Use this guide if you are convening a standalone meeting or if you are requesting time to bring this topic to a standing meeting you don't own. Not sure how to decide? Use this resource first.
Use this when: You think there's a problem, but you're not sure you're seeing the full picture. You need to check your assumptions with the group before jumping to solutions.
As the person raising the problem, you prepare:
Share as a short pre-read or be prepared to present it at the start.
| Time | What | How |
|---|---|---|
| 2 min | Opening | State the objective and set expectations: "I'm bringing this to you because I want to pressure-test my thinking before we decide whether to act." |
| 5 min | Present the problem | Walk through what you've observed, who's affected, and what you're unsure about. Keep it tight. No solutions yet. Adjust the time for this section based on whether you shared a pre-read in advance. |
| 3 min | Silent reflection | Everyone jots down reactions: What resonates? What's missing? What do you see differently? |
| 10 min | Group engagement | Choose one approach: |
| Option A — Open discussion: Prompt the group: "What am I seeing correctly? What am I missing? What context don't I have?" Capture themes on a whiteboard or shared doc. | ||
| Option B — Round robin: Go around the room. Each person shares any additional insight, context, or a question. You can pass if you don't have anything to add. Capture themes as you go. | ||
| 3 min | Debrief/processing questions | "What themes did you notice in this discussion?" |
| 5 min | Close and follow-up plan | Based on the discussion: Is this a real problem? Does it need action now, or do we need someone to do more research first? Summarize what the group validated or challenged. Confirm next step and owner, and agree on a follow-up plan: who does what, by when, and when you'll check in. |
Estimated total: ~30 minutes
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