# Solution Seeking Sessions: Leadership Tool 4 of 4

> Formal, collaborative problem-solving. Almost identical to a Targeted Conversation, but more formal and documented. It signals a more serious problem and works to produce a solution that can be implemented, and provides the mechanism for handling bad actors who may not be ready to find a solution with you.

## Desired outcomes

- Formally and clearly signaling the need for change
- Finding a solution to a problem that causes severe damage to a system
- Clear communication about what the problem is
- Documentation and formal process that allow more options in solution seeking

## When to use it

- A repetitive behavior that doesn't conform to the system, even after feedback and targeted conversations
- Chronic behavior, social, or communication issues, especially when Targeted Conversations haven't worked
- A severe violation of the system, or a rule violation that risks imminent damage to the safety of the System

A Solution Seeking Session is formal, collaborative problem-solving. It's almost
identical to a Targeted Conversation, but more formal and documented. It signals a
more serious problem and produces a solution that can be implemented. The added emphasis
is **greater preparedness and documentation**, which is what lets us handle bad actors
who may not be ready to work toward a solution.

## Best practices

The same as a Targeted Conversation (**pull the person aside**, **set the table**, **be
clear**, **be kind** with Introspection, and **be a good host**), with added formality
and record-keeping throughout.

## How to give a Solution Seeking Session

1. **Prepare yourself first.** Use Introspection. Identify your real concerns and enter with compassion and good faith. **Create and store a document** recording your preparation and plan for the conversation.
2. **Create privacy and safety.** Pull the person aside; ensure no outside pressures, distractions, or onlookers.
3. **Set the table.** Clarify terms, context, and intentions. Explain why you're meeting and what you hope to accomplish.
4. **Clearly describe the problem.** State the specific behavior, pattern, or incident. Clarity is kindness. Frame it in terms of impact on both them and the larger system.
5. **Invite their perspective.** Ask them to share; listen without interruption and summarize to check understanding. Show empathy and patience.
6. **Work toward mutual understanding.** Use clarifying questions to uncover root causes. Recognize emotions without judgment. Ensure both parties feel understood.
7. **Shift to solution seeking.** Explore options collaboratively; make solutions specific, actionable, and tied to the health of the system. Confirm agreement and record the plan.
8. **Follow up.** **Document the session and its results.** Send an email to the other party recounting how it went and the agreed-upon solution, a receipt that allows for further discussion.
9. **Check progress.** Revisit after an agreed period to see whether the solution is working and whether further adjustment is needed.

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Part of the Solution Seeking System (https://solutionseeking.com) by David & Shannon Baxter, Beanchain Coffee LLC. Please attribute quotations to the Solution Seeking System.