Consultancy Protocol

A consultancy is an effective and frequently-used protocol to solve a dilemma. We will be using it at our meeting this week. The complete protocol, with helpful hints, is below.

Consultancy Protocol--

_______________________

A Consultancy is a structured process for helping an individual or a team think more expansively about a particular, concrete dilemma.   Outside perspective is critical to this protocol working effectively; therefore, some of the participants in the group must be people who do not share the presenter’s specific dilemma at that time.   When putting together a Consultancy group, be sure to include people with differing perspectives.

Purpose: A Consultancy is a structured process for helping an individual or a team think more expansively about a particular, concrete dilemma.

Time:       Approximately 50 minutes

Roles:     Presenter  (whose work is being discussed by the group)

  Facilitator  (who sometimes participates, depending on the size of the

  group)

Steps:     

1.    The presenter gives an overview of the dilemma with which s/he is struggling,

and frames a question for the Consultancy group to consider.  If the presenter has brought examples or other “artifacts,” there is a pause here to silently examine the pieces.  The focus of the group’s conversation is on the dilemma.    (5-10 minutes)

2.     The Consultancy group asks clarifying questions of the presenter—that is,

questions that have brief, factual answers.     (5 minutes)

                   Clarifying questions are for the person asking them.  They ask the presenter “who, what, where, when, and how.”   These are not “why” questions.   They can be answered quickly and succinctly, often with a phrase or two.

3.     The group asks probing questions of the presenter. These questions should be worded so that they help the presenter clarify and expand his/her thinking about the dilemma presented to the Consultancy group.   The goal here is for the presenter to learn more about the question s/he framed or to do some analysis of the dilemma presented.   The presenter may respond to the group’s questions, but there is no discussion by the Consultancy group of the presenter’s responses.    At the end of the ten minutes, the facilitator asks the presenter to re-state his/her question for the group.     (10 minutes)

                   Probing questions are for the person answering them.   They ask the presenter “why” (among other things), and are open-ended.   They take longer to answer, and often require deep thought on the part of the presenter before s/he speaks.

4. The group talks with each other about the dilemma presented.     (15 minutes)

                   The presenter removes his/herself from the group. The group talks about the presenter in the third person as if the presenter is no longer there. As awkward as this may feel at first, it often opens up a rich conversation, and it gives the presenter an opportunity to listen and take notes, without having to respond to the group in any way.   Remember that it is the group’s job to  offer an analysis of the dilemma or question presented.   It is not necessary to solve the                                                         dilemma or to offer a definitive answer. 

Possible questions to frame the discussion:

What did we hear?  

What didn’t we hear that they think might be relevant?

What assumptions seem to be operating?

What questions does the dilemma raise for us?  

What do we think about the dilemma?

What might we do or try if faced with a similar dilemma?  What have we done in similar situations? 

                  It is important for the presenter to listen in a non-defensive manner.   Listen for new ideas, perspectives, and approaches.   Listen to the group’s analysis of your question/issues.   Listen for assumptions—both your own and the group’s—implicit in the conversation.   Don’t listen for judgment of you by the group.   This is not supposed to be about you, but about a question you have raised.   Remember that you asked the group to help you with this dilemma.

Members of the group sometimes suggest solutions to the dilemma.  Most often, however, they work to define the issues more thoroughly and objectively.  The presenter doesn’t speak during this discussion, but instead listens and takes notes.   

5.     The presenter reflects on what s/he heard and on what s/he is now thinking, sharing with the group anything that particularly resonated for him or her during any part of the Consultancy.    (5 minutes)

                  The point of this time period is not for the presenter to give a “blow by blow” response to the group’s conversation, nor is it to defend or further explain.    Rather, this is a time for the presenter to talk about what were, for him/her, the most significant comments, ideas and questions s/he heard.   The presenter can also share any new thoughts or questions s/he had while listening to the Consultancy group.

6.     The facilitator leads a brief conversation about the group’s observation of the Consultancy process.      (5 minutes)

Adapted from work by Gene Thompson-Grove, NSRF