as you reach them.

2.    Delight some eyeballs.

Nothing saps joy like dense, wordy slides. You might need a few of them as examples of real-world reports and such but keep the rest of your visuals pretty and clean.

Use only as many slides as necessary to achieve the goals of the session. On those slides, focus on graphics and minimize words. Remember, people can’t read and listen to you at the same time. Keep the detailed content in your facilitator notes.

When choosing graphics, be a little creative. Invest in the beautiful, funny, and surprising. Your participants will remember what you’re saying better when it’s attached to a memorable image.

Nothing saps joy like dense, wordy slides.

Another refreshing approach is to invite a graphic facilitator to document your work. For example, as you create your organization’s new vision and mission, the graphic facilitator illustrates it on a giant paper canvas or smart board on the wall. The graphic documentation is a great reference point to keep the team focused on its goals after the session. Learn more and see examples here.

3.    Lighten up.

You want the session to be enjoyable, or maybe even fun. Think about ways – big and small – to elevate the mood.

A good place to set a fun tone is the kickoff. For example, have all participants send you their high school yearbook photo ahead of time, then put those photos on your opening slides. Do the participants know each other pretty well? On a break, have them pick from a list of superlatives and honor each participant when you call the meeting back into session. Find out who was voted “Best Hair,” or “Most Likely to Skydive.” Find other ideas here.

Another way to build in fun is to put learning or decision-making in the context of a game. But use caution; participants – especially those with big responsibilities – don’t have time for meaningless shenanigans. So, if you engage in shenanigans, make them meaningful. It’s ok to play, but the play must move the group forward.

4.    Get them out of their chairs.

Engaging the body can help engage the brain. Here are three things to try.

• Work in motion. Invite participants to gather around a flipchart or whiteboard for some activities. Or structure an activity so that they have to move to complete it; for example, ask them to vote on post-its and then move around the room to place them.
• Give them a break. Schedule breaks throughout the session, so participants can stretch their legs or take care of urgent work matters.
• Take it outside. If the venue allows, move the group outside for some of the session. Fresh air, natural light, and a change of scenery are good for creativity and critical thinking.

It’s ok to play, but the play must move the group forward.

5.    Give them time.

One of the benefits of executive working sessions is the time they get together. For many execs, this is a rare and precious thing. They have a chance to network, get advice, collaborate on hot topics, and form stronger bonds. Balance the work at hand with unstructured time so participants leave feeling even better than expected.

Important work doesn’t have to be dull or painful. With a little preparation, your participants will walk away happy and eager for your next session.

ICYMI: Executive Facilitation Series Part 1, Part 2, Part 4 & Part 5

Executive Facilitation

Part 2: Are great facilitators born or made?

While there are no doubt some innate advantages, we lean toward the latter. Here are some tips to help you create compelling and productive sessions for your executive participants.

Take their point of view.

Execs are thinking about the needle they need to move. Do you know what’s important to the people in the room? Can you describe what they need out of the session, and what they want to do with it, going forward?

Find out. That’s your North Star. A good facilitator maintains focus on the executives’ ultimate goal and how the outcomes of the session will serve that goal.

Meet them at their level.

A good executive facilitator has a certain gravitas. A mismatch between the facilitator and participants undermines the process. Own the room so participants feel confident following you through the process.

How? That depends on your role.

• Are you an external facilitator? A contractor or a member of another function within the organization? You might have a little work to do, especially if participants don’t know you well. Establish credibility, both before and during the session. Remind participants of your CV, illustrate points with stories from your experience. and make sure your content is unimpeachably valid to an executive audience. If they feel you’re one of them, in some sense, things will run more smoothly.
• Are you a member of the executive group you’re facilitating? Facilitating a group of your peers has its positives and negatives. The downside is that your own team might resist your efforts to impose process during the session. If you expect pushback, preview the rules before the meeting and then get verbal consensus as you start. On the “pro” side, you have built-in credibility and you’ll have an easier time maintaining focus on what’s important.

Deliver value.

