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1130: Building the Confidence to Push Past Procrastination, Overthinking, and Perfectionism with Krista Stepney

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Krista Stepney shares powerful tactics for moving forward when fear has you feeling stuck.

You’ll Learn

  1. How to identify and address the root causes of inaction
  2. How to take your power back from comparisons and self-doubt
  3. Two powerful scripts for when you’re stuck

About Krista 

Krista D. Stepney is a leadership and business strategist, keynote speaker, and transformation advisor who helps leaders and everyday changemakers turn hesitation into momentum. With over 15 years of experience in operations, organizational leadership, and culture transformation, Krista blends research, faith, and lived experience to help others build a purposeful life and legacy.

As the creator of The BOLDprint Method and the W.A.N.D. Methodology, she has coached executives, entrepreneurs, and everyday dreamers on overcoming fear, resisting comparison, and designing a personalized roadmap forward, even when the next step feels unclear.

Her mission is simple: to help people get unstuck and move anyway, especially when it feels like the hardest thing to do.

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Krista Stepney Interview Transcript

Pete Mockaitis
Krista, welcome!

Krista Stepney
Thank you so much, Pete. I’m honored to be here today.

Pete Mockaitis
Well, I’m excited to talk about your insights for overthinkers, perfectionists, and almost-starters. I’ve seen myself in those roles numerous times. Could you kick us off with a particularly surprising and fascinating discovery you’ve made while working with these folks?

Krista Stepney
I’m happy to share. So a lot of times when people think about these different categories of overthinking, perfectionism, or almost-starting, you start to identify as one of those personas. In actuality, there’s a recent study that came out last year from the University of Northern Colorado’s social research lab that says that within the workforce, 93% of respondents identify in some way of perfectionism that shows up at work.

So when we think about the fact that we spend the majority of our time usually at work, that’s usually the biggest place that we see overthinking and perfectionism showing up and impacting the way we think, act, and even perform in our everyday jobs.

Pete Mockaitis
Well, so can you help us get our arms around what is overthinking and what is just good, thorough thinking? And what is perfectionism versus just having a good high standard?

Krista Stepney
I get asked this question a lot, Pete, so let’s unpack overthinking first. Overthinking is when you are in decision paralysis, where you have recreated that presentation deck or you’ve prepared that pitch for that client over and over again, and you thought about every possible scenario before you actually do something about it. You’re questioning what might go wrong, and not in a way that helps you to prepare to launch, but to just continue to circle.

The same is true in a different way with perfectionism. It’s almost this idea of overplanning. It’s this idea of polishing until it gets to be perfect, and, in the same way, we never start. We over-critique. We wait for things to be just right, but there’s usually no such thing. And when you think about that, you’re really creating this facade or this false narrative of what it looks like to actually get started.

And so overthinking might look like coming up with different perspectives that haven’t really been addressed before, whereas, perfectionism could look like not wanting to launch something new because you’re worried that people might critique it if it’s not ready yet.

Pete Mockaitis
Yeah, perfectionism and concern for critique, boy, those things seem to have a nice relationship there because just about everything, even the most excellently wondrous, are subject to valid critique.

Krista Stepney
True, but it’s when that critique keeps us from moving forward. So, sometimes, I tell people, just start with what you have, and then you can edit and critique from there, but at least you’ve launched something. And a lot of times, Pete, perfectionism comes from this idea of comparison. We’re usually looking at somebody else’s path or how someone else has maybe done something similar, and we are comparing what we’re trying to do to what they’ve done.

And because of that, it causes us to withhold launching our brand new idea or doing something different in the workplace because we are wanting it to be as good as what we see for someone else. When, really, if you put your thing out there, it can be a different variation or iteration without it having to be perfect.

Pete Mockaitis
Okay. Well, could you share with us a fun story of someone who was finding himself doing some overthinking, some perfectionizing, some almost-starting, and then saw a nice transformation?

Krista Stepney

Sure, I’ll give you an example of a recent leader that I worked with, one of my former clients. He was concerned that a new project that he had to present to his boss was not ready for prime time. And what that meant was he was delaying the deadline of when he was supposed to give his presentation. He wanted to pull in more research articles, more statistics to really kind of add to credibility in an area that he didn’t feel as confident in.

Well, with him pushing that deadline, Pete, his boss, without communicating the reason why, his boss was concerned that he wasn’t really up for the job, that he wasn’t managing his time well. And what we had to do was actually pause and walk through some of the steps in the framework that I call bold.

The first is to block out comparison. I had to explain to my client, “I want you to block out any noise of how others have done this in the past, this presentation.” And then the O is to outline your past wins, “Where have you been successful related to this topic before? How can you draw from that energy of a win to use that as momentum now?”

And then the L is for list your next two steps. And we identified, “What are two things that you can do that readily get you closer to the finish line for this project?” And D is the most important part, is to decide to act. And so recognizing that what he had for that presentation was good enough to actually share with his boss.

What we did was reframe his thinking about how overthinking was keeping him stuck, if you would, and not being able to perform. But walking through those four steps of my framework, we were able to not only rebuild his confidence, but to help him to see where decision paralysis was showing up.

The success from that was he was able to have a strong showing in his presentation with his boss, get some valuable insight and feedback to make it better, but to add back that credibility with his boss that he was aware of the assignment and what he needed to do. And it wasn’t a time management thing, but it was a confidence and overthinking issue that he had to be transparent and open about.

So that’s just one example of where I see that show up sometimes in the workplace.

Pete Mockaitis
Okay. So let’s just go through this B-O-L-D again. So, first, we block out…

Krista Stepney
Comparison. So that shuts out all the noise of how it’s been done before so that you’re not using different paths from other people to try to create what you’re doing. The O is for outline your past wins or successes so it gives people a reminder, Pete, of how to remember that feeling of victory again, to think about some of those past wins no matter how small and to teach your brain that you’ve done it before, “Let’s pull from that same energy and momentum to do it now, to do it again.” It’s a confidence boost.

And then the L is for list your next two steps. And I intentionally encourage people to focus on two steps because sometimes we think that there are so many tasks that we have to complete before we get started. But if you focus on two, it’s more palatable. And I tell people one step is a choice, two steps, that’s chosen movement, right? And so you actually change the position of where you started in the beginning.

And the D is to decide to act. That means you actually have to do something from all the preparation and work that you’ve done in the first three steps of the framework.

Pete Mockaitis
Now what I like a lot about listing the next two steps is that, I’m thinking about David Allen, Getting Things Done. He’s been a guest on the show. It’s all about the next action, the next action, the next action. And so he’s fine with one and, yeah, that’ll get you in motion. But what’s fun about two is that they can really connect with each other and you can be a little bit choosy, what you feel like doing first versus second.

And I like what you’re having to say there in terms of like the two steps, it really is like you’re in a different place, like, literally, if I’m a human being, a bipedal two legged organism, right?

Krista Stepney
Exactly that.

Pete Mockaitis
And I take one step, I guess in basketball, they call that a pivot, right? You haven’t even moved, yeah, one step, one foot still in there, but you do two things. You really do feel like you have some momentum. And I think those two things can really be pretty tiny in terms of, “I’m going to email a guy and ask him when we can have a meeting. And then I’m going to see if there’s someone who’s done this before on YouTube and see what pro tips they got for me.” One, two, and we’re off to the races.

