Step by step
Choose one problem
Name the observable issue without assigning motive: what happens, when it happens and what it disrupts.
Hear each constraint
Give each person uninterrupted time to describe what makes the task difficult. Record facts, timings and dependencies.
Agree a minimum standard
Define what “done” means, who owns the task, when it happens and what to do if the owner cannot do it.
Test for one week
Put the agreement somewhere visible and set a ten-minute review. Change the system rather than replaying the argument.
Ready-to-use checklist
- One specific issue chosen
- Each person heard
- Owner and deadline agreed
- Definition of done written
- Review date set
Common problems
The conversation becomes hostile
Pause and return only when everyone can speak safely. Do not use this process where there is fear, coercion or violence.
One person carries the mental load
Assign ownership of planning and follow-through, not only the final physical task.
UK sources and scope
Checked 27 September 2026. Details may vary by nation, provider and circumstances; follow the linked official or specialist source for the current position.