Your role is to help the group produce something better than they could have on their own.

Here are the basics to help you get started.

• Define the session. What is the goal? What does success for the day look like? Which topics will be discussed and what topics won’t be discussed?
• Give people space. Remember, you’re not the presenter; you’re the facilitator. Even if you know a lot about the topic of the session, resist the urge to talk a lot. Also, recognize that some people need more space than others. Introverts need time to process before they chime in. You might need to call on them to get their input. And consider individual styles ahead of the session, so you can plan accordingly.
• Ask good questions. What is a “good” question? It challenges assumptions, plays devil’s advocate, draws out more information, gets at the “why”, or compares to other ideas for the purpose of prioritizing. Also, ask “Why now?” when discussing a strategic initiative; it will spark meaningful discussion.
• Listen. Often, it’s the emotion carried in the words that is most important to pick up on. That’s the area to explore. Great facilitators lead the group into discussion topics they have been avoiding—whether it’s the proverbial elephant in the room or just a touchy subject. Another effective tool is Edward de Bono’s Six Thinking Hats Technique – Exploring your mind. It’s a great way to avoid groupthink and pressure-test the emerging conclusion. It also offers a boost to groups who are disengaged or filled with non-confrontational.

Often, it’s the emotion carried in the words that is most important to pick up on.

• Catch the valuable points. This is one of your most critical tasks. As a good facilitator, you are deeply knowledgeable on the subject and goals of the session. Use that filter to grab the key ideas as they float by in the flow of conversation. Maybe you can tag team: assign a scribe to capture these points on the whiteboard or pad.
• Connect some dots. It’s also up to you to make sense of what the group is offering up. Point out links between one participant’s comment and another’s. Categorize ideas against the session’s goals. Identify recurring themes, issues, or opportunities. As the facilitator, you need to be able to see the forest for the trees.
• Synthesize information. The purpose of an executive working session is to generate something new: a concept, model, strategy, plan, or action. What is it? Help the group see what’s emerging. What are we saying? What does that session outcome look like?
• Invite the group to shape the result. Show them what they came up with. Ask, “Is it right? How should we change it?” Ask the group both what they think and how they feel about it. “Give me one word to describe how you feel about this decision we’ve reached.” can uncover suppressed concerns about a solution. People overthink their answers to “what do you think?” questions whereas “How do you feel?” is typically answered more simply, directly and from the gut.

As the facilitator, you need to be able to see the forest for the trees.

• Check it against the session’s goals. Rewind to the beginning of the session. “What was the goal? What did we expect to accomplish today? Did we get there?”
• Draw out next steps. Help the group decide what should happen after the session, with an eye on the ultimate outcomes for the organization. Then determine responsibilities and timing. Finally, get verbal commitment to your plan.
• Define the message plan. Ask, “What decisions did we make that should be shared with the rest of the organization? What should not be shared outside of the group? What are the messages and who will deliver them?” Add those messaging items to the next steps plan.

Executive facilitation is about making the group more powerful and productive. It’s about guiding them toward meaningful outcomes that align with the organization’s goals. With thoughtful facilitation, you can elevate these meetings and help executives realize their potential as a strategic team.

ICYMI: Executive Facilitation Series Part 1, Part 3, Part 4 & Part 5

Where do your company values show up? On the website or in the people?

I’ve always been interested in company values. When researching prospective new employers, I search websites for the values and how they are described. I ask about them in interviews. I hope there is something meaningful at the heart of the organization – yes, even for-profit private sector companies.

When I join an organization, I watch to see how these values are lived out by the organization. How do they show up in day-to-day life? Are they a common language we speak as employees? Do they guide the decision-making of leaders?

Sadly, the answer is often, “No.”

Many like me find that the values displayed on websites and office posters are missing from our daily work lives. For values-driven individuals this can be disillusioning. I’ve been there many times in my career.

When I approached Emerson, I was surprised to not find values listed on the website. It was the lack of a proverbial banner waving that caught my attention. In my first interview I asked, “What are Emerson’s values as an organization?” The long-time employee listed them, one by one, without missing a beat. He described them with examples.