Krista Stepney
Exactly. And, Pete, the great thing about that is there’s neuroscience research that actually talks about how changing your position with those two steps teaches your brain that you actually can accomplish something. And imagine what type of confidence boost that has for someone who’s been stuck for a long time and trying to figure out how to get moving. And I tell people, just focus on two steps, two steps at a time.

Pete Mockaitis
Okay. Now the blocking out comparison point seems like it might be easier said than done when it comes to this emotionally fraught territory. Any pro tips here?

Krista Stepney
There’s something that I call a five-day social detox. And it’s literally disconnecting and detaching from areas where you’re consuming the things that are feeding and fueling that comparison. So, for some people, it might be detaching from social media for about five days. It might be disconnecting from that person that you always go to for advice because you are so enamored with how they’ve done it versus listening to your own voice and coming up with your own insights.

So I give people a prompt of different things they can walk through within those five days of a detox to get more in tune with their inner voice and thoughts versus looking for external opinions and insights that are fueling comparison.

The second pro tip that I would give, Pete, is one that’s tied to an activity that I call Mirror Mirror. And it’s really this activity where I encourage people to either do like a selfie style with their phone or to actually stand in front of an actual mirror and to ask questions about where they’ve actually allowed the opinions or path of others to impact how they think about themselves or the thing that they’re working on.

And it might sound goofy at first to stand in front of a mirror or to talk it to yourself in a selfie style, but you’re literally bringing those ideas that might be swirling in your head out in the open, and getting that out so that you can identify where that comparison is showing up.

And then the second part of that activity is speaking back affirmations into yourself. So identifying that you are enough, that you do have what it takes to get this done, that you are capable of the work that you want to produce. And that’s the lasting image and thought that that person has as they begin to do that work and start to block out comparisons in real time.

Pete Mockaitis
That’s cool. And the mirror stuff, there’s some wild research about the impact of looking at yourself in the mirror in different contexts. Like, we eat less food or more healthfully, I believe, study shows, if we’re looking at a mirror while we’re eating a meal, like who’d have guessed?

Krista Stepney
There’s so much. Because you can’t deny it. It’s right in front of you at that point.

Pete Mockaitis

Totally. Okay. Well, now you’ve got a concept called micro boldness. What’s that all about?

Krista Stepney
So a lot of times people misconstrue that boldness is a personality trait. But I believe, and tied to research that I’ve done, that boldness actually starts in your brain first. And boldness is a neurological skill that can be trained, developed, and evolved.

That means it’s accessible to everyone. So it doesn’t mean that only the extroverts get to be bold, right? It means that anyone that has a brain and believes that neurological skills can be trained can actually do this work.

And so instead of thinking about traditional boldness where it’s big and flashy and these giant leaps, right, that sometimes feel a little bit scary, I encourage people to prescribe to an idea around micro-boldness. And that goes back to what I shared about the two steps.

It’s the iterative, continuous, smaller steps that happen over time that retrain your brain that there’s safety even in uncertainty. And it creates muscle memory that, “Okay, if I took two steps before, I can do two more steps.”

And what it does is, over time, you’re building that neurological skill of boldness. You’re creating an atmosphere where boldness doesn’t have to be lofty or uncertain or scary, but it could be a part of your daily practice.

So micro boldness is the concept that I really try to lean into and practice and teach to help people to understand that these continuous movements and steps can show up in your everyday activities.

Pete Mockaitis
So when you say it’s a neurological skill, I’m curious, if we zoom right into the moment of, “Huh, I kind of want to do this, but I’m kind of scared,” what do you recommend we do right away? Because, tell me if I’m thinking about this right when you say neurological skill. I’m thinking almost like Pavlov’s dogs, like we got these associations and these patterns and these grooves and we just kind of roll with them.

And so if you have a neurological skill, pattern, groove, pathway, such that when you are scared and imagining uncertain spooky scenarios, you freeze up and do nothing, then that can get reinforced. So, I’m curious, with the two steps or micro boldness, what does that look like immediately in terms of, “Here I am, I’m at my desk. I’m feeling the things. What now?”

Krista Stepney
Yeah, Pete, you’re spot on. It is exactly that image you just mentioned about research. There’s associations and loops. I mean, there’s literally research that I did with a neurologist that talks about how people struggle with quitting smoking based on the associations of when they smoke and the patterns that they have, right?

Pete Mockaitis
Yeah.

Krista Stepney
And so the same can be true when you think about fear or uncertainty. So part of it is you have to first unpack why or what’s been associated with that fear. Has something happened in the past, right? Write that down. Get that out. But to your point of, like, “How do you address getting unstuck right in the moment?” there’s a psychological study that talks about the start-anyway script.

And there’s literally a psychologist that says, “If you use this script and literally talk about how you can break this cycle of the associations that you’ve had in the past, it gets your brain thinking that it’s safe to move forward.”

So, for example, the start-anyway script could say, “Even though this makes me nervous, on Tuesday, at three o’clock, when I sit down to check my emails, I’m going to write the email that I’ve been putting off for a week.” And what you’ve done is you’ve associated where you’re going to do it, when you’re going to do it, and what the action will be.

And so, literally, that type of start-anyway script gives your brain a chance to say, “Even if fear, uncertainty, or doubt are present, I am giving myself an action to push forward.” Right? And so then, you set that alarm for three o’clock, and when you sit down at the computer to check your email, you go ahead and send the other email.

Now, this does not mean that it’s a bait-and-switch and automatically it will happen that day, but you’re creating those different changes and association pathways within your brain that allow you to say it’s safe to move forward. There are so many studies tied to the start-anyway script where people have seen so much progress and being able to push past some of that decision paralysis.

Pete Mockaitis
And what’s really fun about that start-anyway script, it reminds me a little bit of the social psychology research about implementation intentions, which we think is the term. And it’s sort of, like, “I plan to work out and, therefore, I’m going to put my shoes here and my clothes there. I’m going to go to the gym at this time. If something comes up, this is my backup time.”

And so we’ve just sort of taken a little bit of time to think through some of the particulars, the specifics, the when, where, how of the matter. And then they got some good data, which suggests, “Hey, sure enough, people go to the gym more when they do that.”

What’s fun about what you’re saying here is you’re acknowledging the emotional tricky bit way early and upfront and in advance. And so it’s almost like when you get there, it’s like, “Ooh, I feel kind of scared.” It’s like, “Yes, we’ve already discussed this.” You know?

Krista Stepney
Right? Calling it right out.

Pete Mockaitis
Yeah. And it could be things like, “I don’t feel like it because this is really boring,” or, “This is tricky because I’m going to get really mad about this thing.” It’s, like, you can sort of address, I imagine, any underlying tricky emotion associated with doing the thing.

Krista Stepney
Correct. And think about it, Pete, how many times when we actually face that scary thing where we say, “Oh, that wasn’t so bad,” or, “That wasn’t as… what I thought it would be.” It’s the same thing. The start-anyway script helps us to push past that so that we can get on the other side of it and realize, “Oh, okay, I was scared and I was nervous, and I acknowledged it, but here are some other things that helped me to push past it and realize there’s still a safety on the other side.”

Your brain is really rewiring itself to know that the next time you face that same type of uncertainty, you can push forward again.

Pete Mockaitis
Yeah, I like that a lot. And so we’re talking a bit about starting. What about maintaining and persisting and finishing? Any pro tips there?

Krista Stepney
Yeah, I think the biggest piece is going back to the concept of micro boldness being a constant and consistent practice, right? There is no finish line to getting to it. Recognizing that it’s important to always go back to where you are starting to see yourself erode or maybe move a lot slower around things.

