Before the meeting
Complete: “At the end of this conversation, we need…” Name the decision-maker, participants, constraints and relevant facts.
0–5 minutes — Frame
Read the purpose. Confirm scope. State who decides and how input will be used.
5–15 minutes — Observe
Ask: “What have you directly seen or heard that matters?” Capture facts separately from interpretations.
15–25 minutes — Surface perspectives
Ask: “What are you seeing that the rest of us may not?” Invite dissent. Participants may pass. Ask for impact, not personal disclosure.
25–35 minutes — Name the pattern
Complete: “When pressure rises, we tend to… This helps us by… It costs us…” Look for a repeated interaction or structure, not a person to blame.
35–45 minutes — Decide
Confirm the decision, owner and rationale. If no decision is possible, name missing information, its owner and the decision date.
45–55 minutes — Commit
Record action, owner, date and dependency. Ask each person to restate what they believe was decided.
55–60 minutes — Review
What became clearer? What remains unresolved? What should change next time? Set a review date.
Watch-outs: Do not force vulnerability; do not confuse intensity with progress; do not end with themes—end with owners and dates. Escalate safety, harassment, discrimination, legal or mental-health concerns to the appropriate qualified channel.