Earlier this year some of us long time members of KM4Dev, the global community of practice knowledge management in international development, were asked to share a few thoughts on video. You can enjoy 25 of them here. I have been slowly working my way through them.
I had forgotten what I said, but when I saw my own video, I was surprised at how the things I learned through KM4Dev continue to be pillars in my post-paid-work “rewirement.” Take a peek and see what resonates!
I’m working on a pro-bono project and came across a request for an online meeting resource. After scrolling through a mind-numbing number of “ok” resources, and struggling to re-find old favorites, I thought I’d share some patterns instead of a recipe.
This is something I’ve been playing with for the new Liberating Structures (LS) book Keith McCandless and I are writing. It comes from a draft chapter on how to get started with LS. It describes six steps or phases of implementation and builds on common meeting and facilitation practice, and expresses the “how” by using LSs. You can replace your favorite interaction processes, all the while y’all know I dearly love Liberating Structures!
Each section has a section for purpose, process/Liberating Structures and tech/artifacts. This just gives you a taste, some hints and resources, but not the full meal. If there is something specific you want to know more about or have questions, please leave comments!
TDLR: Connect people immediately through small group breakouts for meaningful conversation. Reduce presentations. Alternate pacing, mix up people in breakouts and collectively identify what is important to capture. Enable technologies that give power to people to contribute visually, verbally, in text and to interact with each other rather than centralized control.
Define the group’s purpose to inform agenda design.
Hints:
Design your agenda. Prioritize people and connection before content. You can use LSs for planning too. Purpose to Practice helps include all the aspects of a meeting plan. Design Storyboard helps consider process options and patterns. Always be ready to shift if something shows up in the room suggesting change and adaptation.
Hints:
Connect People/Get Started
Share Information or Expertise
Explore Context (internal and external)
Devise Options
Attend to Process and Feelings
Reflect
Identify and prepare the technology and visual supports needed for your meeting.
Hints:
Support connection and a graceful entrance into technology and launch with interactions that set the tone for the meeting. Attend to the diverse needs of people with a welcoming, inclusive and aesthetic environment.
Immediately use LSs that focus on small group breakouts so people can connect and be seen/heard/respected through meaningful, relevant conversational prompts. This is very different from “go around the room and introduce yourself” which can be numbing after a while. Avoid random ice breakers and focus on your purpose. If people are new to tech, make the breakout process as simple as possible to serve as “practice.” You may be pleasantly surprised at how effective starting with meaningful conversations in breakouts changes the tenor of the whole meeting. It says “what you think, say and feel matters!”
Hints:
Support the use of LSs (or other relevant processes) to achieve the group’s purpose. Delete anything that does not serve the purpose and the participants, where possible. This includes generic welcome talks, over-general presentations and a detailed description of the agenda. Hit the points that move the purpose forward.
Follow the minimum specifications of each LS, at least until you are familiar with them. Then improvise. Notice where people do or do not understand your prompts and invitations; take a breath and try again. If people are getting confused, slow down. If things are getting repetitive and “speachy,” speed up. If a moment arises when everyone wants to talk, send them into breakouts so everyone gets a chance to talk (not just those comfortable speaking or dominators) and ask the groups to share back ONLY what they think everyone should hear. Capture key points.
Develop practices to identify next steps and preparation for moving forward. Debrief for future process and improvement. Next steps can be at any or all levels—individual to whole group.
Bring the meeting to a close so everyone has clarity on next steps. Provide a human transition in a tech-driven, abrupt environment. F2F we can chat after a meeting has ended, wave, and say goodbye. With intention, we can do this online.
Keep data organized and available for “lifting off from where we left off.” For one time meetings, this can be as simple as bringing together all the artifacts and sending out links or pdfs. For ongoing work, call out conclusions, next steps and actions and send them as soon as possible to participants.
This work is more administrative than something connected with group process. However, having the participant representatives involved in designing the meeting suggests we can also do this at the output stage. What do THEY find important? What meaning do they make of the data?
A guest post by my friend and colleague, Philip Clark (bios at end of post for Philip and Lynda!)