There’s a practice that I have called the wall of wins. And I talk about this in my book where I encourage people to actually use sticky notes to post on a wall somewhere all of the different triumphs or success that they’ve had in addressing that, because that’s the way that you maintain this sense of microboldness, this sense of pushing past staying stuck, because you, literally, can come back to a memorial of where you’ve done it before.

I tell people, whether it’s personal or professional, we’re going to always have a measure of fear or doubt, especially as we evolve and have new experiences, so going back to the things that you know work. Sometimes we look for something new and novel and the next flashy thing when, go back to the thing that was working and that gave you the progress before as ways to show that this can be an iterative practice that can still serve you on day 31 as it did on day one.

Pete Mockaitis
Yeah, I like that a lot, that notion of collecting the evidence and, even more so, you’re suggesting putting it front and center with the Post-it notes. I’ve done this before in a notebook, but then, you know, it’s buried and you look at it maybe four times a year when you really desperately need all the help you can get, so why let it get to that part? Go ahead and post that for you front and center. Super.

Krista Stepney
I have some teams, Pete, where they have done this collectively as a team in the workplace. And it was interesting to see so many of them with their individual wall of wins because, as you’re starting to write out certain Post-it notes, you think of more things and other things.

And, literally, it became the place where they had some of their most innovative and creative team meetings afterwards because they could come back to this place of saying, “We created things before. We’ve done hard work before.” And so to know that it wasn’t just about their individual success, but the collective success that they could all stand in front of.

And I love that that was just a way for them to honor not only their past success, but a way for them to honor that this was where they would think about creativity and innovation as a team moving forward.

Pete Mockaitis
And, Krista, we had a nice chat right at the beginning about how do we distinguish between, “Hey, I’m being thorough. I’m being high standard,” versus, “I’m overthinking. I’m being perfectionistic.”

I’m thinking about a guest and friend of the show, Kwame Christian, who said, it really stuck with me. He said, “Fear masquerades in many forms.” And that struck me because I think we can do some things and we don’t even realize that it’s fear-driven. And you highlighted it a couple at the beginning.

I’m curious, are there any other sneaky ways we might think we’re being sensible but we’re actually being run by fears you can shine a light on?

Krista Stepney
Happy to, Pete. So, each of the three personas that we talked about, overthinking, perfectionism, and almost-starting are all what I would say are iterations of fear in some form. So this idea of, “Well, I’ll just wait on this side and the familiar,” versus recognizing that if we actually launch something, that’s new territory.

And so the fear of, “What do I do with new? What if I’m not ready for new?” This idea with perfectionism is really this idea of we think we’re waiting to polish something and waiting for the perfect moment when, really, we’re just protecting ourselves from the opinions and perspectives of others once we launch and put something out there.

The same is true for almost-starting. We will lean on this idea that procrastination just means that we’re not motivated, when, really, there’s a fear of what type of time and energy and responsibility comes with actually doing something and making an effort.

And so all of those personas are just different iterations of fear. The word fear can just feel so provocative and toxic for so many people. So we love ideas of like, “Well, I’m just a perfectionist.” That’s an iteration of fear and doubt.

And so the things that I just shared with you, Pete, are how I know that these are things that I think are the tentacles of fear. And as someone who has lived through almost each of one of these personas, I recognize that fear does not stay in one place. And if you do not address it, it grows and shows up in almost every area of your life if you’re not willing to do something about it soon.

Pete Mockaitis
Yeah, and that really gets me thinking. With that specific concern you mentioned, it’s like, “Oh, this is going to be a lot of time and effort and commitment to do the thing, so I don’t want to start,” I’ve absolutely been there. I think this very podcast would have launched maybe two years earlier had I addressed that concern more head on and more quickly.

In a way, there are some validity there. It’s like, “Yeah, this is substantial.” Some things really are a substantial ongoing commitment. And it’s probably good to go in eyes wide open as opposed to, like, “Sure, I’ll run that marathon. No big deal. Let’s buy the flights. Let’s buy the shoes. Let’s sign up for the race.” It’s like, “Oh, shoot, perhaps I should have counted the cost before I went here.”

But I think that’s a really strong one in terms of, “Ugh, all the activity associated with this thing just seems so big that it’s overwhelming and exhausting.”

Krista Stepney
And, Pete, when people are saying that, they’re essentially talking about the cost of the new thing, right? And so, whether it’s the cost of time, the cost of energy, the cost of new attention, I counter with, “What’s the cost of the inaction?” Right?

So if you’re counting up the cost of what it will take to do this new thing, what’s the cost of the inaction? What is it costing you not to do anything? What is that inner tension that you know you still sit with that’s costing you on this side? And then when you look at the cost of inaction versus the cost of what it would take to move forward, I tell people sometimes that decision becomes a lot clearer on moving forward versus staying stuck.

And a lot of times we’re not willing to count up the cost of inaction because we’re so focused on what it will cost us to do something new and different and to actually get started.

Pete Mockaitis
That’s a really great perspective, the cost of inaction. We might assume that because we’re living it, it’s free, but it ain’t.

Krista Stepney
Nope.

Pete Mockaitis
Could you share with us a fun story of someone you worked with in considering these things and how that resulted in some cool breakthrough insights? No pressure.

Krista Stepney
So… I love it. I love it because, actually, each of the personas that I wrote about are either a compilation of different people that I know or just everyday conversations. But Alex is actually a person that I used to work with.

And this is a person that I managed who was probably the most creative and innovative person you would meet. I mean, literally the ideas and the talent that this person had was just unmatched, but they were an almost-starter. Great ideas, but then they would falter, not really get started and move forward.

And so when we had to have the conversation of the cost of inaction, there was a direct correlation to what that meant about performance review, what that meant for the opportunity of advancement for her, but more importantly, what it meant for her being able to evolve and to just really rise to her potential beyond even the workplace.

And so there was a lot of tough conversations around building a performance improvement plan that helped her to actually figure out how to get started. We actually walked through a lot of the different strategies to put a plan in place that didn’t require her to circle the drain of overthinking or waiting for things to be polished.

And here’s the thing, talking to her, maybe a year after we went through a really tough season of her having to address why she was an almost starter, the success now means that her benefits, not the costs, were tied to not only seeing her move forward in the organization, but to actually start her own company.

That gave her the momentum to be able to see that her creativity was really just being boxed in in the organization, where now she had a greater platform within her own company to do far greater things. But now she had the discipline not to just have ideas that swirled, but to actually have tangible results, new clients, new customers, new products that she could actually bring to the market. And the biggest piece is the new joy of knowing that she was able to master and overcoming what perfectionism and procrastination had been her stalemates for so many times.

And so I give you that example, Pete, because, again, going back to that cost of inaction, she would have never even realized additional revenue or opportunities to just work in her expertise, or zone of genius, had we not gone through that tough season of actually talking through what not starting was costing her personally and professionally.

Pete Mockaitis
Lovely. Thank you. Well, Krista, tell me, anything else you want to make sure to mention before we hear about some of your favorite things?

Krista Stepney
I encourage people to think about the fact that overthinking and perfectionism and almost-starting can be big lofty personas. But the more we actually look at where we are today and see where we sit in those personas, Pete, it gives us an understanding on where we’re actually holding ourselves back within our jobs.

Like, if it’s holding you back from that stretch assignment that you know you should take on or going after that promotion even if you don’t feel qualified yet. And I share this because I have these conversations in everyday discussions, even with family and friends, and this is the piece that I feel so indebted to work through, Pete, it’s like, “How do we get unstuck?”

