For the unprecedented times in which we now live: Forum update questions

As you prepare your forum update in times of pandemic, you may choose to answer one or more of these questions:

  • What part of your life or family needs the most care right now?
  • What leadership challenge in your business has been exacerbated by the coronavirus crisis?
  • What personal or professional relationship has been stressed by the coronavirus crisis?
  • What is the greatest fear you have now?
  • How has/will the crisis affect your company or family’s burn rate (income vs. expenses)? What approaches are you considering to deal with the situation?
  • Do you feel you are over-reacting or under-reacting to the evolving situation?
  • What risks do you see to your business/industry as a result of changes to the global business environment?
  • How is the coronavirus global situation causing you to re-evaluate your priorities, if at all?
  • What can you stop doing right now that will help you focus on this current challenge?
  • What key transition is coming up in your life that you are most scared or uncertain about due to the crisis?

With every question you can also reflect: How does the situation or challenge make you feel? How can the forum help?

Ten tips for awesome virtual forum meetings

A forum member recently said to me his group’s mantra from the beginning has been “Forum is always on, always in person, no one calls in.”  In a time of pandemic, social distancing, and restricted travel, that approach may no longer be sustainable.

And yet, we need forum more than ever!  Consider following these recommendations developed by my facilitator colleague Vince Corsaro and others:

  1. Pick the right meeting platform.
  2. Use the technology well, following established best practices.
  3. Reinforce security and confidentiality.
  4. Set norms that support a virtual format.
  5. Plan a shorter agenda focused on deep, connecting conversations.
  6. Consider scheduling “virtual coffees” outside of full group meetings to support each other in tough times.
  7. Get back together face-to-face as soon as you can.
  8. Create a private social media platform (e.g., Slack, WhatsApp) to support ongoing communication.
  9. Use shared, community building apps (like those available for Fitbit users) to monitor members’ health and fitness goals.
  10. Find other creative ways to connect such as a virtual “happy hour” or a designated day to post selfies on the group’s social media stream.

For more details and suggestions on each of these ideas, see Vince’s Google doc.

Forum in the age of coronavirus

Given the virus and offices closed down, should we cancel our monthly forum meeting or connect virtually?

How should we adapt our meeting to be most helpful to all of us?

How can forum help me stay calm and resilient in these challenging times?

These are the kind of questions forum members are asking in light of the escalating health and economic crisis caused by the coronavirus.  I suggest keeping in mind three simple messages.

We need forum now more than ever

Many of us have cancelled upcoming travel; others have had essential supply chains or product launches disrupted; and some are even questioning the financial viability of their businesses.  The months and years we have invested in building our forum’s bonds of trust and support can be a powerful source of strength while the world whirls around us.

At this fragile and uncertain time, we may question our competence, priorities, or decisions. We need a place where we can take off our masks, be vulnerable, and discuss what really matters.  Forum can be that safe port in this “viral storm.”   The worst decision right now could be to cancel your next forum meeting.

Virtual hugs can be (almost) as good as real hugs

Your forum can now meet only in a virtual mode. To do so, follow these best practices:

  • Meet in Zoom or on another platform which allows members to both see and hear each other.
  • Ask each member to be in a quiet, private space, sitting in front of their computer (preferred), or else using their tablet or phone.
  • To accommodate the virtual format, shorten your usual 3 or 4-hour meeting to 1.5 or 2 hours. This still allows time for updates and one full or two mini-presentations.
  • Start with an appropriate icebreaker: What strategy helps you be strong during tough times? What part of your life, family or business needs the most care right now? What leadership or relationship challenge has been exacerbated by the virus?

Embrace the spirit of the Buddist monk Thich Nhat Hanh and consider ending your meeting with a virtual “hug.” Close your eyes as the moderator invites each member to breathe three times consciously, thinking with those breaths: “I’m glad I’m here; I’m glad you’re here; I’m glad we’re here together.”

Stay flexible and be open to new possibilities

As the old saying goes, “people plan, and God laughs.”

We are blessed if we have a forum where we can be truly safe and known.  Now is the time to seek out that place where you can be “respected and cherished, protected, acknowledged, nurtured, encouraged and heard.”

Bob Halperin

An invitation to “brave space”

The People’s Supper is a non-profit organization that uses shared meals to build trust and connection among people of different identities and perspectives.  Their work, born of a belief that “change moves at the speed of trust,” might also inspire our forums.  They often begin their suppers with this invitation to “brave space” by Micky ScottBey Jones:

Together we will create brave space

Because there is no such thing as a “safe space” —

We exist in the real world

We all carry scars and we have all caused wounds.

