Meetings provide a platform for people to investigate issues, explore new avenues, and agree on actions. They’re also an opportunity to highlight leadership skills, interests, and managerial styles. However, many fall short of this promise. Ask yourself how much return you get from your involvement in all meetings, but especially the board and executive meetings you attend. How much time and energy do you have left in your schedule to think, imagine, and communicate in other ways?
Some organizations are trying to get a grip on wasteful meetings, introducing no-meeting days, empowering people to make their own decisions, and improving the way meetings are planned and facilitated. At their best, meetings are purposeful, inclusive (of the people who actually need to be there), and participatory.
Nevertheless, some leaders don’t pay much attention to their own contributions to meetings, whether they’re leading or attending. Mark,* an executive I worked with, contributed substantively and listened attentively in meetings. But truth be told, he was bored of playing the same role and concerned his lack of enthusiasm was damaging his personal brand. When I asked about his strategy for meetings, he replied, “I don’t have one.”
In a world where there’s more focus on the quality of meetings, it pays to take the opportunity to showcase your best self to your colleagues and make the most of your own time and energy. The following five strategies should help.
Articulate Your Ambition Clearly
Too often, it’s not clear what a meeting is meant to achieve. Instead, the chair starts with the meeting with some pleasantries before rattling through the agenda.
Tom Fussell, CEO of BBC Studios, uses a different approach. He maps agenda items to the organization’s strategic priorities to focus the discussion. He also starts meetings by reminding people what they’re there to do. He encourages everyone to speak, noting that “it may take longer to make a decision, but it’s faster to make better decisions.”
If you’re looking to establish a clearer ambition for your meeting, take the following actions:
- Invite clarification beforehand. Avoid assuming that everyone agrees with the agenda. Encourage people to call out clarifications or disagreements before the meeting. Doing so increases the quality of discussion and buy-in of the group.
- Explain why the meeting matters. During the meeting, describe the relevance, materiality, and urgency of the discussion in relation to the organization’s strategy and journey. Be explicit about what you’d like to achieve, using statements like, “I’d like this meeting to move us closer to…” and, “We have an important decision to make in relation to…”
- Convey your belief in the group. If you’re looking to tackle complex issues (as meetings should; otherwise, let people get on with it themselves), you’ll need everyone to share their best thinking. Put them in a positive frame of mind by signaling your belief in their abilities, for example, by recalling past successes. Use a statement like, “remember when we had a great discussion about…”
- Work out how you want to show up. Don’t forget to develop your own ambition. What do you want others to think, feel, and do because of your contribution? What lessons can you learn from your impact in previous meetings?
Decide What Roles You Want to Play
Many executives adopt roles in meetings based on what they think is expected of them or what they’ve done before. For example, a CFO will represent the finance function and lead on finance-related discussions. Doing this can limit your sphere of influence — and your contribution. By deliberately shaping the role you want to play, you can quickly uncover new information, invalidate long-held assumptions, and test scenarios that may initially seem improbable. Here are a few roles to try out:
- Catalyst. Initiate a discussion and stimulate fresh thinking through analogies, stories, or precedents.
- Custodian. Ask how a decision will play out in the organization and what it would take for it to land well.
- Challenger. Question the logic, coherence, and validity of an argument with data, experience, and/or intuition.
- Convener. Encourage full participation by inviting others to join the discussion, making connections (“bridging”) between points and the people involved.
- Decision-maker. Frame the topic clearly, invite discussion of the issues and options, and make a decision in the meeting (avoiding taking it “offline” whenever possible).
Sometimes it pays to be open about the role you’re adopting, if only to encourage others to follow suit. One CEO I worked with liked to allocate roles when faced with a particularly tricky issue. That’s fine as long as it doesn’t become like “performance theater,” in which participants act out a conversation as if reading from a script.