There’s so much waiting on the other side for us to move forward. And so I encourage people to do that self-inventory and to see where they might be sitting, and to think about how they might use some of those strategies that we’ve been talking about today to move forward and get out of their own way.

Pete Mockaitis
All right. Well, now could you share a favorite quote, something you find inspiring?

Krista Stepney
So Mark Cuban would be one person that I usually pull a lot of great quotes from. I love his sense of perspective around business, but also entrepreneurship. And he has a quote that basically says, “When you’ve got 10,000 people trying to do the same thing, why would you be number 10,001?”

So when I think about doing something different, whether it’s starting a podcast or a new business or a new idea within your company, don’t be the 10,001 person doing the same thing. Step outside the grain of how we’ve always done it and do something different.

And then the second thing I would say is any quote or paragraph in the book by Luvvie Ajayi Jones, she wrote a book called the Professional Troublemaker, one of my absolute favorite books. And she has so many great insights about how you really address doubt, fear, and uncertainty in the workplace, and how being a professional troublemaker really helps you to align with your passion and really thinking about not only the change that you want to see, but the change that we know that this world needs.

So any quote from that book would probably be one of my favorites, too.

Pete Mockaitis
Okay. And a favorite tool, something you use to be awesome at your job?

Krista Stepney
There’s something that I call a stretch space. And it’s, literally, picking a day out of the week, 30 minutes only, to do something that feels uncomfortable. So it could be like drawing with your non-dominant writing hand. It could be like singing a song in public.

And this sounds a little funny, but I use this as a way to, like, remind myself to do things that feel uncomfortable. And it’s a way for me to actually lean in when there’s not as many consequences of failure, but I use this stretch space as a reminder to say, “Krista, like, where are you pushing the needle on things that make you uncomfortable in your job? And how are you using that opportunity to be more innovative or creative in ways that you haven’t been in the past?”

So the stretch space is probably one of my favorite tools that I lean on a lot.

Pete Mockaitis
And a favorite habit?

Krista Stepney
Starting the day with affirmations. So this is something that I do with friends, with family, with my partner. We will usually share affirmations that we want to set the intention for the day and just to remind ourselves of who we are despite what might be waiting for us throughout the day.

Pete Mockaitis
Any key affirmations that are doing a lot of the good lifting there?

Krista Stepney
One of my favorites right now is, “I am enough,” and recognizing that there are so many people in circumstances right now that try to contradict that statement, but I am enough. I am enough.

Pete Mockaitis
And is there a key nugget you share that folks really love and quote back to you often?

Krista Stepney
“Move Anyway,” the title of my book. Literally, I have so many people who will say that back to me, like, “I was really scared, but I told myself, ‘I’ve just got to move anyway.’”

Pete Mockaitis
All right. And if folks want to learn more or get in touch, where would you point them?

Krista Stepney
So on my social media channels, with your TikTok and Instagram and YouTube, you can follow me at Krista D Stepney. And then my website is my first and last name, KristaStepney.com.

Pete Mockaitis
All right. And do you have a final challenge or call to action for folks looking to be awesome at their jobs?

Krista Stepney
Move anyway. In the moments where it feels comfortable to be stuck, I want you to consider the cost of inaction. I want you to use two steps to map up things that you can do right now to get out of your own way and to start moving forward for the progress that you know that you’re entitled to have.

Pete Mockaitis
All right. Krista, thank you.

Krista Stepney
My pleasure. Thank you so much for the invitation, Pete. Excited to be here with you.

1129: Unlocking Your Best Performance through Rituals with Michael Norton

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Michael Norton reveals the science behind rituals that can help us change the way we feel and perform.

You’ll Learn

  1. What makes rituals more powerful than habits
  2. How rituals help you get into the zone
  3. Simple team rituals to build closeness

About Michael 

Michael I. Norton is a professor at Harvard Business School. Michael’s research focuses on behavioral economics and well-being, with particular attention given to happiness and spending, income inequality, the IKEA effect, and, most recently, rituals.

Michael Norton’s research has been published in popular media outlets such as The Wall Street Journal, CNN, Forbes, and The New York Times, as well as academic journals like Science, The Quarterly Journal of Economics, and the American Economic Review. His “How to Buy Happiness” TED Talk has been viewed over 4 million times, and his work has been parodied by The Onion. 

In 2013, Norton co-authored Happy Money: The Science of Happier Spending with Elizabeth Dunn. His recent book The Ritual Effect focuses on the surprising and versatile power of rituals.

Resources Mentioned

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Michael Norton Interview Transcript

Pete Mockaitis
Michael, welcome!

Michael Norton
Great to be here.

Pete Mockaitis
Well, I’m excited to talk about your book and rituals. Could you kick us off by sharing one of the most important or meaningful or fun rituals for you personally and what makes it special for you?

Michael Norton
One of the weird or most specific idiosyncratic ones in my family is that we do, we started this during COVID, during the pandemic when joy was in short supply, I guess I would say. And so, we decided that we would start sticking candles in foods other than cakes. And so, we have a tradition now of happy meatloaf to you where we sing, we put candles in meatloaf and sing the happy birthday song to the meatloaf, and then blow out the candles and then have the meatloaf.

And it’s, on the one hand, completely ridiculous. On the other hand, it’s completely ridiculous we put candles in cakes also, it’s just that we’re used to it. So, for me, it’s just an example of how random rituals really are. Even the ones we’re used to, when you unpack them, turn out to be often pretty strange in their own right.

Pete Mockaitis
But what I love about that is, yes, it’s weird and it’s idiosyncratic and all that, but it does, I think there’s more joy, there’s more connection, there’s more family fun in the food experience by doing that. So why the heck not? Just go ahead and do that.

Michael Norton
This is one of these things that many, many rituals can bring much more emotion to things than, otherwise, we can get out of them. And I think that’s kind of a gift, actually, of rituals is that they can elevate things from boring to something more meaningful.

Pete Mockaitis
Well, it’s fun, now you got me thinking about family food times and whenever I make something and the kids ask, “Oh, what’s in it?” I think they know what’s going to come. I’ll mention a few of the ingredients, but then I’ll take on sort of a super sweet tone of voice, I’ll say, “But you know what the most important ingredient of all is?” And they’re very much onto those, they’ll say, “Love.” And I don’t know, it’s just fun. It’s just fun, so we do it.

Michael Norton
The other day I made a “joke” that I thought was funny, and my 9-year-old daughter, she didn’t react, she was silent. And so, I said, “You know, that was supposed to be a joke.” And she said, here’s how she did it. She paused and said, “Sadly, I know.” That was the biggest burn maybe of my life from that. So, I feel your pain on they know what’s coming and they’re not always super impressed, yeah.

Pete Mockaitis
Well, so, Michael, rituals are kind of fun. They’re kind of nifty, but could you share with us, what makes them a potentially valuable, important things for folks looking to be awesome at their jobs?

Michael Norton
Yeah, I think that when you look at people’s work lives, what we found was, so one of the things we did with rituals is we started in a couple of domains like grief. And then we would talk to people and they would say, “Oh, but have you looked at it in this domain, like marriages? Have you looked at it in families? Have you looked at it?” And, eventually, of course, “Have you looked at these at work?”

And one of the things we found was that rituals really pattern our entire workday because, starting at home, actually, because we have our morning ritual that we do with our coffee and the things we read and the people. Many people have stuff they do on their commute. That’s kind of a ritual that they do every single time.

