Conversation Skills for Collaborating in a Competitive World

Set Clear Expectations for your Conversation

Benefits of Setting Clear Expectations

In any environment, setting clear expectations is a crucial first step in fostering a collaboration. When expectations are ambiguous, team members may feel uncertain about their roles and how they fit into the larger picture, leading to confusion, inefficiency, and disengagement.

Setting explicit expectations for the conversation—including boundaries, timeframes, and clear outcomes—keeps the conversation focused and greatly increases the odds of achieving your intended outcome.

Start by clearly articulating the goals or outcomes of the conversation. Make sure that all parties involved have the same understanding of the outcome. Take the time to reiterate the outcome and get verbal agreement. If you are not on the same page at the beginning, you will not likely find common ground during the conversation. This is a critical stage in effective collaboration. The explicit nature of agreeing on a shared outcome before starting the collaboration builds trust and sets a foundation for full engagement by all parties.

Next, establish ground rules and boundaries for communication and interaction. Your ground rules should align with the agreed outcome and be understood by all parties. For example:

• If brainstorming creative pathways: rules must include boundaries around criticism of individual ideas or people.
• If ensuring accuracy and clarity: rules must encourage critical feedback, judgment, and disagreeable comments.

One of the most powerful tools you have in your toolbox is being intentional with your time. Setting explicit time windows for conversations will help you become a more focused collaborator. It helps you stay focused on your outcomes and gives you a target throughout the conversation to assess progress and make adjustments. By honoring agreed timeframes, you become a valuable partner in effective collaboration!

Skill to Develop: Establishing explicit outcomes, timeframes, and ground rules

Transparent communication is the practice of clearly and openly sharing information, goals, expectations, and feedback within a team or organization. This skill is vital for building trust, fostering a collaborative culture, and ensuring that all team members are on the same page.

• Eliminates misunderstandings
• Reduces confusion
• Enhances team efficiency and morale

Developing this skill requires consistency and a commitment to openness and clarity in all interactions.

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Exercise 1: Clarify your outcome

Objective: Build the habit of identifying your own explicit outcomes for important collaborative conversations.

Instructions:

1. Warm-Up (2-5 minutes):
   Sit comfortably, take a few deep breaths, and focus on an upcoming meeting or conversation where clear communication and collaboration is essential. Write down one to three short bullet points that answer: "If this conversation goes perfectly, what will be the outcome?" Keep answers concise and measurable. (E.g. “make a decision,” “create a list of ideas,” “sign the agreement”).
2. Drill (5 minutes each):
   • Goal Setting: Start meetings by stating clear goals. Use specific language. E.g., “Our goal for this meeting is to outline the project milestones and assign responsibilities.”
   • Expectation Clarification: Clarify expectations for each team member and how their roles contribute to the overall goal.
   • Open Forum: Allocate time for questions and clarifications.
   • Feedback Session: Conclude with feedback on the clarity of communication and areas needing improvement.
3. Cool Down (2 minutes):
   Reflect on your transparency and consider improvement areas based on feedback.

Frequency: Practice at the start of each new project or in weekly meetings to ensure ongoing clarity and alignment.

By regularly practicing transparent communication, you foster a culture of openness and mutual understanding, leading to effective collaboration and success.

Exercise 2: Communication Ground Rules Sets

Objective: Establish and maintain ground rules for respectful and open communication within the team.

Instructions:

1. Warm-Up (2 minutes): Sit comfortably and focus on creating a positive communication environment.
2. Sets (3 minutes each):
   • Rule Creation: Develop a set of team-accepted communication ground rules. Examples: “active listening,” “no interrupting,” “every idea is valuable.”
   • Role-Playing: Practice a meeting where everyone follows the ground rules, such as no interruptions.
   • Review and Adjust: Regularly review and adjust these rules in team meetings based on feedback and dynamics.
3. Cool Down (2 minutes): Reflect on effectiveness—are rules being followed? What improvements can be made?
4. Frequency: Establish these rules at the start of a project and review in every team meeting.

Practicing these ground rule sets fosters respect and openness, enhancing team collaboration.

Exercise 3: Role Clarity Workouts

Objective: Provide clear individual roles and responsibilities to enhance team efficiency and accountability.

Instructions:

1. Warm-Up: Sit comfortably and think about team member roles and responsibilities.
2. Workouts:
   • Role Definition: Clearly define each member’s roles and responsibilities. Write and share with the team (e.g., “John handles market research, Sarah client communications”).
   • Alignment Session: Hold a meeting where each member explains their role and how it supports objectives.
   • Accountability Check: Implement check-ins for progress review and feedback to keep clarity over time.
3. Cool Down (2 minutes): Reflect on clarity and efficiency—are there overlaps or gaps? Adjust roles as needed.
4. Frequency: Define roles at the start of each project and review during weekly check-ins.

Practicing role clarity workouts enhances efficiency, reduces confusion, and leads to better team collaboration.

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