“Here is a test to find whether your mission on Earth is finished: If you’re alive, it isn’t.” Richard Bach
Within the larger Liberating Structures network there is a community of practice devoted to the development and understanding of Strategy Knotworking (SK), a set of six questions, often explored using various Liberating Structures (LS). SK lends itself to complex contexts and where there is a desire to engage everyone in planning.
This is the third installment (here is the first, here is the second) of takeaways from the various conversations that we have been fortunate to have with seasoned practitioners on Strategic Knotworking (SK). The entry focuses on Lynda Frost.
One of Lynda’s distinctive professional marks is her vast competence and experience in both strategic planning and facilitating Liberating Structures (LS). In fact, when it comes to LS, she undoubtedly falls in Everett Roger’s “early adopter” category. Her use of LS is not only fluent, it can be pervasive.
So it is worth paying attention when she remarks that SK is not primordially a strategic planning tool. People familiar with prior blogs may remember that the issue of execution, or operational savvy or action planning were matters of concern for other practitioners as well. For Lynda, SK essentially serves to explore, share and socialize important, critical strategic content but is not geared to finalizing a written strategic plan. Other tools do it better. To use her own words, SK is a great way “to navigate the strategic process.”
New tools bring new questions and new outlooks. For instance, David La Piana – Lynda’s inspiration for strategic planning for her nonprofit clients – talks about Comparative Advantages [His exact expression is “competitive advantage” but Lynda prefers “comparative advantage”] i.e., the unique skills that an organization possesses which Lynda uses to articulate Context.
This switch is not neutral since the notion of Comparative Advantage has deep strategic roots ever since Michael Porter’s article in 1979; more importantly it shifts the attention from external influences by linking them to internal capacities.
Lynda’s interview offers a wealth of insights. Here are 3 takeaways:
Like most significant consulting interventions, obtaining approval for a participatory strategic workshop usually involves a series of critical steps. Here are some elements worth considering.
Step 1 with the executive team: the job consists in understanding the group dynamics, setting clear goals, checking for commitment, and evaluating the compatibility of the organization’s culture with the LS mindset among other things.
One of the most important factor is group dynamics, that is the level of cooperation between people. If an organization is marred with conflict, tension, infighting, any approach to collective action should start with some form of reconciliation. In this context, Appreciative Interviews because it describes situations at their best can be an effective structure to build (or repair frazzled) relationships while gaining substantive insights to inform the planning process. Group’s dynamics will also impact how groups will be formed: will they be a mix people and functions, or will they follow the organization’s chart?
Step 2 the Planning team: It’s function is to lay out the retreat’s purpose, structure, goals and participation. At this stage, it is key to have diverse perspectives within the group.
This is when Lynda will introduce LS both as a canvas (or metastructure) and/or as a set of tools. As it is, Purpose to Practice can provide the overall blueprint whereas individual LS will be used to address specific instances such as scoping, setting rules, principles, participation, etc. As a result, the planning team will be somewhat familiar with LS before the start of the strategy meetings.
Lynda will also walk the Planning team through more complex structures that she will use during the strategy sessions; often these include her two favorite LS : Ecocycle Planning and Critical Uncertainties (CU).
The Planning team should meet 2 to 3 times before a 1-2 day workshop to ensure thorough preparation.
Step 3 facilitating the retreat: the intensive phase of the work is often an in-person or virtual retreat between a half day and 1.5 days over a weekend, with smaller online co-planning meetings leading up to the retreat and following up as a debrief and accountability tool.
The second characteristic of Lynda’s practice I chose to share with you concerns Purpose writ large. Purpose, you’ll recall, is step 1 in SK. It is also the 10th principle of LS “Never start without a clear Purpose” which, experience shows, especially resonates with nonprofit organizations.
Lynda will spend a fair amount of time making sure a good purpose statement or mission statement will resonate with the participants. Like she says : “ I want them to really feel like they’re looking at that mission, they’re reading it and they’re thinking about it before we get into anything else.”
To insure adhesion, she will avoid “mission or purpose language” preferring a more oblique approach. For example, she may start with something like “what is the fundamental value of your organization?” or “how did you first get involved with the organization?” or even, in cases where there are a number of new people in the room, with a prompt on their engagement to insure their inclusion and boost their confidence.