Then you have something when you get to your desk. Often people have a thing that they do every morning. Then there’s lunch, they have a thing that they do. Then there’s team meetings and different teams have different rituals. Then at the end of the day, you close stuff down to leave. Then when you get home, you’ve got something to kind of leave work behind and get back into your life mode.

And so, you just have, I’m speaking quickly because all of these we’ve looked at, but you can just see how they, we think of rituals as these weddings or something, kind of they happen very rarely, but we see, really, that they’re embedded in our lives at home and at work.

Pete Mockaitis
Well, so they happen, sure. They are ever-present. And you make a distinction between a ritual and a habit. What is that distinction?

Michael Norton

Can I ask you a ridiculous question?

Pete Mockaitis
I’m listening.

Michael Norton
Do you, in the morning, brush your teeth first and then shower, or do you shower and then brush your teeth?

Pete Mockaitis
Oh, I shower and brush my teeth.

Michael Norton
You’re saying that as though it’s obvious.

Pete Mockaitis
More specifically, I dip into cold water and then brush my teeth while warming up with hot water simultaneously because it was cold in that cold water.

Michael Norton
Interesting. And how would you feel if tomorrow I said, “Change that up. Change the order”? Can you do the toothbrush first?

Pete Mockaitis
I mean, we could. It just feels disappointing.

Michael Norton
So, the first question, oddly enough, about half of people brush first and then shower, and the other half shower and then brush, this is true like all over the world, so humans haven’t decided what the right order is. But the more important question to your question about habits versus rituals is about half of people, if I say, “Do you mind switching the order tomorrow?” they say, “Sure, absolutely. No problem.”

And about half of people say something like, “I don’t want to. It would feel weird,” you said disappointing, “I have some negative emotion around changing the order.” And for me, I mean, those are the simplest behaviors we engage in, but you can see, for some people, brushing their teeth and showering, it’s like a habit, “You know, I have to do these six things in the morning and I can check them off in any order. It doesn’t matter to me.”

And for other people, even these silly innocuous behaviors, have something in them, some emotion in them that makes them quite different from just a boring habit because we care about what order they’re done in. And when we do it in the right order, people say, “I feel ready to face the day.” And when they do it in the wrong order, they say, “I’ll feel weird all day.”

So, rituals, you know, people in robes with candles is further out on the continuum. But even with tooth brushing and showering, you can see how the same behaviors, for some people, they’re kind of black and white, “Let’s get them done.” And for other people, they get imbued with something more, like putting candles on meatloaf imbues it with something more.

And one thing that I like about the shower and toothbrush thing is you can see it’s not just that rituals are good. Rituals provoke emotion in us, which can be very positive, but sometimes very negative as well. So, it’s almost like a risk-reward. If you have a morning ritual, if you do it the way you like, you feel great, but you run the risk of, you know, your kid comes in and interrupts you, and now you can’t do it the way you like, and now you feel worse than you would have if you never had the ritual to begin with.

Pete Mockaitis
Well, yeah, that’s a helpful distinction. There are some emotional stakes in the world of ritual. Okay. And tell me, any other surprises you’ve learned as you were studying this in depth?

Michael Norton
I asked people, so if something bad happens and you have a superstition and you say, “Knock on wood,” how many times do you knock?”

Pete Mockaitis

About two-ish?

Michael Norton
Two-ish. So, about half of people knock twice and half knock three times, and they don’t know why. They don’t know when it started. They get very upset with each other. I can do it in a classroom and see half of them do it one way, half do the other way. They look disgusted at the other people, like, “What is wrong? What kind of a person would only knock twice instead of three times?”

And if you’re a three-knock person, and someone knocks twice, you have this potential energy of you’ve got to have the third knock or everything’s going to go really wrongly. And this is, again, this idea that, first off, it’s just knocking on a thing. We knock on things all the time and we don’t worry about how many times we knock, but it gets imbued with a crazy amount of emotion and meaning that I actually feel like I’m warding off bad things happening to me and my loved ones if I knock the right number of times.

And that’s what’s, to me, really so surprising about it is that, again, like brushing your teeth, knocking on a table, they’re so mundane. They’re so, in a sense, unimportant. Well, dentists would say brushing your teeth is very important, but in the grand scheme. But they provoke this insane amount of emotion, feeling good, feeling bad, with knocking on wood, feeling angry at other people for doing it “wrong” so that it constantly surprised, honestly, in all the work that we did, and how it’s often the small things that provoke an enormous amount of emotion.

Pete Mockaitis
Yes, that is surprising. And I’m intrigued, when it comes to rituals and work, you opened the book sharing tales of writers Flannery O’Connor and Maya Angelou with their rituals. How might we get some of the reward side of these rituals and more of it?

Michael Norton
You can spend, basically, a day of your life, if you want, Googling a celebrity’s name and the word ritual. Any athlete, any musician, any politician, just type their name and then type ritual, and it is astonishing how many of these people have some kind of ritual that they do at some point during their day or during their life. And they’re very elaborate and they’re very idiosyncratic.

And so, one of my favorites is Rafael Nadal, who has, if you are a tennis fan, you already know where I’m going. Before every serve, he has a very elaborate thing that he does with his forehead and his wristbands and everything. And he even, it’s been described as he picks his wedgie before every single serve. So, he’s got very elaborate sort of thing.

And when you ask him, “Why do you do that? Would you be okay without it?” he will say, “Yeah, no, of course, I could still serve without it. But when I do it, I feel ready.” And I think that’s really, really key because it’s not that…well, there’s two things. One is, if he doesn’t do it, he’s still Rafael Nadal, one of the greatest tennis players ever.

The other thing is, if I copy his ritual, I still stink. Unfortunately, rituals aren’t magical, where somehow if I turn around three times, I get to be amazing. That’s not how they work. But what they can do, again, is change how we’re feeling. And he’s telling us that he’s feeling nervous about the next serve. And this ritual that he’s come up with makes him feel like he’s in the zone and ready to go.

And we see people using those kinds of rituals, even every famous person, as I said, but also people just in their everyday lives. And one of the most common ones that people will say, if I say, “Have you ever done anything before a meeting or before a big talk or you had to present to the whole team?” and people say, “You know what, I do actually do something.”

And I say, “Well, what do you do?” And they kind of lean in kind of like they’re conspiratorially, and they say, “Well, I go into the bathroom and I check under the stalls to make sure nobody else is there. And then I stand in front of the sink and look at myself in the mirror and tell myself, ‘You can do this.’”

And I say, “You’re like the ninth person today to tell me that you do that.” So, people think it’s very weird to do that. And yet it’s incredibly common in our, again, everyday lives that people do something when they’re feeling nervous to help them feel subjectively like, “I’m ready to go.”

Pete Mockaitis
Well, that’s intriguing. But that specific ritual of going to the bathroom, making sure it’s empty, and then checking, looking at yourself in the mirror and the pep talk is something you’re hearing again and again.

Michael Norton
That’s right. And what I love is it’s not like it’s in some ancient text, and it’s been happening for thousands of years. For example, there weren’t mirrors at one time, so you couldn’t do it even if you wanted to.

But people often develop independently the same kinds of rituals. Because if you think what they’re doing, you need privacy in order to do this, to psych yourself up, because you’re going to talk to yourself sometimes. And the place to do it is in the bathroom rather than in the lunch room or something like that.

So, we’re pretty creative when we come up with rituals, like picking your wedgie also is not in ancient text as far as I know. But then once we have them in place, they’re our go-to. And we really try to do the same thing every time when we’re feeling nervous before something big.

