From time to time I have conversations that remind me of the principles that guide my own work in different aspects of facilitation and engagement. Today, in two different design conversations, I was reminded of these again, and I took a few notes as we were talking. These aren’t the be-all and end-all of good practice, but they are things that roll off the tongue and are basic heuristics for how I structure and facilitate public engagement sessions.
- Ask constructive questions. One of my pet peeves is when folks want to structure a public engagement with a presentation of a half- or well-formed policy proposal and ask “What are we missing?” In most cases once a piece of legislation or a plan reaches the consultation stage, the decision is already made that we are going in THIS basic direction. The “What is missing?” can imply that there is room to throw the whole thing out, or it invites ideological contributions that can derail the conversation. Instead, share material and then ask “what would make this stronger?” or “What would make this fail if we didn’t’t address it now?”
- Foster participant ownership: Real transparency can demand of us that we ask participants to share information with us in their own words, in their own handwriting, and in their own voice. As much as possible, have your participants shape their own input, and make sense of it together. The extent to which you are coding data, making summaries, and writing reports and responses alone and outside of the group’s work, is the extent to which they are being left out of the process. So think very consciously about that.
- Ask authentically curious and open-ended questions: in North American culture we have a pre-disposition to asking yes/no questions. We can often appear very curious in doing so, but a question that leaves only two or three possible answers doesn’t actually allow a person to fill it with their wisdom. A simple example is something like “Do you think this proposal will work?” questions that start with verbs and ending question marks usually logically invite a yes or no answer. So practice crafting a question that allows for thoughtful reflection, and provides answers that you cannot yet see such as “how can you see this proposal working?” or “what is your reaction to what we just shared?” Also, avoid questions like “do you think we should go with this proposal or something different?” which still invites a binary choice even though people may choose to answer it with more detail. If you require a follow up question to make a person’s answer more clear, then ask that question in the first place.
- Clarify how responses are to be used: There is nothing worse than being invited to a public consultation meeting only to have your ideas dismissed or ignored. Perhaps the only thing worse is being invited to a process where you believe you are helping to make a decision when in reality the decision is being made elsewhere. I call this “engagement washing.” It’s so important to frame public meetings so that participants are clear about what is happening and what is not happening so that they can make an informed choice to participate and how to participate.
- Facilitate difference, not consensus: Most public engagements are not decision-making processes. Many times in my career I have had to hold decision-makers accountable for making decisions and not outsourcing them by saying “the community needs to agree on this before we implement it.” The role of the community is to be a difficult, diverse, conflicted, heterogeneous, mass of opinions and ideas. Decision makers are elected to make decisions in that context. When facilitating public engagement, I tell my clients that our job will be surfacing differences and not arriving at consensus. Illuminating differences helps decision-maker make good strategic choices and helps them to understand the costs and impact of their decisions.
- PAvoid the tyranny of inclusion. Many engagement processes suffer from what I call the tyranny of inclusion. This operates when we believe we need to respond to every single comment and piece of advice equally. Practically speaking, that requires us to respond to a focus group or expert panel in the same way as we might respond to an anonymous troll who left a comment in passing on a survey form or in a social media thread. When structuring engagement processes, I usually shape circles of engagement that make it clear that the more responsibility you have for the outcome. The tighter the feedback loop for your advice. This principal goes hand-in-hand with design principles of equity of voice and inclusion of different lived expertise in engagement and decision-making, and there is no perfect balance.
- Engagement practice can sustain or undermine democracy: in the courses I teach on engagement I stress this point constantly: how we engage affects people’s feelings and trust of democratic processes. Engagement processes that are restrained, restrictive, or opaque signal and unwillingness to engage with the messy realities of community and citizen. Open, validating and meaningful engagement that can help shape public policy. Decisions helps build, and strengthen democratic participation. This should go without saying, but seeking efficiencies in engagement processes can have the effect of smoothing over all the tricky bits that make democracy and participatory life rich, creative, and co-owned. So be conscious about the choices you make when structuring engagement.