If you’re left to your devices, select a role that the discussion requires and that you enjoy playing — for example, a “custodian” when considering the integration challenges of an acquisition. “Be careful not to play multiple roles at the same time, otherwise you risk confusing and disenfranchising others,” says Scott Newton, partner of Thinking Dimensions Global Consulting and experienced board advisor. He adds, “Once a CEO I worked with realized they needed to split their role of running the meeting and providing input, their decisions became more actionable, clearer, and the group felt more committed to the outcomes.” Use spaces between agenda items or pauses in the discussion to signal a change in your role. Help others understand this by saying, “I’m changing thinking hats here, so I’m going to focus on the facts” or, “I’d like to adopt the perspective of a customer listening to this conversation.”
Work Out Your Most Distinctive Contribution
An effective meeting requires a range of perspectives, skillsets, experiences, and styles, especially when the subject matter is complex. The challenge is for you to demonstrate your best self while being a good team player.
One executive, Molly,* talked a lot in meetings, often winging it. Her 360-degree feedback indicated that her colleagues were unsure of the value of her contributions to the group. To address this, I helped her focus on the quality of her contributions, rather than the quantity. This required more preparation and discipline in choosing when to speak up and when to listen.
If you’re looking to make a more distinctive contribution, start by working out where your strengths can best address the topics of the meeting. This could be from your:
- Credibility, or license to contribute from prior successes.
- Subject matter knowledge.
- Ability to problem solve or reframe, for example, using scenarios.
- Insights from other organizations, industries, or ecosystems facing similar issues.
Create “profiles” of other meeting participants in the same way you might for your customers. Map out their backgrounds, interests, perspectives, questions, and historical contributions. This helps you identify:
- White space. Topics where you might have more to contribute than others given your expertise and experience.
- Complements. Allies who share a common interest, experience, or background with you.
- Conflicts. Colleagues who have an opposing view to yours.
Use this insight to anticipate the perspectives, contributions, and reactions of others. Look to influence people in advance, if appropriate. Don’t go too far, though. Being distinctive isn’t about you winning and your colleagues losing — it’s about using your strengths to set yourself apart from others. It also shouldn’t leave you inflexible or dogmatic, loaded with limiting assumptions that may not prove to be true.
If you’re on an established team, reflect on your experience from a series of meetings and think about the capabilities you need to develop to make a distinctive contribution. For example, if you’re regularly dealing with sensitive topics, you’ll need to listen attentively to fully understand the perspectives of others before exploring options. Or, if you’re tackling a crisis, interrogate the issues by using problem-solving skills. Work out the best way to enhance these capabilities, from observing others who possess them to creating your own personal learning cloud of online courses and tools to using an external coach.
Use Signals Wisely
Meetings are full of signals and cues as to peoples’ interests and intentions. But many executives don’t take the opportunity to be intentional with their own signals because of a lack of preparation and self-awareness. They also fail to capture what’s said (or implied) in the meeting.
We’ve all seen the person on “autopilot.” Their mind is elsewhere as they replay what happened in the previous meeting or plan the next one. And, over time, their colleagues get frustrated, or worse, disillusioned with their contributions.
One executive I worked with, Sarah,* thought carefully about what she wanted to convey in a meeting, both in what she said and how she came across. That meant using her words, voice (pitch, volume, intonation), facial expressions, and body posture to signal her:
- Interest in the topic.
- Determination to solve a pressing problem.
- Creativity in developing new ideas.
- Ability to listen, recognize, and respond to perspectives of different people.
- Confidence in high-stakes situations.
- Positivity in challenging circumstances.
She also felt that the summary of actions and key points from the meeting only captured a fraction of the richness of the discussion and the dynamics between individuals. Instead, she used what she learned during the meeting to assess her team’s:
- Ability to meet performance goals.
- Alignment in the execution of the strategy.
- Capacity to take on new initiatives.
- Overall mood, heath, and well-being.
She found it helpful to write down the questions she sought answers for — or at least the hypotheses she wanted to test — before the meeting. That allowed her to start the meeting with greater intentionality. She also scheduled proper reflection time, immediately afterward and a few days later.