I encountered them again during my offer process. The CFO tied values into our discussion about the compensation package. Now, as a team member myself, I’ve pitched in as the organization does the right thing for the right reason – calling on our values to guide those decisions.

Now I conduct interviews on behalf of Emerson. I ask potential candidates about their values, then proudly describe how values play out at Emerson. Each time I say, “You won’t find them on our website, you won’t see a banner in the home office; but they are very much part of our shared thinking, our decision-making, and our conversations with each other at all levels.”

This organization lives what it believes in.

We don’t use a bullhorn; we show values rather than tell others about them.

As other team members have come on board, I learned it wasn’t just me who was thrilled to find Emerson “as advertised.” I’ve reveled in hearing them say, “The values aren’t aspirational, they are actual.”

Executive Facilitation 

Part 1: Preparation

Executive facilitation is the process of engaging a group of leaders, in real time, to reach the best outcome. Put another way, it helps the right minds create something better than they could individually. The goal of executive facilitation is actionable synergy.

Are you planning executive facilitation? First, answer these questions.

Why are we spending time on this?

Executives are drowning in meetings. Pre-empt “This could have been an email” by testing your plan with a knowledgeable partner, like the sponsor of the effort or the senior executive involved.

Begin with the end in mind. What will you accomplish during the meeting? Are the outcomes input and ideas or decisions and plans? Will you end with a binding consensus on the way forward?

How are you going to get those outcomes? Do you need all that time? Do you need each of the people you’re inviting? Test the outcomes, materials, and facilitation approach ahead of time with the sponsor of the effort.

Your goal: the value of everything you do during the session will be crystal clear to the execs in the room.

Who are the players and what do they want?

Know your participants. Know the basics: their names, roles, titles, functions, and time with the company.

Then dig a little deeper. Understand their styles and motivations. Are they likely to speak up or not? Will they happily collaborate and hear others out? Do they have any particular motivations or affiliations that will affect the group’s work?

Ask the sponsor: If this meeting goes sideways, how will that happen? What are the potential road bumps? How should we get ahead of them?

All that intel will help you manage the group toward the outcomes they need. You might need to:

• Draw some participants out to make sure their ideas are in the mix.
• Help those with a minority opinion “hold space” during the discussion.
• Form breakout groups or pick discussion leaders to avoid trouble.
• Present or “plant” information to balance out someone with an agenda or maintain momentum.

What’s the scoop?

It’s important to ground yourself with information, especially if you’re an “outside” facilitator. Sometimes participants make assumptions that aren’t right. This can set the whole group in the wrong direction.

Another problem: you might not have all the information represented in the room. For example, maybe no one in the room represents “the work.” Often, non-executives have the best understanding of the implications of the decisions made in the room. But they’re not there. You, the facilitator, might have to bring that information to the session.

Do a little research.

Talk to the sponsor or trusted experts to make sure the assumptions and data underpinning your outcomes are sound. In other words, make sure the group is having the right conversation.

How should participants prepare?

Participants need the why, when, where, who, and what.

• WHY — Give participants the vision: the outcomes of the session and what those outcomes will do for them and for the organization.
• WHEN and WHERE — Set clear expectations on time and place. Will you start on time? Will there be a buffer, like breakfast or lunch, before you start? Will you offer breaks? When should they expect to finish? Is it ok to join virtually or not?
• WHO — Let everyone know who else will come and what their work role is or whom they’re representing.
• WHAT — Give them a sense of how the day will go. Are there any big topics, activities, or ground rules? What decisions will be made? There’s a big difference between “We will discuss…” and “We will decide…” Let them know the stakes.

And tell them what to prepare or bring to the session. For example, do you need some participants to be ready to report on their areas of expertise? What form should it take? (Slides? Handouts? Written data on a whiteboard?) And make sure the sponsor or senior exec is ready to set up the purpose and expected outcomes of the session; if you’re an external facilitator, you should not do that.