So those are a few. There are many more besides these, not to mention rigorous thinking about power. But these are among the most important ones to begin with for me.
The set up for the weekly staff meeting at the Alaska Humanities Forum offices in Anchorage.
We spent the day yesterday with our colleagues at the Alaska Humanities Forum (AKHF) preparing for the Art of Hosting that begins this morning. AKHF is an organization that has long embraced the Art of Hosting as a way of operating both their internal organizational functions and their relationship and gatherings with their partners and programs. All over the world there are organizations like this, not always obvious or seen by the global Art of Hosting community, because they labour away on their own work. But until the pandemic every staff member of this organization was sent south for an Art of Hosting once they were hired on. It has been six years since that happened so we are here to partly fulfill that need and to work with several of their partners.
What’s great about this is Kameron Perez-Verdia is on our team. As President and CEO of the organization, he is embodies the practices of participatory leadership which he first learned at a Shambala Institute Authentic Leadership in Action workshop back in 2008 with Toke, Monica and myself. Kameron was raised in the whaling village of Utqiagvik, which is the most northerly point in Alaska. We talked a lot yesterday about the kinds of community gatherings that take place there when the whale hunting crews bring in humpbacks for the community. We talked about the importance of presences and check ins in meetings and how that grounded start to important work is a critical aspect of every part of day to day life, from whaling to a staff meeting in Anchorage.
Kameron and I were talking about the balance between chaos and order yesterday as we were exploring how we could teach the four-fold practice together and he shared with me a term that Yupik elders had taught him about dynamic balance: Yuluni pitallkeqtuglluni, which translates roughly as “just enough to live a good life.” It refers to the amount of connection that we need in a gathering or community, or the amount of structure in a meeting or a process to bring about a feeling of family (tuglluni means family) but allows for agency. We talked about “balance” which in the Yupik world is not a stable equilibrium between two competing forces, but a dynamic, constantly sensed state that is reposnsive to the context.
Perhaps this will be come a theme of our work in the next three days, but it’s a helpful way to contextualize the practices of the Art of Hosting: presence, participation, hosting and co-creating. Each of these are context dependant, which is why they are practices. Bringing just enough to live a good life is the art that implicit in the name of the practice “Art of Hosting.” While many folks seek a stable, always applicable tool or way of doing things, the art of hosting or participatory leadership is about the application of a world of practice to an ever changing context. In being sensitive to what is needed, and how to do it depending on conditions, we constantly create the right balancing moment between too much and not enough, just enough to live a good life.
We start in 2 hours.
Over the past 15 years I have worked with churches, faith communities and faith-based social justice movements using the Art of Hosting and participatory leadership. In many ways these organizations have been at the forefront of social and demographic changes, getting older while holding a fierce commitment to addressing issues of injustice in the world. Working with faith leaders and faith-based movements allows us to have a different conversation about participatory leadership, community work and spirit. The Art of Hosting seems to wake up the kind of collaboration that faith communities long for, even as they confront existential questions within their own organizations or in the larger world.
In November in Toronto, a very special team of us is hosting an Art of Participatory Leadership training aimed at leaders in faith based contexts and those whoa re engaged in social justice work, specifically anti-poverty and inclusion. This training, while it is directed at folks who are working in these contexts, is open and applicable to others as well, whose work needs active involvement and co-creation with the communities they serve. Non-profits and social change movement workers are welcome and will both learn and add much to the conversations we are involved in.
My co-hosts on this team are Ben Wolf and Violetta Ilkiw. Ben is an old friend who has been a community organizer, communicator, journalist and Unitarian congregational leader for years. He is currently working with Thomas Hübl and bringing trauma informed practices into his work.
Likewise I’ve known and admired Violetta’s work for years. She specializes in conflict transformation, decision-making and deep community-led change work, including working with youth-led initiatives in the philanthropic sector.