Manage Yourself in the Moment
Meetings can be emotional rollercoasters, especially if there are big characters and pressurized circumstances. A comment, suggestion, or implication from a team member can provoke a strong reaction, including frustration, insecurity about your position, or anger.
The challenge is to maintain enough of your composure to think clearly and communicate effectively. Avoid an overreaction that can linger in peoples’ memories and erase many of your positive contributions.
You can make strategic choices about how to manage yourself in the moment by:
- Being clear about where you should focus. If you’re clear about the topics you truly care about — and think the group should care about — you’ll be more selective about which battles to fight and which ones to steer clear of.
- Anticipating the triggers. Write down a list of topics (“We must do something about our customer service”), events (“Whenever we’ve tried to launch a new product, it’s gone wrong”), or people (“Whenever they interrupt me”) that will trigger an emotional response in you. Then develop a list of more constructive responses (“That’s the past, we’re a different organization now,” “I’ll come to you after I’ve finished my point, if I may”).
- Labelling your reaction. When you feel an emotional response, label it (in your head) as if you were a dispassionate third party. Pay attention to where you’re focusing and how you’re feeling while recognizing your limitations (so-called “meta-awareness”). Create some distance, even in the moment — look out the window, have a glass of water, control your breath, or center yourself physically (feet square to the floor, sit up straight).
- Refocusing your attention. Remind yourself of your ambition and focus, then look to reframe the discussion by refocusing attention on different ways to address the issues at hand.
Becoming more strategic in meetings is not about being self-absorbed or ultra-competitive. It’s certainly not about over-planning to the point that you become rigid in the meeting itself. Rather, practicing these five strategies will help you be more intentional with your actions and more likely to bring your best self to the discussion.
* Real names have been changed.
3 Strategies for Managing an Understaffed Team
Thanks to continuing resignations, many employees’ workloads have increased to untenable levels. There are a few common solutions for staffing shortages: redistributing work, hiring replacement employees and outsourcing lower-level tasks. But amid the Great Resignation’s persistent talent shortage, many managers are finding that their usual go-to solutions aren’t enough. The author presents three strategies for managers struggling with understaffed teams.
With job resignations still up 23% above pre-pandemic levels, many organizations are short-staffed. When just a few employees resign, their workloads can usually be redistributed among the remaining employees. Indeed, resources abound to help managers fairly divide workload and to help employees manage the increased workload. However, as departments of 50 become departments of 35 and teams of 10 become teams of seven, workload redistribution is an untenable long-term solution.
In addition to redistributing work, there are a couple common solutions for staffing shortages: hiring replacement employees and outsourcing lower-level tasks. But amid the Great Resignation’s persistent talent shortage, many managers are finding that their usual go-to solutions aren’t enough. Here are three strategies for managers struggling with understaffed teams.
Rethink Project Calendars
One of the fastest ways to turn high performers into low performers is to allocate their time to so many different projects that they don’t have time to think deeply. For example, in my work with a global insurance company, as the number of treasury managers dwindled, one historically high-performing treasury manager found herself spending 10% of her time on each of 10 major project teams — with no time to spare for her individual job responsibilities. The result was weekly calendars full of double-booked meetings, multiple frustrated teams, and poor results.
It’s critical to prioritize projects and defer what you can. For example, does there really need to be a system upgrade every year, or is every other year actually fine? What you can’t defer needs to be implemented more strategically and scheduled more carefully — preferably sequentially. If the treasury manager had four weeks allocated for each project, with a slack week in between for overages or previous project revisions, each of the 10 projects could have been accomplished within the year, and with two weeks to spare for some well-deserved PTO. Although it can be tempting to fight over scarce resources and demand your projects are the priority, as a manager, it’s more important to get employees’ focused effort rather than clock time. Stated differently, don’t just grab for whatever you can get — help employees be their best.