Well begun is half done. Isn’t that what they say? It’s never more true than in executive facilitation. Set yourself up for success by doing the right prep work

ICYMI: Executive Facilitation Series Part 2, Part 3, Part 4 & Part 5

First, we have to agree on what AI is. Then, we can help employees adopt it.

In March, tech gurus including Steve Wosniak and Elon Musk signed an open letter calling for a pause in AI development, citing “human-competitive intelligence (that might) post profound risks to society and humanity.”

More recently, Geoffrey Hinton, hailed as the godfather of AI, quit Google so he could air his concerns independently. In a 2021 commencement address, Hinton said, “I believe that the rapid progress of AI is going to transform society in ways we do not fully understand and not all of the effects are going to be good.” For Hinton, the downsides seem to outweigh the benefits, like improvements in healthcare. The risks he envisions range from job elimination to lethal autonomous weapons. He also says AI might create a world where we will “not be able to know what is true anymore.”

Speaking of misinformation…these stories made it to the table at The View, where hosts weighed in. They talked about the pros and cons of AI, but couldn’t even agree on what AI is. Notably, Whoopi Goldberg said that she defines AI as something “sentient” that “can think for itself.”

Whoa. I’m not saying a robot boyfriend is not in my future, but sentience is NOT what the scientists are talking about. There’s a big difference between smart or fast or autonomous and self-aware.

The lesson for those of us who help the workforce deal with change is this: AI is scary to some people, and possibly for the wrong reasons.

Let’s say your organization is adopting AI to gain efficiencies, reduce costs, or deliver better customer value. How should you approach employees about it?

1. Mind your language.

Maybe don’t call it “artificial intelligence.” I’m not suggesting lying to people; just the opposite. Explain exactly what the new technology will do.

The term “AI” can be triggering. Moreover, “AI” is too broad a term to be useful when talking to employees. AI is a huge category; labeling a new tool “AI” gives very little information to the people who are desperate to know how it’s going to change their work lives.

Think of it this way — will your AI solution detect and prevent dangers in the workplace? Say that! Call it Safety Software. Is AI going to supply customer service agents with better, faster answers to help customers? Say that! Call it Your Customer Service Assistant.

2. Get real.

Approaching any change, what do employees want to know? They want to know how it will affect them – their job responsibilities, their daily tasks, their compensation, their team performance, and their job security.

Get ahead of the resistance by answering questions honestly and thoroughly. Yes, even the bad news. If your new AI… sorry, Customer Service Assistant…will eliminate jobs, be up-front about it.

Most important: document and communicate the day-to-day work that will be different after implementation.

If you don’t tell people the story, they will fill the gap with their own.

3. Reframe AI.

Is the anxiety warranted? Maybe some of it. But AI can also benefit workers — sometimes in big ways. In fact, some employees have already adopted the positive mindset you’re hoping for. A Pew Research study shows 37% of workers are “purely excited” about AI.

And there’s plenty of evidence to back their enthusiasm. AI solutions, like tech before it, can take mundane, focus-intensive tasks off employees’ plates, freeing them up for more analytical and creative work.

One real-world study showed that AI offered big benefits for inexperienced or less-skilled workers by raising the quality of their work and productivity to be on par with their best-performing colleagues.

Armed with facts, examples, and those 37% already excited about it (your “early adopters”), you can – with authenticity — frame your AI adoption as a win-win.

When we need to worry about killer robots, we’ll worry about killer robots. In the present day, lead the change by taking these three steps. You can definitely make AI work for both your bottom line and your human workforce.

How to Win Back Trust and Stay Engaged With the Remaining Employees

If you’ve had to lay off employees, it’s been a rough time. If the layoff was significant, you literally have a new organization to run. That’s a big transition. How do you start?.

How does an organization rebuild trust, maintain morale, foster engagement, and ensure the productivity you need to survive?

Here are some of your first steps.

1. Don’t pretend. The layoffs happened and that impacts everyone. Employees and management will have to deal with survivor guilt, anxiety about the future, disengagement from leadership, and a host of other emotions.

