Is it unrealistic positivity, or lack of Motivation? Or Maybe, something else…

In the dynamic landscape of meetings and collaborative work, we often encounter a mix of personalities. Some attendees exude positivity, while others seem perpetually focused on problems. As we sit in those conference rooms, it’s essential to recognize that both perspectives have their merits. Let’s explore how we can harness this diversity to drive better outcomes.

The Scene

Imagine yourself in a meeting room. The air is thick with discussion, and the majority of attendees lean toward a negative outlook. Their responses echo like a broken record:

• Mary: “I think we can do X, Y, Z.”
• Peter: “No, it doesn’t work because…”
• Anne: “Yeah, that’s not going to work. Besides, [insert another issue].”
• Mary: “How about we create a BCD, and then HJK?
• Katrina: “We don’t have good [role name], this has been done in the past and didn’t work!”
• Mary: “We can train and up-skill them. Right?”
• Silence…
• Anne: “I don’t think you’ll find volunteers.”

Now imagine this:

You are in charge of the project of the Year! This is your opportunity to bright and then:

Meeting #1:

Project Manager: “This is the scope, Objectives, team, approach, deadlines, etc.”

Meeting #2:

Project Manager: “We were able to achieve A and B, however, we are delayed with C, due to X, Y and Z”

(He or she is being challenged by Stakeholders and Steering Comitee)

Meeting #3:

Project Manager: “We were able to fix problem X, however, Y its getting complicated due to A and B, we have identified that….”

(Stakeholders and Steering committee challenging again)

Project is delayed by certain months, and then is when the big question comes to mind:

Are those who see only challenges lacking motivation? Conversely, are eternal optimists living in an unrealistic bubble? It’s a philosophical question worth exploring.

Realism vs. Positivity

Being realistic isn’t wrong; valid issues deserve attention. However, once you see yourself in denial, can you try a different approach? Pushing the curiosity bottom inside you can help and these are questions you can ask yourself:

1. Identifying the Problem: What’s the core issue we’re facing?
2. Seeking Solutions: How can we solve it?
3. Exploring Options: What alternatives exist?
4. Collaborating: Who can assist us?
5. Analyzing Data: What insights guide our decisions?
6. Listening to Feedback: What are stakeholders saying?

As Albert Einstein once said, “A person who never made a mistake never tried anything new.” When negativity surrounds us, it’s easy to dwell on problems. But often, the most challenging issues aren’t resolved instantly—they require persistence and creativity.

In the other hand, once you are in the Positivity spectrum, another type of curiosity might help:

1. People: Am I involving the right people?
2. The Root Cause: What keeps delaying the project? Why? Why? Why? Why? Why?
3. Priorities: Is the right people in the middle of different priorities? Are they ticking the box or really paying attention to the details of the project?

It’s hard to decide, wether it is too much positivity or lack of motivation…

To be able to deep dive into that philosophical question, I decided to interview 3 people of my circle of acquaintances, people with whom I do not work, they are either from different companies or totally different departments…

Interviewed #1: Navigating Cultural Differences in Commitments

He holds a crucial role as an IT Global Support professional. His responsibilities involve interacting with suppliers worldwide, while his internal clients primarily reside in Europe and America. However, he faces a common challenge related to cultural differences.

This is what he said:

In certain cultures, saying “no” outright is not an option. When asked, “Can you deliver this by X weeks?” they readily respond with a confident “yes.” Yet, when the deadline approaches, reality diverges from their commitment.

I think the Solution is: Asking the Right Questions

My acquaintance has learned that the key lies in asking precise questions to arrive at a realistic commitment. Here’s his approach:

1. Understand Cultural Background: Recognize the cultural context. Different societies have varying communication norms and expectations.
2. Create a Safe Dialogue Space: Encourage open conversations. Make suppliers feel comfortable sharing their constraints and challenges.
3. Seek Realistic Timelines: Instead of accepting a vague “yes,” delve deeper. Ask for specific details and milestones.

Conclusion

By navigating cultural nuances and fostering transparent communication, we can bridge gaps and ensure commitments align with reality.

Interviewed #2: Communication as the Key

Another acquaintance, working in Digital Transformation and Customer Relationship Management, emphasized communication. Cultural awareness plays a pivotal role in project success. He recommended the book “Crucial Conversations: Tools for Talking When Stakes Are High.” In our conversation he mentioned an example that left my mouth wide open! So I decided to delve into it and found some practical solutions.

The PCR Method: Pattern, Content, or Relationship

For example, if you are In a meeting and someone keeps interrupting you, you probably get annoyed. After the meeting you provide the feedback (because its not the first time this happens!!)… The other person answers, oh sorry ! I got excited about the topic in the meeting, you internally think (well its not the first time!!!), but then you say, ahhh, Okey…

Having an internal dialogue in your head can be a sign that you are not having the right conversation.

In this case, the right conversation needs to be built around Pattern, therefore in this case, feedback should go:

“You know that in the last few months, during our team meetings, I have noticed , that you interrupt me when I talk…”

The PCR method provides a structured framework for effective communication. Here’s how it works:

• Pattern: When you sense a recurring issue, focus on the pattern.
• Content: Sometimes, the topic itself needs adjustment. Its about the topic.
• Relationship: Consider the dynamics and relationship between participants. Maybe it is about the trust on that person or the type of relationship (you are friends, as an example) that needs to be discussed.

Recommendation: Creating an Internal Checklist

Make an internal list of three signs that signal you’re not having the right conversation. Use this checklist to course-correct and be more assertive.

Finally, He Agreed that Cultural backgrounds significantly impact communication. Creating safe spaces allows different styles to flourish.

Interviewed #3: Scenario Planning: A Project Manager’s Perspective

I interviewed an experienced project manager who offered fresh insights.

I don’t think is lack of motivation or unrealistic positivity, but maybe its rather:

1. People are affraid of Mistakes: Some people focus on potential pitfalls, and then complemented: If you capture these concerns in a workshop like meeting, you’ll turn them into solutions.

Or

1. People are too excited to deliver the project: Overexcitement can blind us. He recommended Scenario planning, he described as a technique that forces us to consider failure and prepare explanations and mitigation plans for the project team to have a faster resolution and reduce delays, it serves as well to be prepared for the top management presentations. There is a book called like it and highly recommended.

The conclusion: Balancing Reflection and Action

In low moments, effective communication is crucial. In high moments, risk assessment becomes vital. As a facilitator, guide the group accordingly.

After 2 weeks of those interviews and some thought, I reflected that everything is about effective communication, up, down, in the middle ! Involving relevant people into the project and plan and of course execution.

Finally, for me, it is important to keep in mind: Mental Health and Knowing Your Role

Remember, you’re not always the solver.

Recognizing when to step back and allow others to take ownership is crucial for both personal well-being and overall project success. By empowering teams to find their own solutions, we foster collaboration and growth. ??