My team has been given the directive to create some new procedures in collaboration with a team from another department.  We’ve met once and it’s clear they don’t know what collaboration means!  My team expected the first meeting to be an information gathering session so that everyone clearly understood the goal, as well as the needs of all departments impacted by the new procedures. Instead, the other team came to the first meeting with a plan that they thought they could shove down our throats.  The plan only meets the needs of their department, with no consideration for the havoc it will wreak on everyone else.  We’re planning our counter attack for the next meeting and wondering how we can beat them at their own game.

Whoa, slow down - it sounds like both teams could use a few lessons in collaboration so this doesn’t turn into a battle.  Your team started out with the right idea for the first meeting, but you’re quickly getting led astray.  Here are some tips to get back on the collaboration track:

Ditch your “us vs. them” attitude.  Don’t assume they’re trying to run the show just because they came in with a plan – perhaps they put a plan together simply to jump start the project.  And be careful with language – using words like “attack” and “beat” will only set the stage for competition.

Deal with differences directly and openly.   Approach the other team leader with your concerns before the next meeting.  State your concerns respectfully and honestly without making accusations about their intentions – “I’m confused about why your team came to the meeting with a plan as I thought our teams were supposed to develop the procedures together.”

Create a collaborative setting.  It’s clear that each team had different expectations for the first meeting that were not shared in advance.  Before the next meeting, jointly create an agenda that states what will be addressed at the meeting and how the meeting will be run.  Find a neutral meeting place to keep turf issues out of the mix.

Communicate effectively - Plan for communication, both during and between

meetings.  Utilize a variety of methods - face-to-face, e-mail, conference calls – and set

guidelines for how and when each method will be used.  Communicate about your

communication – discuss what is or isn’t working and determine together how to fix any

glitches.

Set the stage for your collaborative efforts so you can be sure to succeed together!