If the group is small, she will use Impromptu Networking to gather stories, perspectives, ideas. If the group is larger, she will opt for 1-2-4-all. If it is online, she will favor Chatterfall .
In a longer version, she will favor 9 word purpose statements over 9Whys. Purpose, mission or vision are so central for Lynda that her final report will rate each strategic initiative based on its alignment with the mission as well as other key criteria identified by the group [For example, a strategic initiative might be rated based on 4 criteria: the consistency with the mission, the organization’s competitive advantages, the organization’s capacity to implement, and the financial viability of the initiative].
I said it several times before, one of the greatest feature of SK is its malleability. With Michelle, we saw that when an organization is fraught with tensions, history could provide a good basis for reconciliation. Context then is not just “What is happening around us that demands a fresh approach?” It can be “where do we come from and what has been lost that could be rekindled”. With Lynda, as we have seen, Context can become “what is/are our comparative advantage(s)?” In other words, “what is it that we do or have or built that is unique and attractive to our clients or users or beneficiaries?”
Because time is precious and thinking slow, Lynda doesn’t hesitate to mix asynchronous work with synchronous activities. This is the case with the comparative advantage. Participants are asked to look at adjacent organisations prior to the workshop to get a sense of what they do differently. Once in the workshop with the content ready at hand, they can quickly discuss what makes them unique (smoother communications, quicker decision making, better delivery, etc.…) and converge using 1-2-4-all.
Lynda’s favorite LS for strategy work are Ecocycle Planning and Critical Uncertainties (CU)
As a rule of thumb, she wants to get Ecocycle up and running as soon as possible in the workshop, usually at the end of the morning. Ecocycle allows people to map their activities whether they are just talked about, getting traction, fully mature and running out of steam. It is all about doing. It can also level-set the group, informing newer members and giving long-term participants a place to gather historical and current initiatives.
CU will come in to get a broader view, and guide strategic planning, not just built resilience. One remembers that CU consists in two perpendicular axis. The first one is about uncertainty: what is most uncertain and what is less in your situation. The second is about criticality: again what is most critical and what is less.
When working with nonprofit organisations, Lynda suggests money for the uncertain axis. In other words, will money be available or not. And for the critical axis, the policies in place; are they enabling or are they limiting. This brings a strategic layer to Ecocycle and allows for the selection of activities going forward according to the scenarii discussed in CU.
If I were to summarize Lynda’s approach to Strategy, the words that come to my mind are “keep it simple, keep it moving”.
Simplicity starts with using the right kind of language. It then translates into the use of simple LS such Impromptu Networking, 1-2-4-all, Conversation Café. For example, 1-2-4-all can be used to determine the comparative advantages, the values of an organisation or even purpose, and/or its ambitions. You can also simplify the process by fully taking stock of what a given LS can give. For example, ambitions can also be derived from Ecocycle. And Conversation Café turns out to be very effective at identifying existing and emerging priorities.
Now of course Lynda’s repertoire is much larger than this and she will, given the right opportunity, include User Experience Fishbowl to bring lived experience into the process, and 25/10 and Shift and Share to decide on which initiative to pursue. More playful structures in development can serve other purposes. A favorite one is Drawing Monsters to address concerns or fears about changes associated with a new strategic plan.
The simplicity of these structures also allows for a nice rhythm to set in. But it seems to me that the real momentum is due to a focus on concrete actions from the get go. First, there is what can be called a standard operating model applicable to almost all small and medium nonprofit. Then there is the marriage of specific planning tools – themselves streamlined – with LS. For example, selecting priorities is made easier by the customized “strategy screen” measuring each potential initiative on a scale of 1 to 5 around key criteria such as alignment with purpose, enhancement of comparative advantage, feasibility, and financial viability.
The switch from Context to Comparative Advantage also emphasizes concreteness by zooming on known strengths and/or developing news ones. The way Critical Uncertainties is designed with its 2 distinct phases and its orientation towards operations definitely also leans toward action.
In fact, Lynda’s clients benefit from both world: the world of planning oriented towards actions and the world of creativity and collective intelligence brought by LS.