In this space

We seek to turn down the volume of the outside world,

We amplify voices that fight to be heard elsewhere,

We call each other to more truth and love

We have the right to start somewhere and continue to grow.

We have the responsibility to examine what we think we know.

We will not be perfect.

This space will not be perfect. It will not always be what we wish it to be

But

It will be our brave space together,

and

We will work on it side by side.

May our forums be such brave spaces, that we create and nourish together.

Top Tips for Moderators

The role of forum moderator – being a peer leader of other leaders – can be challenging at times.  Take to heart these seven tips and you too can be a successful moderator.

  1. Don’t be a “chill” host. As suggested by Priya Parker in her beautiful book The Art of Gathering, leading requires planning, intentionality and focus. Great (forum) meetings don’t just happen by chance.
  2. Delegate! Don’t feel you have to do it all yourself.  Healthy forums operate on a voluntary, shared leadership model where everyone is expected to pitch in to support the group’s activities.
  3. Agree to norms and live by them. A forum constitution can be a touchstone of shared values, commitments and expectations that can be referred to whenever situations develop that may disrupt the group’s equilibrium or effectiveness.
  4. Clear the air early and often. Letting annoyances, distractions and anger build up can lower trust and lead to forum members disengaging.  Addressing issues before they escalate helps create a healthy space for members to share their toughest life challenges and highest aspirations.
  5. Get on the “balcony”. Regularly take an outsider’s perspective.  How are we doing? Are we hearing from everyone?  How can we improve?
  6. Be willing to experiment! Almost every aspect of forum can benefit from mixing it up occasionally.  Doing something once doesn’t commit the group to stick with it forever.
  7. Ask questions of genuine curiosity. When stressed, refrain from judging questions, and instead ask learning questions.  How did you come to see the situation this way? How does this issue affect you? What leads you to believe this is the right way forward? What questions do you think we should be asking ourselves?

Reviewing the Past Decade, and Visioning for the Next Decade

The core of a regular forum meeting is monthly updates.  How am I feeling about what’s happened since we last met?  What do I dread and anticipate that’s coming up? When you want to zoom out to a much longer time horizon, consider doing this exercise.

Questions to reflect on in advance of the forum meeting:

Review of the Past Decade:

  • What difficulties/hardships did you face? What did you learn?
  • What, if anything, would you do differently if you had the chance again?
  • How did you change? What did you gain? What are you willing to let go of?

Vision for the Next Decade:

  • Where am I in two years?
  • Who is around me? How am I feeling (differently than today)? What am I creating?
  • Two years from now, how will I think about where I want to be in eight more years?

In the forum meeting, there are two options on how to share depending on the available time:

Longer version (two rounds)

  1. Each person takes 5 minutes (timed) to reflect on the past decade. Then open up to general discussion for 10-20 minutes. What coming up for me as I hear others? How am I feeling as I hear the ways that others have answered the questions?

Repeat in the same fashion, looking forward to the next decade.

Shorter version (one round)

  1. Each person takes 5 minutes (timed) to reflect on both the past and next decade. Then allow an additional 15-30 minutes to reflect further: What coming up for me as I hear others? How am I feeling as I hear the ways that others have answered the questions?

Source: Kerim Baran, member of an HBS Alumni Forum in San Francisco with original credit to Ciela Wynter, an executive/CEO coach and founder of Joan of Sparc, an innovative platform for empowerment and transformation through self-inquiry.

Michelle Obama’s Becoming as a forum exercise: Becoming me. Becoming more. Becoming us.

Michelle Obama writes powerfully in her autobiography, Becoming, about her own life, but her words speak directly to me:

“It’s not about being perfect,” Michelle says, “it’s not about where you get yourself in the end. At fifty-four, I am still in progress, and I hope that I always will be.”

Michelle continues, “For me, becoming isn’t about arriving somewhere or achieving a certain aim.  I see it instead as forward motion, a means of evolving, a way to reach towards a continually better self.”

“The journey doesn’t end,” she goes on.  “I became a mother, but I still have a lot to learn from and give to my children.  I became a wife, but I continue to adapt to and be humbled by what it means to truly love and make a life with another person.  I have become by certain measures, a person of power, and yet there are moments still when I feel insecure or unheard.”

“It’s all a process,” Michelle concludes, “steps along a path.  Becoming requires equal parts patience and rigor.  Becoming is never giving up on the idea that there’s more growing to be done.”

And Michelle goes further in the three major sections of the book which are called:

  • Becoming me,
  • Becoming us, and
  • Becoming more

Throughout the arc of her life story, Michelle recognizes, over and over again, that the becoming is never done.  And though she didn’t intend it this way, I read her autobiography as a lesson directed at me.