Prioritize Core Client Needs
Traditional business teaching emphasizes the importance of having a diverse portfolio of clients and products to minimize risk and make your business stronger. Indeed, focusing on only a few big clients is potentially precarious. However, when you’re in a situation where you can’t manage your entire client base well, giving everyone a little may prompt important unsatisfied clients to move on.
It’s a reoccurring theme across industries (e.g., investments, insurance, and health care) that the number of policies, customers, or patients that an employee is expected to manage has significantly increased — sometimes even doubling or tripling. For example, an asset manager I worked with at a multinational financial services company who two years ago was expected to call about 60 clients per week now has a client load of 246 per week. That comes out to fewer than 10 minutes per client with no time allocated for anything else, like meeting with new clients or conducting market research. No client was getting great service and the employee was working long hours and constantly under tremendous pressure. Unsurprisingly, they just accepted a new job.
Sometimes prioritizing clients involves firing clients, but there are less-drastic measures to try. For example, does every client really need a personal phone call every week, or might some be satisfied with a call every quarter accompanied by automated weekly emails or monthly newsletters? Also consider whether algorithms or even simple group sorting/filtering in Excel could be introduced to determine which client should be a priority on a given week — for example, those whose investments are currently experiencing market volatility. Ideally, a mid-range solution will be effective at reducing employee workload while maintaining your client base. But if not, you may need to prioritize your core clients over having a large portfolio of clients.
Find Quick Interventions
Look for interventions that can substantively improve employees’ daily work and be mastered in less than a week. For example, are there ways to automate data entry, such as converting paper forms into electronic forms that clients enter themselves? Could teaching employees a few formulas in Excel or creating report templates save hours of manual computations? Could three levels of approval be reduced to one, or could the dollar amount requiring approval be increased? Could a shared document repository be used to save the project lead hours of integrating feedback from 10 people’s emails?
Alternatively, if it’s the less-frequent tasks — for example, monthly financial or operational reports — that are the bane of your employees’ existence, try to make any process improvement interventions even shorter (ideally, a day or less). If you can, bring in external consultants or human resources to manage much of the design and rollout of the interventions to avoid further overwhelming an already overstretched workforce. Although investing in process improvement may be expensive, it’s likely much cheaper than recruiting, training, and managing a revolving door of employees who are all frustrated by broken processes.
. . .
Thanks to staffing shortages, many employees’ workloads have increased to untenable levels. For the workplaces running on a skeleton crew, now is the time to implement process improvement interventions, prioritize your core clients and products, and assign your employees to fewer concurrent projects — not more.
Balancing Autonomy and Structure for Remote Employees
As major companies like Google and Apple have begun mandating a return of all employees to the office for a certain number of days per week, the debate about flexibility and autonomy continues to develop. More organizations are taking a firm stance on where they feel their employees should work, once again casting the spotlight on the question of how much say employees should have in determining their own work arrangement — whether they should be able to decide where and when they work, or whether their organization should make that decision for them.
Even since before the post-pandemic return-to-office discussion, there had been many diverging opinions about the best approach for leaders to take. This has resulted in headlines ranging from “Let Employees Choose Where, When, and How to Work” to “Don’t Let Employees Pick Their WFH Days.” In this wide-ranging debate, advocates for leadership control over employee work arrangements are often seen as insensitive to the needs of employees. Similarly, advocates for full employee control over their work arrangements are perceived as blind to the needs of the organization. However, in many cases, both of these arguments miss the mark. If executed correctly, allowing employees to choose where and when they work can both boost the employee experience and give leaders the structure and predictability they need to make key strategic decisions for the organization.
Here, we present a roadmap showcasing how leaders can use office spaces and technology to empower employees to create structure in their work arrangements, even when they have full autonomy to choose where and when they work.
Employees want to choose where and when they work
The new Jabra Hybrid Ways of Working 2022 Global Report shows that employees with full autonomy to choose where and when they work unanimously report a better work experience than those with limited or low autonomy. Below, you can see how we’ve defined these various groups:
- High autonomy: “I have full autonomy to choose where and when I work, with the ability to come into the office if I want.