Our Guest and Guest Author
Lynda Frost, J.D., Ph.D. Lynda has lived and worked on four continents, but calls Austin TX home since 2003. She’s committed to helping foundations, nonprofits and other agencies maximize their impact in improving health, human services, education and criminal justice outcomes for the most vulnerable communities. She’s passionate about fair and effective process, with expertise in facilitating groups to maximize the engagement of each participant to apply what we know to make positive change on the ground. (https://www.linkedin.com/in/lyndaefrost/ )
Philip Clark: After running his company -a digital design firm – for 10 years, and the innovation department of Orange Business Services, Philip now teaches innovation and change at the university of Applied Science in Lausanne Switzerland. He also facilitates organizational transformation with a special emphasis on complexity designed tools and methods (Liberating Structures, Cynefin, Estuarine, Sensemaker…) promoting collective intelligence and distributed leadership. Contact Philip to collaborate and share ideas (https://www.linkedin.com/in/philip-evans-clark/)
I was reading the spectacular, “When Women Were Birds: Fifty-four Variations on Voice” by Terry Tempest Williams and this quote jumped out at me.
“Perfection is a flaw disguised as control.”
Terry Tempest Williams
I’ve been working on a writing project with Keith McCandless around Liberating Structures and time and time again we reflect on how control shows up. Perfection is one of the ways. When trying to work with emergent ideas, this is a huge, wet blanket.
Introduction: I am happy to share the blog space with guest author Philip Clark along with Michelle Laurie sharing some of the learnings of our little CoP on strategy knotworking. You can read their bios at the end of the post!
From Philip: Special thanks to Nancy, Lynda, Fisher, Michelle, Barry, Susan
The strategy game starts with being honest with yourself.
Simon Wardley
Within the larger Liberating Structures network there is a community of practice devoted to the development and understanding of Strategy Knotworking, a set of six questions, often answered using various Liberating Structures, that lends itself to complex contexts and where there is a desire to engage everyone in planning.
Late in 2023 we started doing a series of Users Experience Fishbowls with seasoned practitioners to hear their stories, learn from them and share their experience with our community at large. So far, we have had the pleasure to talk to Lynda Frost, Fisher Qua, Michelle Laurie, and Barry Overeem. We also had the chance to listen in on a presentation Keith McCandless did of a knotworking case of his own. It started a few months back when Keith went on a tour of LS communities presenting a case study about Strategy Knotworking (SK).
The amount of wisdom, heuristics, different usages and details provided by our guests is substantial and will take some time to digest. All our sessions are recorded, all have transcripts. You can access these materials via our # Knotworking group on Slack (leave a comment with your email below and Nancy will invite you) and our GoogleDrive folder (https://drive.google.com/drive/folders/1573AmVQpJhQW20UgbTqLvwVfiHIhUNfp)
One of the sessions that resonated with me was Michelle Laurie’s. Here are a few nuggets I have found particularly enlightening.
Michelle’s work takes place in particularly complex environments where her clients can include communities, local and regional governments, non-profit organizations, etc… The specificity here is that multiple players have multiple objectives. There are also trust issues. Building trust is an important foundation to collaborative planning and, for Michelle, you won’t be surprised to discover, strategic in nature. More of this in a minute.
About strategy
Michelle described three different cases. One thing they had in common is that you rarely start with a blank page. In other words, some strategic elements can be relatively stable over time which implies that the past is as important as the future.
Another thing common to all three was the importance of preparation. All of them needed lot’s of it. The more you prepare, the easier and nimble the delivery (especially if you need to adapt quickly). The trick is to have it done by the client as much as possible.
Knotworking offers a structure through the use of six questions: 1) What is the purpose of our work? 2) What is happening around us that demands change. 3) What challenges and wicked questions must we face to achieve our purpose? 4) Where are we starting, honestly? 5) Based on what we have just learned, what is now made possible? 6) What are we going to do, what are the next steps and how will we know we are making progress? (Yes, that is actually three questions. Smiley face.)
In Michelle’s work with a hospital the planning team was small, aligned, and had their projects placed “in neat tidy buckets” prior to the strategic workshop. In other words, they were clear about their strategic initiatives and needed a way to prioritize them. The novelty here was both the strategic process itself and their first experience with digital tools (as a consequence of the pandemic). Given both the cohesiveness of the team and the work previously done, the strategic process went smoothly. The team did not have a purpose, so they started with that.
