Difficult Conversations

1. Academic Leader Development Difficult Conversations Eunice Hornsby, Ph.D.

2. Session Agenda • Introduction, grounding • Six tools, one model • Using the model and tools • Practice • Wrap-up

3. What makes some conversations “difficult”? Introduction

4. Grounding The first conversation to have is with yourself. • What is the issue? • Why is it bothering you? What gets you “hooked”? • What are your assumptions? • What emotions are attached to the situation? • What is your purpose in having the conversation? How will you start it? • What will happen if have this conversation? What will happen if you don’t?

5. Tool #1: Make it Safe • Embrace a mutual purpose • Offer mutual respect If you are misinterpreted, use a contrasting statement… state the message you’re NOT trying to send and then state the message you ARE trying to send.

6. Tool #2: Listen Listen “Seek first to understand…” • Listen with curiosity and care; not judgment • Listen for what is NOT being said • Ask open-ended questions • “Tell me more…” • “Help me understand…”

8. Tool #3: “Yes, AND…” Adopt the “Yes, and…” Stance • We all see the world differently; all perceptions are valid • This is about owning and stating your point of view, AND being open and willing to hear and accept another point of view “Like parachutes, minds must be open to function properly.”

9. Tool #4: Recognize Your Stories What are you telling yourself? • Our stories (the repetitive messages in our brains) come from our personal thoughts and filters… they are quick… they are (often) unconscious… they are automatic • Separate impact and intent before getting locked into a story

10. Tool #4 Continued Something Happens Story Our Behaviors Events, people and situations Our thoughts about the event or person based on our filters Our response is influenced by our story

11. Tool #5: Use “I” Messages • Start your sentences with “I” • Sentences that start with “you” sound accusatory and blaming and will likely result in defensiveness

12. Tool #6: Own Your Own Stuff Focus on personal accountability, not blame • Personal accountability = accepting responsibility for my own actions and non-actions

13. One Model • State what you want to discuss. “I want to talk with you about...” • Share a specific example. “I heard…” • Explain what is bothering you. “I am concerned about..” • Describe the importance. “From my perspective this is important because...” • Own your own stuff. “I have some responsibility… For this, I am sorry.”

14. One Model Continued • Ask for the other perspective. “Help me understand your point of view.” • Use the tools you have. Be quiet and curious. “Tell me more about that.” • Summarize what was learned. • Re-state the importance. • Ask for what you want next. Make an agreement. Say, “Thank You.” • Check back in two weeks.

15. Scenario As department chair, you receive a complaint from a graduate student. She cannot schedule her candidacy exam because her advisor refuses to come to campus any time except for a two-hour block during finals week. The two-hour block does not match the schedules of other committee members. You have other information about this particular faculty member (the advisor) – he had hoped to be appointed chair AND he did not get the full professional leave he requested. You decide you need to discuss this faculty member’s availability to students, and his overall commitment to the department.

16. Model using Scenario • State what you want to discuss. “I want to talk with you about the effect your absence on campus is having on students.” • Share a specific example. “Sue Student called me, complaining that you have not given her options for her candidacy exam. She claims you have given her one two-hour block of time during finals week.”

17. Continued • Explain what is bothering you. “I am concerned that we meet the needs of our students and that we are accessible to them. I’m also afraid that this might be an indicator of a larger issue – your current feelings about this department.”

18. Continued • Describe the importance. “This is important for two reasons. Of course Sue’s success is important, and how student perceive our commitment to them is important. It’s your involvement in and contributions to this department that are my biggest concern.”

19. Continued Own your own stuff. “I should have approached you immediately after it was announced that I was department chair. I apologize for not doing this.”

20. Continued • Ask for the other perspective. “Please tell me what you’re thinking.” Use the tools you have. Be quiet and curious. “Tell me more about that.”

21. Continued • Summarize. “You believe… and I should have...” • Re-state importance. “If you… then…” • Ask for what you want to happen. “Please…” • Explain what you will do. • Say, “Thank You.”

22. Practice • Select a real situation you face • Find a partner • Decide who will go first • Let your partner know a small bit about the situation and person • Practice your opening • Partner: provide feedback after the opening • Switch roles

23. Crucial Conversations (Kerry Patterson, Joseph Grenny, Ron McMillan, and Al Switzler) • Difficult Conversations (Douglas Stone, Bruce Patton, Sheila Heen, and Roger Fisher) • Fierce Conversations (Susan Scott) • Fierce Leadership (Susan Scott) Readings + References

24. Thank You!