Pete Mockaitis
Okay. And so, does it work? Will we give a better speech if we give ourselves the pep talk or we pick a better serve if we pick the wedgie?

Michael Norton
This is, mean, the sad thing is, so when we started studying rituals, we did have the hope that, somehow, we would discover some magical sequence that humans could engage in that actually would make them different people. You know, that somehow if you clapped 19 times, you had the strength of, something like that. And, unfortunately, again, that’s not what we see there. They’re not magical.

But what I teach undergraduates, many of them are really gifted athletes who, by the way, all have their own pre-performance rituals as well. And one of the things that they say is that when they do their ritual, they’ll often use the phrase, “It kind of helps me get out of my own way, that my thoughts and nervousness are getting in my way of performing the way I know I can perform, and making me actually mess up in a sense. Like, I’m not in the zone, I’m not ready to go.”

And so, I see these rituals, it’s not so much that they make us magically better, although I wish they did. It’s that sometimes they’re actually just allowing us to perform at the best level that we’re capable of. And that, in and of itself, is a useful tool to have. For me, even if rituals didn’t affect performance at all, one reason they’re so ubiquitous is because they’re still working in the sense that they’re helping us psychologically deal with something that’s very difficult to deal with.

And we often see that with rituals, is that they work not so much that they change something dramatic in the world, it’s that they change something dramatic within ourselves. And that’s very, very useful for humans in all sorts of different situations.

Pete Mockaitis
Oh, certainly. Well, if I can go from, I don’t know, average level of Pete Mockaitis, sharpness, creativity, enthusiasm, empathy, whatever, whatever I’m trying to drum up to, you know, near peak levels relatively quickly with a ritual, that sounds super handy. So, let’s go for it.

Well, now you got me thinking about Tony Robbins and Power Moves, and some of that “Rah! Rah!” I guess that’s just one of many flavors of ritual that some folks may engage in to shift their internal state to something that’s helpful for what’s ahead of them.

Michael Norton
That’s right. And we do see, we’ve looked both at the level of the individual, “What do I do when I need some emotion that I’m not having?” And we’ve also looked at the level of the team or the group and see whether those are the same or different.

So, for example, I will sometimes have, like an audience will stand up and I’ll show some things on the board, like clap twice, stomp three times, clap six times, stomp six times, etc. And I just kind of show it to them and see what they do. And what audiences do is they start clapping and stomping and they very quickly sync up with each other.

So, they’re all stomping, I didn’t tell them to sync up, but they all sync up. So, by the end, they’re really, really in unison, everybody doing the same thing. And when we asked afterward, “How close do you feel to these people?” they say, “I feel closer than I did before.” So, we can a little bit engineer via group rituals, something that changes how we feel about the group.

But the other thing that’s important, again, it’s the risk-reward thing with rituals, that’s true that it can make us feel connected to people like us. But if I have people who do the ritual on purpose wrong, so everyone else is stomping and I’m still clapping really loudly, people are enraged at the person because they say, “You’re doing it wrong.”

And so, at the same time that they’re helping us sometimes bond together with people, they’re also making us dislike people who are doing it differently from us. And it’s this fine line between, if I’m doing a ritual or we’re doing a ritual and we think it’s good, that’s terrific. But if we start to think that our ritual is right, is correct, that’s where we start to see, “Well, now if we’re correct, anybody else doing anything different is incorrect.” So, we’re not just good. It’s that they’re bad.

Pete Mockaitis
Well, this is fascinating. It reminds me of some of Bob Cialdini’s work with regard to troops marching in unison and formation, it has an impact, or siblings or friends doing a song dance piece that’s coordinated, it has a similar uniting impact.

And you used the word enraged. It’s so funny because I have had the experience of like I’m in church, right? And someone is praying the prayers way slower or way faster than the collective, and I find that irritating. And then I’m like, “Hey, Pete, we’re in church. We’re doing a good thing. Maybe, like, just try to be patient with it,” you know.

But so, I find that encouraging. It’s like, “Okay, that is a common human phenomenon. When the vast majority of people are doing a thing in unison and someone is deviating, it’s irksome.”

Michael Norton
George Carlin had this line where he was talking about driving a car, and he said, “Anyone going slower than you is a moron. And anyone going faster than you is a maniac.” And I think, unfortunately, it’s still true that we feel that way about people doing things differently than we’re doing them.

But when you add this ritual element, you’re talking about religious rituals, but even with clapping and stomping in a classroom, we do see that people start to say, “We’re doing it right, you’re doing it wrong. And I don’t like you. I don’t like what you’re doing over there.”

Even though I’m aware, it’s fine. As you said, they’re praying. It’s not that they’re disrupting everybody on purpose or something like that, but we have it in us to say, “No, no, this is the way that we do this. Everybody should agree on this is exactly how we’re going to get this done.”

Pete Mockaitis
Well, that’s eye-opening in and of itself in terms of human nature and what’s inside us. I’d love to hear, since you’ve talked to so many people about their rituals, we’ve heard a common ritual associated with doing a speech or presentation. What are some useful rituals for we’re about to hunker down and enter into some productive deep work focus mode?

Michael Norton
So, again, there’s the individual level, and then there’s the if we have to do it on a team. We’ve done lots of research on the team dynamics on how to think about rituals and how they affect teams. And one of the things, so if I go to a company and I’m supposed to be some ritual guru or whatever I’m supposed to be, even though I’m not, what often companies want is, “Can I give them kind of an out-of-the-box ritual that they can have all their employees do that will somehow make the employees really happy and everybody likes it?”

And if you’ve ever been in a company where they tried to do that, your number one reaction is not, “I love this.” It’s, “Why do I have to do this stupid thing?” It’s like everyone’s had a manager who watches TED Talks over the weekend, and then comes in and demands that you do whatever the TED Talk told them to do.

So, there’s this sense that what organizations want is, it’s a pejorative word, but like a cookie cutter ritual, and that can lead to real reactance from folks and from teams. And so, what I do instead is I encourage people and their teams to think about what they’re already doing, “So, what are things that your team does that other teams don’t do that are kind of idiosyncratic to you that are meaningful to you?”

And teams will have all kinds of different things. Once they start to think about it, inside jokes are a good example, actually, that we have this little ritual where, you know, we always say this one thing. Those are the kinds of rituals that are already having an emotional impact on us. We see that.

We see that teams at work that report having these rituals actually report having more meaning in their work, that there’s some transfer between this meaning of this ritual that we’re sharing and the meaning of the work that we’re all doing together. And so, lots and lots of examples.

One of my favorite examples of a team ritual actually happened again during the pandemic when people were working from home. This team that had daily meetings and had had them for years had to go remote. So now, of course, they’re all on Zoom with little faces on the screen. And what they started to do was, at the beginning of every meeting, everyone would click the emoji that reflected how they were feeling.

And so, you would look at this screen with 20 faces and you could quickly see kind of the average, sort of extracted from emojis, but also see who’s doing well and who’s not doing that well, “Maybe I should follow up with them later.” And it became a ritual at the beginning of every meeting.

And what was fascinating to me is they had never done anything like that when they used to meet in person. So, there was no going around the table and saying how you’re feeling, because you can see how different that is. It’d be weird to make everyone at the table, one by one, go around and say, “I’m struggling today.” That’s not typically something we do at work.