What should the next days look like? As they say, the fastest way out is through. Standford neuroscientist Andrew Huberman recommends finding ways to get over emotional obstacles faster. “By front-loading emotions, you effectively discharge them.” The first step is acknowledging that something painful has happened. Then, find the right ways to provide time, space, and support.

2. Over-engage. Tell them why. Share the problem facing the organization, the alternatives, and why the solution included layoffs. In many cases, an employee would reach the same conclusion.

Then, describe the experience for remaining employees. How will workflow and responsibilities change? Answer the question on each employee’s mind: “What about me?” Get tactical, specific, and local.

Finally, ask employees for help in planning the next phase. This activates a sense of control. There’s nothing like a layoff to make people feel powerless and afraid; fear doesn’t bring out the best. But including employees in plans that affect them gives them a sense of control. Control feels safe. It frees up people’s energy for what you want – doing their jobs and moving the organization forward.

3. Help them connect. Many employees will feel the loss of these splintered relationships. For some, their friends just got fired. For employees who didn’t lose friends, their teams and support structures are broken. Help them create new connections within the new organization.

For example, you might start communities of interest or “book clubs” on development topics. These groups work across functions and allow people to discover connections in unlikely places. This promotes an informal cross-functional network that can pay off for the organization. And your efforts don’t have to be work-related. Simply creating spaces for social interaction can foster new friendships.

4. Revive enthusiasm. What comes next? If you’ve done the work to dissipate negative emotions and engage, the next step is giving people a focus for their energy.

So be sure you have a clear vision and you share it. But, beyond that, make sure your message lands. What future is in store for the organization? How can everyone help get there? What’s your rallying cry? Create a shared purpose on which everyone can focus.

Layoffs are never a good thing, but they can ensure the survival of your organization. If you do it right, employees can emerge stronger and more engaged than before.

You’re judging me. As you read, you’re evaluating whether what I say is true or false. You’re deciding whether I’m credible. You’re gauging my words against your experience to determine whether or not my advice will work for you.

Your people do the same to you. They judge every word you say and write, and every action you take. It’s constant and unconscious, and it’s hard-coded in their DNA to keep them safe.

And what’s behind it—the comparison—is a leadership superpower, if you know how to use it.

People constantly, actively, and unconsciously compare.

They compare your price to what you charged before, and to what they can get elsewhere. They compare their raise to what they read on Glassdoor. They compare your presentation to what they heard on the grapevine.

These comparative judgements affect behavior. People buy, join, quit, collaborate, adopt, undermine, and make deals based on those comparisons.

As you lead, ask yourself: What are they comparing this to? If you know the answer to that, you can create trust and influence behavior.

Here’s why.

Comparisons help us gauge safety.

Scary or sweet?

What’s your reaction to the picture above?

If you have been bitten by a dog, this picture is upsetting. If you love dogs, you might find the picture endearing, knowing that “mouthing” is a sign of attachment. You have compared this picture to your experience and responded based on that.

At Emerson Human Capital, we see it in business as well.

Research shows that the most successful source of new hires is referral. Why? Because the employer compares the candidate to the trusted employee. The candidate compares the company to their friend’s stories. Both the company and the candidate feel safer moving forward.

This is also true for sales. Sales people often look for referrals or “warm leads”—an introduction by a friend. They know that the buyer will assume their experience with the friend will be similar. That makes the sales conversation safe and increases the chances of succeeding.

If you want your team to feel safe, learn what they might be comparing against from their experience, and make sure it’s safe.

Comparisons determine value.

Let’s say you want to buy an airline ticket for your next vacation. You might find a United flight for $1,240. Then you check American. They have flights, but they require layovers. You go back to Google Flights and suddenly see the rates across all the airlines have gone up to $3,950. Now, the original price feels like a bargain. The $1,240 price didn’t change—what changed is the price you’re comparing against.

Reed Hasting, Co-CEO, employed this comparison strategy when he described Netflix’ performance on the July 19, 2022 earnings call.