In this work we have been invited by Sam Cooper, a minister in the Toronto area who has been devoted to setting up an Anti-Poverty Commission in Mississauga, based very much on the citizen-led initiatives in Scotland (like this one). We are also invited into this work by Pablo Kim Sun who specializes in Intercultural work and inclusion and who works for the Presbyterian Church in Canada.
There are creative tuition options for this training and we want to make it as open and accessible to anyone who resonates with this call, whether you are working in churches or other faith-based organizations, or involved in deep community led change work. Consider joining us. There are spaces open and we’d love to see you there.
Some notes from three days of teaching a small cohort of leaders in the art of participatory leadership.
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When we teach the four fold practice of the art of hosting (also the art of participatory leadership) I’ve taken to doing it in a World Cafe. We use Cafe to essentially recreate the conditions that created the insights of the four fold practice 25 or so years ago. We invite people to tell stories of engaging and meaningful conversations they have experienced, look at these stories together for insights about what made them engaging and meaningful and provide and three pieces of advice to aspiring hosts and leaders about how to create engaging and meaningful conversations.
This not only helps a group discover the practice – which we teach only AFTER the World Cafe – but it also shows that the World Cafe is itself a powerful process for sharing stories, collective sensemaking and knowledge creation. In the context of our work this week, with academic researchers , leaders and administrators at a university, this can be a powerful experience as they experience first hand what it feels like to be hosted in what is essentially participatory research.
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Tennesson’s check in questions this morning featured a question that I love. “Who is a person for whom you are here this week?” I love a question like that. It focuses a learner for a moment on the fact that leadership development is not just personal development. It is learning you do to make the world a better place for others.
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Chaos and order and the Chaordic path is an important and basic introduction to complexity. It is the basic teaching that helps folks to see the polarity between ordered and unordered systems and how our work as hosts is essentially determining what move is required to bring a process into more or less order so that good work can be done. Complex facilitation, a term from the Cynefin world, is all about working with constraints, to loosen or tighten, to expand or contract, in order to create the conditions to catalyse actions or behaviours that take us in a preferred direction of travel. Its is about working with constraints to fashion a container that can become a place for emergence and then managing that emergence by harvesting, shaping, grounding or eliminating it.
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Personal work is critical for people working in complexity, or walking the Chaordic path. When confronting uncertainty and emergence, we run into reactions and emotions. Understanding the reactivity cycle and having a tool to create a subject-object shift that can first recognize the connection between the emotion and the situation and then examine that reaction helps to interrupt the cycle of rumination or fixation that can reinforce unhelpful patterns of behaviour which can make a person less resourceful in a space of uncertainty, leading to reactions like controlling, fleeing or tearing it all down.
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Adrenaline does not just create a flight/fight response. It can also induce freeze, appease, control, and comply response. None of these are helpful in leadership situations especially where there are triggering events like conflict, chaos, tough decisions, accountability and other issues on the line. Understanding the reactivity loop is the first step in shifting our responses. Working consciously with our patterns of reaction is how to disrupt those patterns and discover better ones. And it helps us stay more present and aware when we are in situations in which we are more likely to become reactive.
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My father in law Peter Frost, in his book Toxic Emotions at Work, worked from the premise that leadership creates pain. Decisions create lines and boundaries and good leaders make good decisions with an awareness of some of what will NOT happen while being committed to what will happen. This commitment to a core, once a decision is made, can free a leader up to handle the turbulence at the edge of the chosen path. There will always be those who disagree or dissent from a decision. There will sometimes be winners and losers, at subtle political levels as well as more obvious material levels. Taking the time to hear voices and build as much collaboration as possible before hand, and then working at managing the pain afterwards while committing to the decision is a really key skill. It’s never either or. It’s a dance. And the moment of a decision is a kind of madness, but some of the best leaders I have seen in action are able to do it this way.