They then addressed context and challenges by answering the prompt “What do we need to be aware of when considering strategies / actions for the year ahead?” That readied them to analyze the pre-prepared set electronic stickies to assess the current projects and activities for current baseline state. Actions were determined by a voting process according to the following options : must do, love to do, like to do, not really interested. In this example, although the projects and the criteria for evaluation had been discussed prior to the SK workshop, the team gained clarity reflecting together on purpose, context, challenges, and baseline.
The strategic process was fairly rapid and summative. The benefit was to reinforce coherence, provide details and range of possible work of the various projects as well as enrich the connection between the members of the team. All things considered : clean, fast, enjoyable.
About trust
Michelle remarks that when you have to deal with large partnerships, trust is a critical issue. The fact that these teams or people have few interactions and identify with different constituencies reinforces their insularity. It makes it difficult to grasp and elaborate something that could be called, after Dan Simmon’s “Hyperion”, the space that binds, a space where new things, new thoughts, new actions can emerge in a manner that matters to all the constituents. That space is strategy.
If trust is lacking it must be built. This means flexibility with the process. The great skill here is letting go. Before strategizing, before talking about purpose, context, etc … seek what Stuart Kaufmann calls “the adjacent possible.” Look for that which is within reach, not necessarily what we want or desire. So the pattern seems to be “go with the flow”; go where there is readiness, eagerness, curiosity and energy. Sometimes it is just the act of talking with each other that matters. Be ready to leave the plan aside, to put the process on hold, and just let it roll, like they say in the movies when they start shooting. It is hard for those of us who believe in the goodness of a structured process, or in the generative power of a well-constructed narrative, but sometimes you’ll have to let go.
In terms of strategy, Michelle discovered that trust is not just between the project stakeholders, but also between stakeholders and the community. The importance of connectedness and leadership in the community created indirectly helps project partners’ work succeed. Within the project partnership, shared visible artifacts are needed: as Michelle says “something written and seen that allows people to see where everyone’s at, (something) you can take (…) back to your organization. Something you can come back to, (…) to ground you”. The document is the output but the discussions, relationship building and sensemaking to get the document are the true outcomes. Panarchy or Ecocycle Planning are natural candidates to support the process.
With this in mind, Michelle was able to introduce a new strategic direction called « Integration and Building understanding » as a process made to avoid the trap of falling back into silos once the workshop ended. This also implied that the strategic plan was going to include actions that addressed this new strategic direction.
Reflections on the 6 phases of SK
A common tendency while doing strategy is to want to jump immediately to the planning phase. To answer the question, what are we going to do? Will we do this, or do that? Look into this, or study that? This bias toward action tends to take a lot of strategic elements like purpose, context, challenges, even the current state for granted. It minimizes or triggers forms of restlessness with other critical aspects of strategy such as the quality and the role of relations or a finer and more appropriate awareness of the situation. Hence the wicked question: “how can we address the need for action while developing rich and meaningful connections.
If you want to join our little Slack community, leave a comment for Nancy below.
Our Guest Author Team
Philip Clark:. After running his company -a digital design firm – for 10 years, and the innovation department of Orange Business Services, Philip now teaches innovation and change at the university of Applied Science in Lausanne Switzerland. He also facilitates organizational transformation with a special emphasis on complexity designed tools and methods (Liberating Structures, Cynefin, Estuarine, Sensemaker…) promoting collective intelligence and distributed leadership. Contact Philip to collaborate and share ideas (https://www.linkedin.com/in/philip-evans-clark/)
Michelle Laurie: For more than twenty years Michelle Laurie has worked with leading agencies around the world to achieve their sustainability goals. She facilitates multi-stakeholder dialogue, strategic design of networks and partnerships, and supports projects related to global change, health and the environment. She is a big proponent of participatory process, collaboration and engagement. She began experimenting with Strategy Knotworking in 2019 and continues to do so whenever the opportunity arises. Contact Michelle to collaborate and share ideas (feel free to link my site michellelaurie.com and/ or LinkedIn https://www.linkedin.com/in/michellelaurie/).
If you are interested in Strategic Knotworking, leave a message for Nancy with your email and she will send an invite!