“Looking at the quarter…we’re executing really well on the content side…we’re talking about losing 1 million instead of losing 2 million.”

Most people want to associate their initiative with something that’s good, to make it feel safe. However, negative comparisons are powerful when you need people to act.

For example, my parents had a beautiful RV they wanted to sell. The dealer so loved it, he kept it at the lot entrance to impress people as they arrived. The camper sat there for over a year. Finally, we asked him if he had another vehicle that was less appealing. He did. So we asked him to park our RV next to it, and price ours slightly lower. The camper sold within three days.

A value comparison is about changing the conversation.

It’s about taking a person from one reference point to another. Academics call this reframing. If you want your people to see value in what you’re doing, compare against something that shows value.

Comparisons help us learn new information.

When we learn something new, we compare it to what we already know. That helps us retain and recall information. When we don’t have a good comparison, we have to create a new category in our mind, which makes information much harder to learn.

Let’s say you plan to visit our office in a month. I tell you the office door code is 3120, but you cannot write it down. You may or may not remember that number. But, if I tell you it’s the Chicago area code with a zero, it’s more likely you will remember it. You have a way to hook the new data to something you already know.

If you want people to remember something important, compare it to or contrast it with something familiar.

Comparisons create expertise.

A novice understands a category. An expert understands differences between similar items within that category. For example, if I ask you to tell me what a fish is, you’ll probably say that it’s something that lives in water, uses gills to breathe, and fins to move. But an expert can identify a muskie from a salmon based on precise characteristics, like the shape of the tail, the color of the skin, the size of the eyes. An expert developed that expertise by learning the differences between fish.

If you want your team to be experts, help them understand precise differences.

Comparisons evoke emotion.

A vivid comparison will make dull data come to life. Let’s say you’re showing a financial report that shows a new business unit with great potential but poor performance. You can show graphs on a PowerPoint slide with arrows pointing up. But you capture imagination if you describe the new business unit as Rich Strike, the 80-to-1 come-from-behind winner of the Kentucky Derby.

The CEO of a food products company recently announced a reorganization. His goal was to normalize the reorganization. This company had multiple flavors of their products, which required them to change the configuration of their manufacturing lines every day. To employees, that was a normal, predictable operation. So, he compared the reorganization to reconfiguring a product line. It made what could feel frightening seem normal.

People don’t change in response to data.

They change—they act differently—in response to how they feel about what you say. Your comparisons are a powerful tool because they impact the emotions that drive behavior.

Leaders create meaning by interpreting events, memorializing history, and describing a compelling future. Events are about meaning, and nothing helps people create meaning like a strategic comparison. To be effective, you need to know what people are conjuring up in their minds, and if necessary, change that reference point. You need the right comparison.

If you were to ask a friend or family member how they’re feeling right now, their answer might be, “stressed,” “burnt out,” or “overwhelmed”. That’s what vacation is for, right? Well, two to four weeks of PTO is not enough to relieve the burnout employees are facing.

Just look at the numbers. Employees who say they very often or always experience burnout at work are:

• 63% more likely to take a sick day.
• 23% more likely to visit the emergency room.
• 6 times more likely to be actively seeking a different job.⁴

Clearly, that stress is outpacing PTO’s ability to deal with it. Leaders often recognize this, but don’t know what to do about it.

Burnout Is a Business Problem

According to Webster’s dictionary, burnout is, “physical or mental collapse caused by overwork or stress.”¹ The primary driver is occupational stress, but it’s not that simple. Other factors often contribute to burnout, including unrealistic work expectations, health issues, family caregiving responsibilities, and the uncertainty of environmental and societal change.

Over time, our “energy bank” that started with a healthy balance becomes overdrawn. We might experience physical and emotional effects like fatigue, attention problems, irritability, anxiety, and depression.

In this state, we can’t show up for work as our best selves.

We become pessimistic, defensive, apathetic, disengaged, and isolated. In fact, the norms of many workplaces keep us from being nipping burnout in the bud by speaking up and seeking help. Stressed employees are simply not strong enough to deliver on organizational goals.