- Limited autonomy: “I’m required to work remotely full time and can choose to work anywhere but the office”;
“There is a minimum number of days required in the office, but I can choose which days to come in.”
- Low autonomy: “I’m required to work in-office full time”; “I work from home and the office, but the days are chosen for me (e.g., required in office on Tuesdays and Thursdays, and from home on Mondays, Wednesdays, and Fridays).”
In the study, we define work experience as an aggregate of eight different metrics: sense of belonging, motivation, productivity, trust in team, trust in leaders, impact, work-life balance, and mental well-being. When asked how their work arrangements impact various aspects of their work experience, high-autonomy employees report the highest levels of belonging, motivation, productivity, trust in team, trust in leaders, work-life balance, and mental well-being. In some cases, these scores are more than 20% higher than their low autonomy counterparts. Interestingly, the sense of impact that employees felt they had in their organization barely varied across any of these groups. In the future, leaders and managers will need to find alternative ways to boost employee sense of impact, such as through increased reward and recognition.
In today’s battle for talent, employee experience has become a key focus for many leaders. Empowering employees to choose where and when they work can be one of the biggest drivers of a better experience at work.
Flexible location choice will continue to grow as a priority
The shifts of the past two years have given employees good reason to reprioritize their lives to focus more on their health and well-being. So much so, in fact, that our research last year found that the majority of employees had come to value flexibility more than salary and other benefits. This flexibility has given them the opportunity to find newer, better ways of doing their jobs from anywhere and on their own terms.
Employees believe that these new, better ways of working are here to stay. In fact, our latest data shows that 64% of Gen Z and 63% of Millennials consider their office to be their laptop, headset, and wherever they can get a strong internet connection, compared to only 48% of Gen X and 43% of Baby Boomers. It’s clear that the future of work — a future made up primarily of these younger generations — will prioritize having the freedom to work from anywhere.
Leaders are concerned about letting employees choose location
Despite the major motivation, productivity, trust, and well-being benefits of increasing employee autonomy, many business leaders may find relinquishing all location decision-making power to employees to be a disconcerting thought; after all, it’s leaders who need to make important decisions about what to do with the organization’s physical infrastructure. CBRE, a global leader in commercial real estate, released a report in 2021 indicating that “corporate real estate professionals are being tasked with developing more agile strategies in the face of portfolios that are bound by contractual obligations, depreciation schedules, and cultural norms.”
This same sentiment is leaving many business leaders asking themselves important questions about the future of their organizations in a hybrid working world. Should we sell off some of our real estate? What do we do with our desk arrangements or meeting rooms? How do I service our technology needs if I cannot predict how many employees will be working in the office? If leaders are to make informed decisions on these crucial questions impacting workplace investments and overhead costs, they need to have a predictable and stable overview of how their employees plan to work. They need to understand how buildings, spaces, and technology will be used.
Employees seek habits, structure, and predictability
We’re creatures of habit. In much of what we do, we strive for balance and structure, not least between work and life. It’s this predictability that offers us more certainty and allows us to get the most out of our lives. And just because employees can choose where and when they work doesn’t mean that they’ll override these inherent human tendencies. They’ll still try to create structures and habits in the day-to-day that allow them to optimize their time.
Take one example from the workplace. In our research, 69% of high-autonomy employees said that if they didn’t have a permanent, regular desk or office at work, they’d still try to sit and work in the same spot every day anyway. This number is the same for low-autonomy employees and only 2% lower for those with limited freedom to choose where they work. Predictability triumphs regardless of the amount of autonomy you’re able to exercise at work. Similarly, knowing what your workday will look like can be a great motivator for coming into the office, and employees will be more likely to do so if they know what to expect.
