Creating the Climate for Collaborative Decision-Making LeadingAge PA, June 2016 Session 13-A

Facilitated by: Jane Mack, M.S., President and CEO Friends Services for the Aging Pamela Leland, Ph.D., Executive Director The Hickman LeadingAge PA, June 20163

Friends Services for the Aging Friends Services for the Aging (FSA) is an association of Quaker-affiliated organizations and programs united by their Quaker values and continuing efforts to serve older adults on the basis of Friends’ belief in the dignity of all people. Leading Age, June 20164

Session Outcomes Increased awareness about the choices that exist in decision-making and your own assumptions about these options Increased awareness of your preferred style of decision-making Knowledge of elements that contribute to collaborative decision-making Increased skills in collaborative decision-making Leading Age, June 20165

Collaborative Decision-Making Defined as … as a process of engagement in which individuals work together, often using information and communication technologies to understand issues and determine the best course of action. Outcome is shaped by both those involved as well as social group processes that are engaged. Leading Age, June 20166

Our Context: The Decision Landscape Decision with Intact Group Decision at this Point in Time Decision with Multiple Groups and/or Dispersed Groups Larger Decision with Multiple Decisions and/or Decision Points Leading Age, June 20167

Five Approaches to Decision-Making I will make the decision and I am not seeking input. I will make the decision and I am seeking input. We will make the decision together. You will make the decision but I want to have input. You will make the decision and tell me what you have decided. Adapted from Craig Sellers / Friends Central School / Nov 2013 Leading Age, June 20168

Factors that Affect Decision-Making Qualities in the decision itself … complexity, significance, impact, etc. Cultural Issues … group norms and values, past practices, etc. Environmental issues … the layout of the room, temperature, time of day, etc. People issues … knowledge, skills, “personalities” around the table Leadership issues … knowledge and skills of person(s) leading the meeting/discussion Leading Age, June 20169

ROLES IN DECISION-MAKING Leading Age, June

Role of Leader / Facilitator Clarify decision to be made or question to be answered. Provide background information that is needed … in sufficient time to be read and considered. Foster a climate of safety Help to bring forward the full range of views and opinions Keep people focused on the matter at hand. Listen carefully to what is said – and not said – to gather a sense of the meeting. Leading Age, June

Role of Participant Come prepared, having read and considered materials sent out in advance. Bring an openness to a collaborative decision making process. Commit to spend the time that is needed to make a decision that all can support. Acknowledge the validity of other points of view. Leading Age, June

Role of Participant continued Refrain from repeating what has already been said. Don’t allow “polite behavior” to limit a “full threshing” of an idea. Support both the process of decision-making as well as the decisions that are made. Be patient. Leading Age, June

Role of Those Not Present Support the decision. Show up the next time. Leading Age, June

RESOURCES & TOOLS FOR DECISION-MAKING Leading Age, June

Levels of Listening disconfirming [new] data LISTENING 2: from outside Factual listening noticing differences seeing through another person‘s eyes emotional connection LISTENING 3: from within Empathic listening reconfirming old opinions & judgments Downloading habits of judgment LISTENING 1: from habits connecting to an emerging future whole; shift in identity and self LISTENING 4: from Source Generative listening (from the future wanting to emerge) Open Will Open Heart Open Mind I-in-me I-in-it I-in-you I-in-now

1 Downloading: Talking nice 2 Debate: Talking tough 3 Dialogue: Reflective inquiry 4 Presencing: Generative flow Speaking from what I think Divergent views: I am my point of view Speaking from seeing myself as part of the whole From defending to inquiry into viewpoints Speaking from what they want to hear Polite routines, empty phrases Speaking from what is moving through Stilness, collective creativity, flow Generative system I-in-me I-in-it I-in-you I-in-now Levels of Conversation

Application Exercise Bountiful Resources Retirement Community

Five Approaches … a review I will make the decision and I am not seeking input. I will make the decision and I am seeking input. We will make the decision together. You will make the decision but I want to have input. You will make the decision and tell me what you have decided. Adapted from Craig Sellers / Friends Central School / Nov 2013 Leading Age, June

Discussion Leading Age, June

Application to Groups and/or Complex Decisions The Hickman Friends Senior Community of West Chester

The Hickman Expansion Project Building Design: – Project Team, Neighbors, Sharpless-Hall Task Force, Borough Council Zoning Issues – The Overlay Amendment: – Board of Directors, West Chester Friends Meeting, Borough Council Decision(s) to Proceed: – Hiring of Project Developer – July 2013 – Engagement of Architect – Fall 2013 – “Final” Go Decision – March 2014 – Successive Decisions … litigation related to zoning; approval of (final) Financing Plan Leading Age, June

Conclusions The wisdom of the group is greater than the wisdom of any individual. It works when we are open-minded and teachable, willing to change our minds. It works when we express our opinions but then “release them” to the group. It works when everyone is given the opportunity to be heard and feel safe in doing so. Leading Age, June

Conclusions continued … It works when we respect the work of committees and those who bring knowledge and expertise. It works when we each commit to reaching a decision that is shared by the group … a “sense of the meeting.” It works when we are willing to “stand aside” rather than stand in the way. It works when we give the process the time and attention that it needs. Leading Age, June

Any other questions or comments? Leading Age, June

Thank You Jane Mack Pamela Leland