Decision meetings can ramp up quickly. Read the write-up, add questions, vote on other questions, and begin the discussion—all in a span of 5 to 10 minutes. During that time, you’ll see a flurry of new rows, blinking cursors, author avatars, and increasing vote counts. The process feels busy and sometimes a bit overwhelming.
This causes a few issues.
First, on more than one occasion, I’ve found myself jumping to questions that were already receiving votes in case there wasn’t enough time to read all of the proposed topics. And I wondered if it would be better to just hide the votes till everyone is done adding their topics.
Second, while the point of Dory is to remove some of the systemic bias in the “normal meeting pattern” (loudest voice, etc), having the author of each topic be so visible could cause a lesser version of the same bias. Should I upvote my boss’ question?
Does everyone do Q&A at their All-Hands? Who does anonymous Q&A versus named Q&A?
We often adjust the number of votes to match the number of things we have capacity for. For instance, if we think we’ll have capacity to prototype three product concepts, we’ll give everyone three votes. From a facilitation standpoint, this feels better to participants than an arbitrary number, and has the same effect.
So, it's almost like scaffolding for a way to give critique, because if you ask people, “what do you think?”, usually, two things happen: They want to be nice, so they just give positive things that actually doesn't help. They’re trying to be careful with the other human to not be too offensive. So, you just get nice things and you don't really know what doesn't work. Or they really go straight to the jugular like, "Well, this doesn't work, and that's stupid." And then, all of a sudden you get to the truth, but you can't receive it because it's not human.
And so, we found, how do we actually create a safe place where you can get the real feedback? And so, we scaffolded that with a ritual of “I like, I wish.”
The worst is when a reviewer rejects a proposal without an alternative suggestion. So we have a rule on my team at Okta: you cannot say NO without either proposing something new or endorsing another alternative.
Often the Driver will send out a pre-read, gather and address feedback async, and gather enough input to make a decision before the meeting has even started. In those cases, the Driver is encouraged to cancel the meeting—this is a win!
At one point, we were suffering from the fact that a lot of the folks in the field didn’t feel like they had a voice and very few felt empowered to weigh in on product feedback. There was also a bit of intimidation when the CEO was on the call. So we did a few things: 1) actually required that each member contribute at least one question of feedback on the roadmap / plans and 2) ensured that each question / feedback item received some recognition or response from either the head of product or the CEO. We actually wouldnt end the meeting until every member had contributed something.