We found that as the amount of time a given employee spends in meetings goes up, so too does their preference for their home workspace over their in-office workspace. With 80% of all meetings now fully virtual or hybrid, in-office meeting spaces aren’t being utilized to the extent that they were prior to the pandemic. And with the work-from-home shift of the pandemic, 42% of employees have reconfigured their home workspaces for a virtual working world (a number that rises to 68% for those spending more than half their time in meetings). As such, many are better equipped for today’s virtual workstyles at home. The reliability and predictability of their home collaboration experience offers more certainty about the trajectory of their day than the prospect of coming into an office that isn’t optimized for a virtual style of work.
Here, leaders are in a bit of a Catch-22. On the one hand, many are hesitant to reconfigure offices without mandating that employees use them. On the other hand, they can’t expect employees to want to go back into the office when their home setup is better for virtual work and collaboration. If office spaces are brought up to speed with the capabilities of many employees’ remote locations, the predictability of their office use habits will be easier to map out.
Three steps to leading a high-autonomy hybrid organization
With the right strategy, leaders can leverage the trust and well-being benefits of increasing employee location choice — both of which contribute positively to productivity — while still being able to make business-critical decisions about what to do with the organization’s physical infrastructure.
Step #1: Create spaces that actually meet the demands of a virtual-first working world.
Our data shows that employees recognize the value of having access to multiple places to work, both in terms of maximizing productivity and feeling a sense of belonging in the organization. The top two reasons for wanting to come into the office are focus and collaboration — two tasks that are often seen as diametrically opposed to one another. But the current state of offices leaves employees with a subpar environment to effectively complete these types of tasks.
For example, a recent Bloomberg piece reported that “one of [one employee’s] main annoyances is the echo when she’s seated next to a colleague on the same call as her.” “Sometimes,” writes the author, “she can’t even understand what’s happening in the meeting because of it.” Because workspaces aren’t purposefully thought out, employees are forced to blend the physical and virtual worlds in a way that reduces the value of both.
For both individual focus and group collaboration tasks, employees must be able to access spaces that reduce these types of disturbances and maximize the utility of virtual tools. One way to do this is by considering the acoustic and visual privacy offered by any given space. Our data shows that employees prefer spaces with acoustic privacy (61%) over visual privacy (39%). In other words, they’d rather work in spaces where they can’t hear or be heard by those outside of the space than spaces where they can’t see or be seen by those outside. And this makes sense, as acoustic privacy lends itself well to increased concentration as well as to virtual collaboration environments where audio quality oftentimes poses quite an issue for many.
The death of in-office collaboration is being driven in part by a superior remote experience with technology that is better suited to the environment in which it’s being used. Creating office spaces that allow employees to access virtual environments more easily will make their lives easier, consequently allowing them to create predictable work habits and space usage patterns.
Step #2: Supplement the diminished sense of belonging in the office space with an increased sense of belonging in the virtual space.
For a long time, many employees had a personal desk or office at their place of work. And oftentimes, these spaces were points of great pride for employees, spaces where they would keep their favorite coffee cup and proudly display photos of their children. With the rise of hot-desking — a necessary decision for many companies transitioning to a hybrid model — we know that personalized spaces are rapidly disappearing in many offices. Similarly, employees are resistant to the idea of not having a place they can call their own: four in 10 say they would feel less loyalty and commitment to their company if they didn’t have a regular, permanent workspace in the office. And why wouldn’t they feel that way? For many employees, that sense of belonging and ownership they had over a personal space was taken away and they were given nothing with which to replace it.
With our presence in the organization being primarily perceived virtually, that very same sense of belonging that employees once felt in the office space must be replaced with a sense of belonging in the virtual space. This is especially true for organizations proceeding with hot-desking arrangements. The personal artefact that was taken away from them — the desk or office — must be replaced with their own personal technology that offers them a sense of ownership and belonging in the new virtual world of work.
This then raises the question of which technologies best enable that increased sense of belonging and inclusion. Our data found that users of professional audio devices reported feeling more included in virtual meetings than those using either consumer audio devices or the microphones and speakers built into their laptops. In fact, users of professional headsets were 11% less likely to feel left out of the conversation in virtual meetings than consumer device or built-in audio users. Similarly, professional headset users were 14% less likely to report not being able to hear what’s being said in the meeting than built-in users and 12% less likely than consumer device users. If employees are to feel a sense of belonging in these professional virtual environments, they need the professional tools and technologies built exactly with those environments in mind.