What Leaders Can Do

1. Lead. Take an active role in preventing and addressing burnout. Feeling seen and supported by leadership goes a long way. ​
2. Streamline. Help employees work smarter, not harder. Promote reasonable workload management, through teaming, delegation, and flexible goals and metrics.
3. Empower. Set clear goals and expectations in collaboration with individual employees. Make sure work expectations consider the risk of burnout. Use an ongoing development process that acknowledges the need to avoid burnout.
4. Nurture. Prioritize holistic well-being​. Recognize that employees with full, healthy lives perform better. Promoting health and happiness is a great investment in your workforce.

The play is proactive reduction of stress. The goal is a culture of balance that supports sustainably strong performance.

References:

1. https://www.merriam-webster.com/dictionary/burnout
2. https://positivepsychology.com/burnout/
3. https://www.psychologytoday.com/us/basics/burnout
4. Employee Burnout: Causes and Cures (gallup.com)

What your road trip can teach you about project success.

I recently returned from vacation. My family and I joined many of our fellow Texans in the annual summer escape from the heat and ventured to the mountains of Colorado. Sure, we could have flown, but we decided to take to the road and enjoy the freedom that comes from being in control of the journey. As we drove, the experience started to remind me of a project.

Road Trip

Day 1

The trip started out early on a Sunday morning. We were full of energy. The SUV was packed, YETIs were filled with coffee, snacks were at the ready, and teenage sons had their phones fully charged. Things were great, until they weren’t. After five hours of driving, with five more to go, my back started to hurt. My teenagers were bickering like eight-year-olds, and everyone was starving. I even heard a few “how much longer?” comments. I started having doubts…was driving the right decision? Images of the Griswold family flashed through my head.

Family photo op at the halfway point (Texas panhandle).

Fast-forward another five hours: after stops for lunch, fuel, and restroom breaks we approached our day-one Texas Panhandle destination. We made it! As we approached the highway hotel and the end of the day’s journey, I felt new energy. Sure, we weren’t in Colorado yet, our stopping point was far from glamorous, and there was more driving the next day, but we all felt a sense of accomplishment.

Day 2

We hit the road after a quick, mediocre, breakfast buffet at the hotel. The good news: the day 2 trek was only six hours; the bad news: the day 2 trek was six hours. Coming off a below-average night’s sleep in a crowded double queen room filled with road noise, I felt less than spectacular. Why did we do this again?

Fast forward…Traci (my wife) offered to do much of the driving, and I dozed off while listening to music. We made it to our high-elevation destination by mid-afternoon. The mountains were spectacular, the condo was spacious with a great view, and we were walking distance from everything we needed. After a nice walk, a couple drinks, and a casual dinner with the family, all was well. It was worth it! We did it! We were ready to enjoy a week in the mountains. We even felt confident about the drive home at the end of the week.

Projects

The incredible Rocky Mountain views.

What the heck does a road trip have to do with a project? Surprisingly, they elicit similar thoughts and reactions. Think about it. How do you feel at the beginning of a project? What about the middle? How does it feel when you hit a milestone or — even better — complete the project?

Project Beginnings

Most people are highly motivated at the beginning of a project. Sure, there is some nervous energy, but there is energy…natural energy! Leaders and team members are eager to get started and ready to take on whatever comes their way. Project leaders may even organize a kickoff event, complete with team dinner or celebration, to mark the occasion.

Change management practitioners should capitalize on the project beginning and design interventions that create even more “buzz.”

It’s a great time to seek out and engage the Innovators and Early Adopters in the organization. These people will be on board with the change and will build support from within the organization.

Project Middles

The middle is a slog. Middles are the time when people think, “Why did I sign up for this?” Project Managers and Change Managers must engineer wins to keep the team going. Maybe the project is organized in sprints. Sprints create natural milestones that team members rally around. Even better, they are often followed by “sprint retrospective” meetings to discuss what went well and what could be done better in the next sprint. Retrospectives give team members an opportunity to be heard and play a role in what happens next. This is essential to engagement, because people crave a sense of control.