So, even though remote work distances us from people, this team used it actually as a way to use the technology to bring them closer together via something silly, like clicking emojis. And so, the randomness again of the things that people come up with on their teams, that very quickly become very meaningful to them, where if someone starts to start the meeting without the emojis, people will stop them and say, “No, no, no, wait, we have to do the emojis first and then we can start the meeting.”

Pete Mockaitis
Well, Michael, it’s interesting, you say going around and saying how you’re feeling is not typical of meeting behavior, but I have been in some workplaces where they do that. They call it check-in and that’s come up a couple of times with the podcast.

And so, in a way, that’s kind of intriguing how a ritual that emerges in one context can really serve as an inspiration for, like, when they do go back to the office, like, “Hey, you know what, it’s like, it feels like we’re missing something. Well, this is, maybe feels out there to us, but let’s give it a shot in person,” and away you go.

Michael Norton
And my guess is, I don’t have the data just to be clear, but my guess is that the average report when you’re doing it in person one by one is more positive than the average report if you’re clicking emojis. Because it’s much harder as a person in a meeting to say, “I’m really struggling today.”

People do, of course, but it’s a bigger barrier. So, it is this question of, “How do we do a check-in in a way where people feel that they’ve been heard and also that they’re able to really share how they’re really feeling?”

Pete Mockaitis
Yeah, certainly. Okay. Well, lay some more on us, favorite rituals that seem to really be impactful for folks at work.

Michael Norton
Very, very simple one, and this will be no surprise, is how teams deal with lunch. Lunch at work is a funny thing because we have to eat lunch. We usually eat it, in the US anyway, we usually eat around noon.

And other than that, what we do and how we do lunch is really up to us. So, you can go and get something and eat it in your cubicle by yourself and never talk to anybody. Or you can, you know, go out to a 300-person restaurant. You can do whatever you feel like doing.

But what we see teams doing, and they report it when we survey them, is they often have something they do at lunch that makes lunch just a little bit, back to our earlier conversation, a little bit more emotional, a little bit more meaningful, not just putting food in our faces because we need caloric intake.

And just as an example, one team, it’s a five-person team, they would, every day of the week, was one person brought lunch for everybody else. So, you do it on Monday and then I do it on Tuesday. And in the end, what they’re doing is everybody’s eating lunch every day. That’s not that interesting.

But if you think of what they’re signaling with that ritual, it’s that on one day a week, I’m taking care of everybody else on the team. And every other day of the week, the team is taking care of me. It’s a very strong signal.

And this team felt it was very important to be not just like automatons at work, but human beings. And you can see how their ritual that they came up with really, actually, tries to reinforce this idea that we care about each other. It’s not just that we’re here to punch the clock.

Pete Mockaitis

I like that a lot. Well, tell me, Michael, anything else you want to make sure to mention before we hear about some of your favorite things?

Michael Norton
I guess I would say, if you think of how to kind of incorporate rituals, I think people often are thinking, you know, “Should I add something to my life to make it more ritualistic?” And the idea, of course, is not that the more rituals you add, the better your life is. I can get messy very quickly.

But what I do encourage people to do is kind of take almost an audit of your current rituals and see when you’re doing them and how you’re doing them. You can think of family dinner, what do you do? You can think of you and your spouse, do you have little things that you’ve been doing for years? Your teams at work, even what you do in the morning.

And just notice, actually, all the places that you have these little behaviors that you’ve been doing for a long time that are meaningful to you. And even if you don’t add new ones, appreciate those ones a little bit more so the next time you do it, you’re really owning it as, “Oh, we’re doing our silly thing we do when we have dinner every night. We’re doing it again. This is our family thing that we do.”

Pete Mockaitis
Okay, I like that a lot, and I think you can bring savoring to so many things and enhance them.

Michael Norton
Love that.

Pete Mockaitis
I remember, I was at a class and someone talked, we were talking about rituals or things they really appreciate. This man talked about how he savors the candy, if I’m saying it right, Ferrero Rocher, you know, those little balls with the crunch.

Michael Norton
My daughter loves them.

Pete Mockaitis
And he described it with such detail and sensory language, it’s like, “Is this person a poet?” And it really struck me, it’s like, “You could do that to anything, savoring the warm water or scent of soap on your hands you wash them.” And I think it speaks to what you brought up at the beginning, the difference between a habit and a ritual, “Yeah, I wash my hands,” or it’s like, “Ooh, I savor the multi-sensory experience of hand washing.”

Michael Norton
One of my favorite examples on savoring is Oreos. So, Oreos are just a cookie like any other cookie and, yet, there’s an entire culture around eating Oreos, which is, “Do you twist them apart or not? Do you lick the filling out first?” And people have very strong preferences about this. If you go online, you’ll see, actually, there are serious debates about the correct way to eat an Oreo.

From my standpoint, it’s not that there’s a correct way. It’s that you’re taking a cookie, which is a nice thing to eat, and you’re turning it into something a little more interesting. It’s got a little, to your point, a little more in there because, “You know what, I’ve been dunking it this way for 20 years. And, by the way, my mom used to dunk it this way as well.” So, you get these really strong emotional reactions on, as you said, things like eating something or washing your hands.

Pete Mockaitis
I love it. Thank you. All right. Well, let’s hear now about a favorite quote, something you find inspiring.

Michael Norton
I heard a quote a few years ago, “Fame is a mask that eats at the soul.” And I think of it, not that I’m a famous person, but all of us in life, we move forward in our job and we start to feel like we’re important. And so, it’s fame, it’s going to give us, it’s like importance is a mask that eats at the soul.

And I think, and I should say, and also my tendency to, as I move forward in my career, start to think that people are treating me a certain way because I’m amazing, instead of because I’m their boss is a very common mistake that people make. And it does change who you are.

So, I think a lot about, and I can see people the world where fame or importance kind of changes their soul a little bit. And I’m always on the lookout in myself and in the people I love, we check each other to make sure that we’re still staying true to ourselves even if we got a big promotion or we get famous or whatever it might be.

Pete Mockaitis
Well, Michael, after this conversation, you’re slightly more famous in the world. So, I hope your soul doesn’t get any nibbles from this conversation.

Michael Norton
Well, I was at zero, so anything is going to bump me up past my current level.

Pete Mockaitis
And a favorite study or experiment or bit of research?

Michael Norton
I completely love this study. Chris Hsee, who’s at the University of Chicago, the paper is called “Overworking.” And he sets up this thing in the lab where you can do two things. You can watch funny videos, or you can do a really boring task and get a Hershey’s Kiss. And you can do this for a while.

So, you can always choose to watch a video or you can choose to work in order to get paid with a Hershey’s Kiss. So, he’s basically setting up life, which is you can work for future rewards or you can goof around right now.

And the thing that he finds is what people do is they overwork, meaning, he’ll say, “The only Hershey’s Kisses you can eat are the ones that you eat. You can’t take any with you,” which, again, is a metaphor for life, like you can’t take it with you. But what he finds is people can’t stop working. They just keep accumulating Hershey’s Kisses, and there’s this giant stack of them.

And then when the thing is over, they try to eat as many as they can. They don’t feel good about it because they’re eating too many, and they leave them behind. And I love, obviously, the metaphor that he has in that thing, which is we really get stuck sometimes in there’s some currency that we’re earning, often it’s money, but it could be respect or fame or anything like that.

And we become so consumed with getting more of it that we forget everything else about life that might be an enjoyable kind of thing, like our families and our hobbies and things like that. So, I think of that very, very frequently. One, I just love the elegance of the design and also the funniness that it’s Hershey’s Kisses. And it really relates to this fundamental human question about how we’re managing our well-being and our time here.

