Empathy Over Agenda: Encouraging Open Conversations Beyond Scheduled Meetings

This sign prominently stands at the barber shop. It is a reminder to new and existing customers that walk-ins are not permitted.

Let’s explore the practice of appointment only meetings - drawing parallels between a barbershop and application in the workplace.

This policy, while seemingly straightforward in the context of a barber shop, raises intriguing questions about its suitability for the corporate environment, particularly for executive leaders managing their teams.

Appointment-Only Policy: A Double-Edged Sword?

At first glance, the appointment-only model might seem an efficient way to manage interactions, ensuring that both parties are prepared for the discussion. This approach could allow for a more structured and focused environment, especially for leaders who are balancing numerous responsibilities. However, is this model the best approach for all workplace interactions? Does it stifle spontaneity and the organic flow of ideas?

The Value of Unplanned Interactions

While scheduled meetings are crucial for planning and tracking progress, they often lack the dynamic spontaneity that unscheduled interactions can provide. These impromptu conversations, sometimes sparked by a chance encounter in the office, can lead to unexpected but valuable discussions, cultivating a culture of openness and vulnerability. Such interactions can encourage team members to share ideas or concerns they might not have felt were worth a formal meeting, leading to innovation and stronger relationships within the team.

A Call for Flexible Leadership

Being a servant leader means being accessible and flexible, valuing open communication over rigid schedules. This flexibility can signal to your team that you value their input at any time, not just during designated appointment slots. It encourages a culture of trust and spontaneity, which is especially important in today's often remote or hybrid work environments, where opportunities for chance encounters are reduced.

Effective Communication Strategies

How do you solve for this concern? How do you balance the need for structured meetings with the benefits of spontaneity? A list of a few tactics:

• Open Office Hours: Designate specific times when you’re available for unscheduled conversations, either virtually or in person.

• Digital Tools: Leverage messaging platforms for spontaneous interactions, ensuring you're approachable even in a digital workspace.

• Scheduled Check-ins with Flexibility: While maintaining regular check-ins, be open to adjusting agendas based on immediate concerns or ideas that team members may bring up.

• Foster an Open Culture: Regularly encourage your team to reach out with ideas or concerns outside of scheduled meetings, reinforcing the value of their contributions at any time.

In conclusion, while an appointment-only policy may work well in certain contexts, such as at the barber shop, its application in the workplace requires careful consideration. By fostering a culture that values both structured and spontaneous interactions, leaders can ensure that their teams feel supported and valued, driving engagement and innovation.

If your teams are struggling with bringing issues to leadership’s attention than let’s rebuild those relationships.

It might begin with taking down the “appointment only” sign in your workplace.

Let’s rebuild so we can achieve Organizational Excellence.

When you are ready to improve your organization - take the next steps and schedule a call.