I am not finished becoming the best version of me when I connect to my wife in marriage, and I’m not done evolving my marriage and other relationships, even as I also devote myself to larger community and professional goals.

  • Becoming me is about my practices of mindfulness, gratitude and purpose, turning inward, so I can then turn outward.
  • Becoming us is about my connection with my wife, and also about all of the other relationships I want to cultivate and nurture. How can I relate authentically and humanely on a one-on-one basis, including making amends when I have wronged others?
  • And becoming more is about my communal and professional commitments. I relate this to giving back, paying it forward, leaving my small part of the world at least a little better than where I first found it.

Every day represents a new opportunity to become a better “me”, a better partner, and a better contributor to the larger world.

Reflecting on Michelle Obama’s words in forum, we might explore:

  • Michelle observes that the continual act of becoming requires equal parts patience and rigor. In the coming year, what do each of us need more of, patience or rigor, or something else?
  • What does “becoming me”, “becoming us”, or “becoming more” mean for each of us?
  • How can we, in our forum, support each other in becoming more of who we want to be?

With the support of our forum, may each of us be able to say a year from now: I’m not done becoming, but I’ve made some progress.

What should I share during my forum update?

I was recently asked by a new forum member:  When we share our monthly updates, are we supposed to just pick one thing or several or one from each category (business, family, personal)?  Can you provide any guidance for how to choose?

My response:

  • Don’t overthink it. Go with what’s deepest, most challenging, what carries the most emotional weight for you, what keeps you up at night (worry/fear) and/or gets you up in the morning (excitement/joy).
  • Questions you might ask yourself to help prioritize how to use your limited update time:
    • Which of these issues are deepest and most significant for me?
    • If I would like to look back three years from now and say my forum has had a life-changing impact because they helped me with an issue, which issue(s) would you choose to share with the forum?
  • Other questions that might help you select what to share:
    • What is the toughest relationship challenge (personal or professional) that you are facing now?
    • What is the toughest leadership challengeyou are facing now?
    • What is the greatest fearyou have now? What key transition is coming up in your life that you are most scared or uncertain about?
    • What is going on in your life right now that you have not spoken with anyone about? What are you hiding?
    • What are you complaining about, blaming others for,or notice yourself playing the villain, victim, or hero?
    • What are you not sharing because you don’t want to seem perfect? (You will feel like you are bragging about your good fortune.
    • What are you not sharing because you don’t want to seem imperfect? (You will feel inadequate compared to your forum mates or to others in your life.)
    • What is something that you don’t like about yourselfthat you are working on?
  • You might end up focusing on one key issue or several, and they can be drawn from any and all parts of your life (business, family, personal).

Meeting with a potential new forum member: What do we discuss?

If you are considering adding a new member to your forum, it’s ideal for two or more members to meet the candidate for coffee.  The current members can then compare notes after the conversation.

Your meeting agenda can include:

  • Sharing your forum’s constitution/norms, both to educate the candidate and to encourage their own questions about forum commitments and principles.
  • Describing your forum’s typical meeting schedule (day, time, location) to see how that fits with the candidate’s schedule. Ask yourself whether the forum would be willing and able to adjust to accommodate the new member’s needs?
  • Asking about the candidate’s previous experience as a member of a peer support group. What are the candidate’s objectives in joining?
  • Without breaking forum confidentiality, sharing some themes and types of issues your forum has explored. Ask what topics the candidate would like to explore in forum.
  • After explaining and committing to forum confidentiality, doing a short icebreaker exercise where the current members share a past experience or current challenge that might come up in forum, and the candidate shares some aspect of their life. This can help spark a conversation about how forum supports its members.

At the end of the meeting, be clear with the candidate about next steps, and when they can expect to hear about being invited to an upcoming forum meeting.

Exploring strengths and weaknesses

The following questions can be used separately or together to frame a great conversation on how forum members see their strengths and weaknesses, and how that might affect their professional trajectories and career paths.

  • Which of your strengths might others say you overuse or rely on too much?
  • Describe how one of your strengths is also a weakness.
  • What might change in your job or business that might make your current strengths less useful?
  • What is the next professional transition you face?  If there a strength you need to give up to successfully make that transition?  What new strength do you need to develop? What weakness might emerge or become more important?
  • Describe a weakness or flaw of yours that hasn’t hurt you yet, but might in the future.

Acknowledgement: These questions are suggested by USC Professor Morgan McCall in his leadership exercise “Hedge Your Bets.”