Setting clear meeting objectives
A Scenario
Summary
Trust in a group dialogue process is partly built up by being clear and by following through on stated intentions. Stated negatively, trust is broken down by saying one thing and doing another. If meaningful participation is the aim of the dialogue (as it should be) this should be respected and be made clear from the start. In order to be clear about the purpose, it is useful to start from the end and think in a reverse direction.
The Problem
Those wanting to involve a group in dialogue as part of a process may think that it is a good idea but have not thought through the implications regarding trust. If people feel that they are simply being used to justify a decision that is already made or that they are asked to participate so that they can’t say that they were not involved, trust can be seriously jeopardised. This is a typical example of a double message that leads to tension and conflict. How do you avoid this? How do you create clarity regarding meeting content, purpose and limitations from the start?
The Pattern
Start from the end.
What is the purpose of the process? What is the change that the dialogue will contribute to?
It is important to be clear about the intended goal before you start. Think in terms of the change you want to see rather than specific actions. Specific actions may be answers to the wrong questions and should not be decided in advance.
In what way will a group dialogue contribute to this process and how will the results of the dialogue directly lead to the goal being realised?
Here one needs to ask whether the dialogue will contribute to the change that needs to happen? If not, don’t do it. If it is intended to contribute to ideas, support collaboration or make joint decisions this should be clear at the outset. (If the intention is a pleasant conversation so that people will get to know each other – that needs to be clear and a meeting or dialogue should not be marketed as anything else)
Which conditions need to be in place for such a dialogue to take place?
What is required for the participants in the meeting to be part of the process? Here are some examples: Those who have power need to agree to the intended purpose in advance. Participants need to feel safe to participate freely. They may need to commit to the process and agree to abide by its outcomes.
Now you can invite those who need to be part of the dialogue and be clear about the intentions and goals of the meeting or meetings.
The thinking in this scenario is based on the idea of formulating a theory of change.
The Context
You are planning a meeting and want to be clear about the purpose of the meeting. Doing so, will provide clarity and thereby a sense of safety for those participating in the meeting.