Change Managers work with project managers to identify and create interim goals. We want team members to think “I was successful, and I can be successful again.” Interim goals feel more attainable than project completion. Team members are motivated when milestones or goals are met. They feel a boost.

Organizations should reward people when goals and milestones are met.

For example,  “down days” (no meetings allowed), offsite events where the team completes a non-work activity together (e.g., a community service project), or spotlight awards – nominees are acknowledged and thanked by leadership and nominators are entered into a raffle for a prize.

Project Ends

Just as sprinters run a little faster at the end of the race, team members are motivated to push a little harder at the end. Natural energy abounds. Team members begin to evaluate the experience as a whole. Ends create a great opportunity to motivate through connection and impact. Are there photos of teamwork, quotes from stakeholders, events for sharing stories, or music that sums up the experience? Use them. Change and Project Managers must capitalize on desire to finish strong.

Conclusion

The element of time is powerful. Daniel Pink writes about this in his book, When. There are times when energy and motivation come naturally and times when they don’t. Change practitioners must intentionally capitalize on times of high performance and shore up points of lower performance. And travelers should plan their road trips accordingly.

Use this four-part agenda to launch and support a strong, focused team.

We talk about the need to both perform and transform. If you only transform but don’t perform, you have no here and now. If you only perform but don’t transform, you have no future. — Frans van Houten, CEO of Royal Philips Electronics

A few years ago, a friend began a company turnaround. His first task: tell his executive team they would not receive bonuses due to missed goals, despite growing revenue and EBITDA.

The team had never met face-to-face. Some had been through three management changes; others were new hires. This is a surprisingly common problem. As Jon R. Katzenbach writes, “Even in the best of companies, a so-called top team seldom functions as a real team. The fact is, a team’s know-how and experience inevitably lose power and focus at the top of the corporate hierarchy. And simply labeling the leadership group a team does not make it one.”

My friend was up against this daunting challenge. He couldn’t afford to build a new team from scratch, so he asked for our help to build his team as they were running the company. They needed both performance, in the moment, and transformation to their vision for the future.

In preparation for our working sessions, we agreed on the following principle:

High impact teams result from meaningful work, not team-building exercises.

We met in a series of four meetings. Over the following two years, this team increased sales 50% and EBITDA 300%.

Meeting 1 Outcomes – Strategy and Working Agreements

The CEO had an overall vision for the turnaround. The team, shell-shocked from bad news, needed to hear it. Because they needed to jell quickly, we wanted them to explicitly agree on how they would work together.

At the first meeting, we:

• Defined the culture they wanted.
• Described the strategy using four key words and personal stories.
• Determined specific actions for the next 180 days.
• Agreed on how to work together.

Meeting 2 Outcomes — Momentum, Working Styles, and Profit

In the first 180 days, the team agreed on a new budget, met five new distributors, introduced three products, and hit their targets.

In this second meeting, we:

• Celebrated a successful quarter.
• Identified their preferred working styles and examined ways to adapt to their colleagues’ styles.
• Explored how to work with existing assets to increase profitability.

Meeting 3 Outcomes: A Visual Vision

People crave meaning. The most successful companies are clear on what they stand for, and why. Now that the team had worked together for a while, they were ready to clearly articulate their direction.

Here, we summarized their:

• Core Values – what they stand for
• Core Purpose – what they exist to do
• Aspirations – what they want to be
• Visual Vision – what the future looks like, in hindsight

Meeting 4 Outcomes: Focus, Goals, and Connection

The team was winning, clearly focused on a differentiator, and they had resolved factory capacity to increase profits. The CEO wanted them to sustain progress into the new year, create long term impact, and strengthen their connections as a high-functioning team.

So we:

• Examined how they accomplished what they did, and how to sustain it.
• Created steps to achieve their personal goals with the differentiator.
• Applied strategies to stay focused.

The CEO had inherited this collection of executives. Using a thoughtful structure, we created an experience that turned them into a team.