The Four Questions

I recently sat in two different leadership meetings. Both had full agendas and lively conversations. The teams were engaged and sharing their perspectives on a variety of topics. Upon their conclusion, one of the teams left happy and the other left better prepared as they all had a clear understanding of their responsibilities and tasks to be completed before the next meeting.

What created the difference between the two teams? One team asked four critical questions at their meeting’s end while the other team did not. Here are the questions: 

• What did we decide?

• Who needs to know?

• Who will tell them?

• What message will they deliver?

  
  

Let me briefly explain each question.

What did we decide: This question allows the team to review its decisions. If no decisions were reached, it is fair to ask what the meeting accomplished. (Sometimes you do need to discuss an issue to hear varying perspectives, but if too many meetings go by without any decisions being made, you have to wonder about the utility of the meetings.) This question also helps ensure that all team members understand and accept the team’s decisions. 

Who needs to know: Sometimes teams feel like because they have made a decision, that decision magically permeates the organization. (I know that I often fell into that trap.) This question ensures the team will inform all constituencies that will be affected and those who have legitimate interest in knowing about the decision.

Who will tell them: This question allows the team to be clear about who will inform the affected constituents of what they need to know. Sometimes one person can inform all affected people, other times it makes sense to select many spokespeople. 

What message will they deliver: I added this question recently as too often team members describe the team’s decision differently. Taking a few moments to make sure the team is delivering the same decisions and rationales pays large dividends.

Ending your meetings with these four questions brings clarity about what the team accomplished and next steps about the decisions made. They will help your team be more effective and transparent.