Tag Archives: Small Group Principles

Small Group Confidentiality

Confidentiality needs to be emphasized at every meeting. Small Group members must have total certainty that matters discussed in Small Group remain confidential. Small Group members must never breach confidentiality. A breach of confidentiality usually means expulsion from the Small Group. Confidentiality is not selective.

confidentialityConfidentiality is forever!

When a member leaves a Small Group, confidentiality is maintained by the exiting member as well as by remaining members. This confidentiality relates to all Small Group discussions and Small Group experiences. Each Small Group should enforce confidentiality by having members sign a confidentiality contract.

Safeguarding confidential information

Nothing of a confidential nature is sent to members before the meeting. Time is given at the meeting to read any confidential information. At the end of the meeting, the confidential written information is collected and destroyed.

No one outside of the Small Group — including spouses or partners, significant others, secretaries, administrative assistants — should be privy to confidential issues discussed in the Small Group.

New Members in Small Group

Part of integrating a new member into a Small Group is reviewing the Small Group’s confidentiality norms with the member. New Small Group members must understand and adhere to the confidentiality norms of their Small Group.

New members to the Small Group are not privy to any previous discussions or experiences related to current or former members unless shared by these members directly.

Remember that when a new member joins a Small Group, all previous Small Group conversations fall under the confidentiality norms, and therefore are not to be discussed without the permission of the person who “owns” the information.

Outside Resources

If your Small Group uses a resource who has not worked with your Small Group and has not been exposed to the confidentiality principle, make sure that the resource understands and commits to the confidentiality norms of your Small Group.

Confidentiality breach

When a Small Group member has breached another member’s confidence, he or she must take responsibility, admit it directly to the injured party, and apologize for it. The member must then tell the moderator and offer his or her resignation. In most Small Groups, a breach in confidentiality leads to acceptance of the resignation. Small Group members may decide to make an exception and allow the member to remain.

A member who has had his or her confidentiality breached should contact the moderator to discuss the situation. The moderator investigates the incident and brings the matter to the Small Group for discussion and resolution.

Frequent reminders

The moderator reminds members at every meeting of the absolute expectation of confidentiality. At regular intervals during the year, the moderator initiates a discussion about the group’s understanding of confidentiality and has the group discuss a confidentiality case study.

Confidentiality and the law

It is important for Small Group members to understand the limits of Small Group confidentiality. Although Small Group members shall not voluntarily disclose any information that is discussed in Small Group, a Small Group member may be compelled to disclose certain information as required by process of law, such as pursuant to a subpoena in a court proceeding or investigation.

Small Group members should expect that, unlike attorney-client privilege communications that are generally respected in the United States, Small Group confidentiality would not be respected by a court in legal proceedings. Thus, if an attempt is made to compel testimony of a Small Group member in a legal proceeding or investigation, courts will require individuals to testify about relevant discussions and other information that occurred in Small Group.

The specific application and scope of Small Group confidentiality may vary worldwide as determined by the laws of each particular jurisdiction.

Small Group Commitment

To create the type of atmosphere necessary for success, it is essential that every member be committed to the Small Group. Members who give high priority to the Small Group arrive on time, are fully attentive to and respectful of other members, participate with vigor, stay until the conclusion of the meeting, and arrange their busy calendars with the Small Group in mind. 

Small Group Protocol

When functioning correctly, a Small Group is a caring group where everyone is treated with dignity and respect. Small Groups use a communication model, known as the Small Group protocol, to establish and maintain a safe environment in which members openly and freely interact without fear of judgment. Small Group protocol consists of listen, accept, question and share.

Listen

Focus on the feelings first and the issue second.

Use active listening:

  • Listen to understand; don’t just wait to reply.
  • Recognize your own reactions to the speaker’s feelings, content, language and intent.
  • Pay attention to body language and tone of voice to determine what the person is feeling. Then, offer feedback about what you heard to check for accuracy and promote further discussion.
  • Active listening communicates:

–  I understand your feelings.

–  I take you seriously.

–  I am interested and concerned.

–  I do not want to change you.

–  I respect your ability to solve your problems.

Accept

Accept others without judgment

  • Recognize that the speaker’s statements are true for him or her, even though you may disagree or reject his or her conclusions, decisions, etc.
  • It is important for members to feel equal; thus, avoid using “you must,”“you mustn’t,”“you should,”“you shouldn’t,”“you need to” or “you have to.” All of these statements create a situation where members are dictating advice.
  • Judgmental language creates a defensive climate and an unsafe environment. It closes the door to open and meaningful communication.
  • Allow the presenter to express his or her true emotions about the issue. Don’t deny or try to diminish an emotion just because you aren’t comfortable with it.

Question

Ask questions to help better understand the story.

  • Don’t get into rational problem-solving.
  • Avoid questions to embarrass or lead the speaker to your own interpretations or conclusions.
  • Tell the presenter why you are asking the question and then ask the question. This helps the presenter feel safe and provides insight.
  • Clarifying questions benefit the listener by clarifying which experience to share. Avoid too many questions, which may put the presenter on the defensive.
Examples:

–  How many employees do you have?

–  How long have you been married?

–  How long has this been an issue?

  • Thought-provoking questions help the presenter to see his or her situation from a different angle. Avoid embedding questions with advice or judgment.
Examples:

    –  What’s the worst-case scenario?

    –  What’s the best-case scenario?

    –  If your partner were making this exploration, what would he or she say that is 
different from what you’re saying?

Share

Speak from your own experience, rather than giving advice.

Use “I” statements. Speak only for yourself. Take ownership of your comments.

Be specific and brief. Make your point and then give the floor to the next person. If your point has already been made, do not restate it. Move on to the next point or the next person.

 

 

Small Group Meetings

Small Group meeting structure is the backbone of the meeting. It does not exist to confine. Rather, structure creates freedom to allow open discussion and to allow everyone in the Small Group to participate. Meeting structure keeps the Small Group focused and increases take-home value.

Most Small Groups meet for four hours. The recommended meeting structure is as follows:

Fast check-in

The moderator welcomes everyone and invites members to briefly check in about how they’re doing.

Clear the air

Any issues between Small Group members are brought to the surface.

Confidentiality

The moderator reminds members about the importance of confidentiality and asks if any issues are limiting members’ trust today.

Communication starter

The Small Group conducts a communication starter (usually selected before the meeting).

Updates

Members complete an Update Preparation Form, then briefly share their updates while other members listen without interrupting.

Case

A core element in a Small Group meeting is the exploration called Case in which a member speaks about an unresolved issue or opportunity (“frames the exploration”). Through self-curiosity, the other members engage in deep sharing of personal memories and experiences. Usually the presenting member is seeking to reach clarity about something with which he or she is struggling. The other members help by speaking from their own experience.

Closure

The moderator asks members to destroy papers with confidential information, conducts process feedback, leads a brief closure exercise, and provides a final confidentiality reminder.