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A half day spent on Chaordic design. There is nothing more indicative of the intention to create truly participatory meetings than the willingness to make design them collaboratively. As one young person once said to me about Open Space “I love this process because I know that whoever controls the agenda controls the meeting.” Collaborative design is fractal and can happen at all levels of an initiative. It can also be initiated at all levels of an initiative. My hypothesis is that the extent to which people will participate in a meeting is directly related to the extent to which they are connected to the necessity for and purpose of a meeting. Taking time to name these helps ensure high degrees of engagement. Literally, nothing about us without us.
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A good question that came after I taught the Chaordic stepping stones: “This seems like it would work in an egalitarian environment but what about when there are real issues of power?” Mapping the urgent necessity of the moment should surface that reality. Naming the people who need to be involved is an important moment to name who has the power to say “no” and shut this down. In my experience every new initiative has a window of opportunity and a sponsor who will keep it open for a while. Until they don’t. Knowing you have limited time is helpful to focus on what’s really important and WHO is really important to include and HOW.
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How is Open Space a leadership practice? The moment of posting and the hosting a conversation that matters is what does it. A person responds to a call and takes responsibility for something important. For calling a conversation that needs to be called. They write it up and stick it on the wall and then show up to host. In these simple acts are the hallmarks of participatory practice. Post and host. Take responsibility for what’s important.
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One of the features of things like Pro Action Cafe is the way the constraints some times force naive expertise to be present. Having four at every table means sometimes people don’t get their first choice of projects to work on. They might end up a table where they have no idea what’s happening. We always encourage them to participate anyway because these are where the oddball questions, the “dumb questions” and the new ideas come from. Never underestimate naive expertise. If you want some try to explain what you are doing at work to our 16 year old niece. You will instantly learn some new things.
Tenneson, Caitlin and I are running a three day leadership course for MacEwan University here in Edmonton. It starts tomorrow and we are having a great conversation at Remedy chai cafe about why meetings matter for folks studying leadership. Here are some of the insights.
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Meetings are microcosms for leadership practice. They are places to encounter one’s own leadership gifts and leadership challenges. What you learn when you host a meeting is very much related to how you lead a team or and organization or a board. Meetings are a place to confront what’s real and meaningful. They contain all of the patterns the give life or deplete it in organizations. They are places of immediate practice because they can be places of both pain and healing and so they demand attention and consideration.
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We are after teaching how to host conversations that matter. “Matter” because they more things matter to people the more engaged people are in the work. The number one question I get asked about is “how to I get people to engage?” And the answer is “make the work meaningful to them.” If your work is less meaningful than what folks have going on in the rest of their lives they won’t engage. Sometimes you don’t get to work with everyone you want to. But start with those who see why the work matters.
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If you want good effort to be sustained you need to build connection between people and connection to the work. Sustainability requires connection. Stewardship (or good governance) requires a long term and generative relationship to what is being cared for: people, work, place…Once you know that your future and wellbeing is tied up in the sustainability and health of the people and work and places that sustain you, sustainability and stewardship becomes a way of being.
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What needs time in a meeting? Einstein’s famous quite about using 55 minutes of a hour to come up with the right question is good. But I might use that time to build resilient relationships instead. Because then if we don’t figure out the question, or the answer, we will at least have to commitment to keep looking.
(Pssst. You can build resilience while you are finding the question, by the way).
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One of my teachers Birgitt Williams teaches that there is always grief in the room. To which I would add “there is always trauma and always inequity in the room too.” And so hosting rooms is also a space to host restoration and repair and dignity. It’s not therapy. It’s not even healing, per se. It’s just leaving things better than you found them, as much as possible.
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Be thoughtful in how you host, even if it’s a short conversation. The absence of design is a kind of design choice. It often defaults to “the way we always do things” and that isn’t always a good thing. So be thoughtful. Add something slightly different. Take away something you don’t need.