The Expectations Matrix

The Expectations Matrix is a tool that helps clarify roles and expectations among team members. By identifying grey areas and discussing responsibilities, this game promotes alignment and improves collaboration, thereby reducing misunderstandings and conflicts.

Walkthrough

1. 1

   Introduction and Objectives

   10 min

   The facilitator begins by explaining the objective of the workshop: to clarify roles and expectations to improve collaboration. They emphasise the importance of transparency and open communication. Participants are invited to briefly introduce themselves, especially if they do not know each other well.

   Tip — Use an icebreaker to lighten the atmosphere, especially if participants are not well acquainted.

2. 2

   Preparing the Matrix

   10 min

   The facilitator asks participants to draw a matrix on a large brown paper or a board. The roles of participants are written at the top of each column and row. This allows for visualising the interactions between roles.

   Tip — Ensure everyone has clear access to the matrix to encourage interaction.

3. 3

   Expressing Expectations

   15 min

   Each participant takes 5 minutes to reflect on their role and writes what they expect from others on yellow post-its, and what they believe they can contribute on blue post-its. The post-its are then placed on the matrix according to the relevant roles.

   Tip — Encourage participants to be specific and honest about their expectations and contributions.

4. 4

   Discussing Divergences

   20 min

   Participants discuss the post-its placed on the matrix. The facilitator guides the discussion to identify 'bofs' (partial agreements) and 'kos' (disagreements), and encourages the search for solutions. This helps clarify grey areas and find compromises.

   Tip — Be attentive to tensions and facilitate communication to avoid conflicts.

5. 5

   Consolidation and Adjustments

   15 min

   Participants adjust the post-its on the matrix based on the discussions. They can add responsibilities or expectations that were not initially identified. The goal is to reach a consensus on roles and responsibilities.

   Tip — Remind participants that the goal is to improve collaboration, not to point fingers.

6. 6

   Closure

   10 min

   The facilitator summarises the main points discussed and the decisions made. They thank participants for their engagement and openness. A reminder is given about the importance of regularly revisiting the matrix to ensure it remains relevant.

   Tip — Suggest taking a photo of the matrix to share with the team.

Variants

• Use different colours of post-its for each type of role or function.
• Conduct the workshop in two parts: a first session to identify expectations, and a second to discuss divergences.
• Adapt the matrix for remote teams using an online collaborative tool.