Step #3: Let employees find the balance that matches their life’s new rhythm.
Now that the architectural and technological backdrop is all in place, leaders can focus on building a flourishing high-autonomy work culture. With this setup, employees have all the elements they need to build work habits that work for them. Over time, a picture of the organization’s average workplace occupancy rates will begin to emerge. Consequently, leaders can then use this information to identify that balance and make well-informed, strategic decisions about the company’s future real estate and technology needs.
When leaders give employees the freedom to choose where and when they work, it signals that they trust them to do the job they were hired to do. The data shows that that trust is then paid back to leaders and teams at a very high rate, building a tight-knit culture of inclusivity and belonging. With the right spaces and technology in place, employers enable employees to create structure in the way they work, thereby improving the employee experience. And by following these steps, a high-autonomy approach to work will create happier, healthier, and higher-performing employees who will be able to find a balance that benefits both themselves and the wider organization.
When Trust Takes Away from Effective Collaboration
Leaders should be aware of a counterintuitive risk of trust: A strong emphasis on trust can lead to inertia, as employees might prioritize appearing trustworthy over behavior necessary for good, collaborative decision making. For example, in order to maintain a perception of being competent and trustworthy, an individual might withhold information or share inaccurate information when things aren’t going well. The author has spent over a decade making research on collaboration useable for organizations ranging from scaleups becoming unicorns to incumbents embracing transformation. He explains how overemphasizing trust can hinder collaborative decision making and cause inertia — and how leaders can strike the right balance between trust and progress.
Research shows that it takes a long time to build interpersonal trust in organizations. When people from different groups come together to cross-collaborate on important strategic challenges, there will be low trust between the individuals who haven’t worked together before. The same is true when a startup brings in new executives to help scale the business, or when an incumbent organization brings in new individuals with new competences into their decision-making processes and management team.
Heuristics like “collaboration is all about trust” would suggest that the examples above are doomed for failure, and the low success rate of inclusion and cross-collaboration we see in organizations might, at first sight, appear to be the proof. Fortunately, contrary to common belief, trust is not a prerequisite for teamwork and collaboration. Research on teaming and collective intelligence suggests that if we focus on getting a few things right, new constellations of people can collaborate effectively before they’ve had time to build trust.
Successful transformation depends on the organization’s ability to bring people with diverse competencies together to make high-quality decisions. In such situations, shifting attention away from creating trust toward information sharing, perspective taking, and effective turn taking can help organizations make progress on and speed up change and transformation.
Building trust vs. proving trustworthiness
Leaders should be aware of a counterintuitive risk of trust: A strong emphasis on trust can lead to inertia, as employees might prioritize appearing trustworthy over behavior necessary for good, collaborative decision making. For example, in order to maintain a perception of being competent and trustworthy, an individual might withhold information or share inaccurate information when things aren’t going well.
I’ve spent over a decade making research on collaboration useable for organizations ranging from scaleups becoming unicorns to incumbents embracing transformation. Below I will explain how overemphasizing trust can hinder collaborative decision making and cause inertia — and how leaders can strike the right balance between trust and progress.
How trust and distrust interfere with decision making
Two things stand out as critical to collaborative decision making on complex challenges.
First, in a fast-changing environment, you need access to accurate and updated data in order to make good decisions. The data for simple decisions is relatively easy to come by. For example, most organizations I’ve helped can access real-time customer data that they can analyze and base quick, smart decisions on. But most complex strategic challenges — for example, cross collaboration to meet a changing customer demand — require humans to bring in most of the important information.
When industries transform, organizations need new competencies. Most often, those competencies come attached to a person, who may differ from established employees in terms of background, values, demographic characteristics, etc. Thus, being able to include new individuals and their information into teams and decision-making processes is the second requirement for collaborative decision making.
Trust is a vague term and has a vast number of definitions. To understand trust in regard to collective decision making, keep these two definitions in mind:
- In the organizational context, trust is most often defined as an interpersonal relationship that forms when a person shows consistent proof of competence, benevolence, and integrity. This kind of trust takes a long time to build and is easily broken.
- More broadly, trust describes the intuitive and immediate feeling we get when we interact with another person, especially new individuals. This feeling is based on past experience: If the new person looks, sounds, and acts like people we’ve had a positive experience of, we intuitively feel trust. If the new person is different, we feel distrust. The greater the difference, the more distrust. This kind of trust is closely linked to unconscious bias and has nothing to do with the new person’s competence or the quality of the information they bring to the table.
Problems arise when our intuitive feeling of distrust makes us more doubtful of the information brought by new individuals who haven’t had time to prove their trustworthiness. This puts us at risk of undervaluing important information that’s communicated by someone new and overvaluing other information. Since new individuals often possess crucial information, this can be detrimental to transformation and strategic progress.
Another problem is when feelings of distrust cause established individuals to challenge a new person in ways that they don’t challenge other established collaborators. This can trigger feelings of exclusion and defensive and provocative behavior between the parties, which in turn harms the productive exchange of information that collaborative decision making depends on. Excluding behavior often comes from individuals who believe they’re safeguarding and protecting their organization. Unfortunately, they fail to realize that their behavior is keeping the organization from accessing the information needed for strategic progress, transformation, and long-term survival.
Organizations that overemphasize trust risk triggering this kind of unproductive behavior. Of course, it’s important to know that people in the organization are trustworthy, but management meetings and strategic collaboration efforts are not the right time to perform such evaluations.
How our focus on trust drives inertia and poor decision making
Individuals naturally want to establish themselves as competent and trustworthy in the eyes of their peers and leaders. But it’s much harder for people to work together on high-impact, complex transformation challenges if they’re more concerned with appearing trustworthy than with effective exchange of information and ideas. Here’s what that can look like in practice:
- New individuals hold back information, challenging questions, and out-of-the-box ideas in order to establish themselves as competent, benevolent, and trustworthy.
- Individuals representing the old norm who are not experts in the area of transformation hold back questions and hide ignorance and knowledge gaps because they’re afraid to appear less competent and trustworthy.
- When things don’t go according to plan, individuals hide information or share an inaccurate picture of the situation to avoid looking incompetent or like a failure.
- In cross-collaborative settings, individuals withhold information, questions, and ideas because there’s a history of distrust between different departments.
- Individuals refrain from openly changing their mind, as they’re afraid of appearing inconsistent and unpredictable.
The more an organization emphasizes the importance of trust, the more the behaviors above amplify.
How to keep trust from getting in the way
To maximize productive behavior and strategic progress when gathering diverse groups to solve important, complex challenges, leaders are wise to communicate that:
- Trust is important to many aspects of organizational success, but interpersonal trust is not a prerequisite for collaboration. This is important, as the inaccurate notion that “collaboration is all about trust” is deeply rooted.
- Feelings of trust and distrust are natural when collaborating with new individuals. However, they’re intuitive biases and should be set aside. Consider the advice of Nobel prize winner Daniel Kahneman: “Delay forming an intuition too quickly. Instead, focus on the separate points, and when you have the full profile, then you can develop an intuition.”
- It’s vital to get the most accurate data on the table, even when that data is unpleasant to share. Everyone involved is responsible for creating an atmosphere where others can act with both candor and vulnerability when sharing their perspective.
- Our individual willingness to explore and take each other’s perspectives is key to progress and effective decision making on complex challenges.
When leaders focus on getting the conversations right, groups often improve decisions and progress quite quickly. The experience of shared progress often strengthens trust between collaborators. It might sound counterintuitive, but shifting attention away from trust might be one effective way to quickly build trust in new constellations.