Pete Mockaitis
Okay. And a favorite book?

Michael Norton
My favorite book is The Gift by Lewis Hyde. And it’s a book about gift giving across kind of the human lifespan, meaning as long as humans have been around, we’ve been giving gifts to each other. And so, he really looks to see what’s the role of gifts in human life. And they play an incredible amount of roles in everything, in our relationships, at work, at home, all of these little gifts that we’re giving.

Pete Mockaitis
And a favorite tool, something you use to be awesome at your job?

Michael Norton
That would be, I guess the tool, not quite a tool, but my lab group. So, we have some faculty, some PhD students, some postdocs, some undergraduates, we meet and we brainstorm. And social science really is about trying to notice things in the world that nobody has noticed, and then trying to study them. And the only way to do that is to use a bunch of brains.

Yes, you could sit in your office by yourself and try to come up with all the ideas, but, really, when you’re thinking about social life, social brainstorming is the way to get it done. So, I couldn’t do any of the things that I do without the luxury of using all these other smart brains that are around me.

Pete Mockaitis
Okay. And is there a key nugget you share that really seems to connect and resonate with folks, they quote it back to you often?

Michael Norton
I think one thing that people have told me is that when someone says something like they’re struggling with something in their life, having a problem at work. And then they say something like, “I know it’s not that big a deal in the grand scheme of things, you know, there’s wars happening and things like that.” We have a very common instinct to do that, to downplay our own problems.

And I think one of the things that I always say to people is, “Whether that’s true or not doesn’t help you with your own problem. It’s still your problem and it’s still very important to you or we wouldn’t be talking about it.” So, let’s not judge our problems against other people’s problems to determine how important they are. Let’s deal with them together because they’re problems that are affecting you and we’d like to do something about it.

Pete Mockaitis
Okay. And if folks want to learn more or get in touch, where would you point them?

Michael Norton
It’s very difficult to remember. It’s MichaelNorton.com. It’s a very boring website, I’ll say, but there’s one part on it that is a quiz. It’s a rituals quiz. And it doesn’t take that long, but we ask you questions about rituals in different parts of your life. And then we give you a little feedback on how you’re doing and where you might think differently about it. And it’s fun to do with your spouse or partner as well.

Pete Mockaitis
All right. And do you have a final challenge or call to action for folks looking to be awesome at their jobs?

Michael Norton

I would think about being intentional in meetings, actually, like thinking about what the beginning of a meeting is supposed to do and what the end of a meeting is supposed to do instead of just starting and just trailing off at the end. Really think, it could be a ritual, obviously, that you do at the beginning and end.

But even more, I think, just kind of making the meeting about something, and then at the end summarizing what the meeting was about so we don’t just feel like we’re sleepwalking through everything all day.

Pete Mockaitis
All right. Michael, thank you.

Michael Norton
Thank you so much.

1128: How to Develop and Maximize Every Voice on Your Team with Jeremie Kubicek

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Jeremie Kubicek shares his innovative 5 Voices framework for empowering teams and maximizing potential.

You’ll Learn

  1. Why people development often fails
  2. How leaders unintentionally silence their best people
  3. Warning signs your team’s in the pit of despair

About Jeremie 

Jeremie Kubicek is a globally recognized speaker, author, and leadership expert dedicated to helping leaders multiply healthy influence and self-awareness. As the co-founder of GiANT Worldwide, he equips leaders and organizations to build cultures of trust, peace, and performance through practical systems of people development. 

Jeremie is the author of Making Your Leadership Come Alive and The Peace Index, and co-author of The 100X Leader, 5 Voices, 5 Gears, The Communication Code, and the newly released The Voice-Driven Leader: How to Hear, Value, and Maximize Every Voice on Your Team.

Resources Mentioned

Thank you, Sponsors!

Jeremie Kubicek Interview Transcript

Pete Mockaitis
Jeremie, welcome back!

Jeremie Kubicek
Pete, always good to be with you.

Pete Mockaitis
Oh, it’s great to have you again. I’m excited to talk about The Voice-Driven Leader and people development stuff. And I got to know right from the get go, chapter one, why people development typically fails. Lay it on us, Jeremie. Why?

Jeremie Kubicek
Because we all know, it’s boring. It doesn’t really work. It’s developed in the wrong way. But, really, the main reason is because it’s driven from one voice to everyone else. It’s not hyper-personalized. And in today’s world, like, imagine if you could actually draft books, content, training, all based on the other person, not on you, we did it. Imagine that, and that’s what we’ve done. We built The Voice-Driven Leader to do that.

Pete Mockaitis
Yeah, that’s cool. Well, so let’s expand a little bit on about why it fails. You say, and I don’t know how much that was in jest because we both love developing people.

Jeremie Kubicek
No, it’s true. I think what I’d say is this, there’s a difference between development and training. And training is what most people will think of when they think, “Oh, I’ve got to go watch a course,” “I’ve got to go sit in a training session for a day.”

But the actual process is apprenticeship. And apprenticeship is a lost art in America. It used to be a thing. In industrial revolution, “Hey, if you’re a mason, we’re going to brick a wall.” There’s still masons, and there’s still HVAC, and there’s still all these people who do trades. Trades know what apprenticeship is.

But most of us haven’t experienced it like, “Okay, Pete, you’re going to come watch me. Just watch. Now, you’re going to watch me and help me. And now you’re going to do it. I’m going to help you. And now you’re going to do it. And we’re good, right?” And that’s apprenticeship. That’s the full development.

But in the computer age, it’s not like, “Hey, Pete, watch how I do this text message. Watch me do email. Do you see how I did that?”

Pete Mockaitis
“That was great.”

Jeremie Kubicek
It’s harder to do apprenticeship in the technological world. So, development suffers because we think we’re developing people by sending them to watch courses or do trainings. But it’s not necessarily the pathway, like a journey. And that’s what we’re trying to reinforce.

Pete Mockaitis
Yes, I think that is well said in terms of you can learn some best practices, some how to use a piece of software, some tips and tricks, stories of experience, but there’s a giant zone of learning that is like, “No, we just got to get into it, experience some stuff, and talk about it, reflect on it, and see the nuances of the itty bitty details.”

Jeremie Kubicek
Yeah, and it’s really, really like, “All right, you’re on my team.” It’s tied to, “Where are we going? Do you have role clarity? Do you know where we’re going? And do you know and understand my expectations of the job?” So expectations are a massive part of creating awesome jobs, like development of people.

You have to be developed through expectations, “Okay, Pete, this is where I want you to be. Here’s where you’re at right now. We just onboarded you. In the next month, all I want you to do is be with people, spend time,” you know what I mean? I’m laying out the expectations.

What do most people get? “Hey, man, here’s your desk. Here’s your manual. Watch a couple of these videos. See you later.” And then they get thrown in and then people start faking it, acting like they know what they’re doing. And then, all of a sudden, once they figure out that they don’t know what they’re doing, then they try to hide it, and then eventually they end up in this thing that we called in the book, we call the pit of despair.

And the pit of despair, let’s say you have thousand employees, you probably have 20 people who come and clock in in the morning, and they go, everyone goes to their workstations, they go down in the basement into the pit of despair, and they get down there, like, “Hey, man, how long you been down here? Yeah, who pushed you in? Oh, Tom? Yeah, Tom is a jerk.” And, all of sudden, everyone’s talking about Tom.

And it’s this pit where people literally, everyone’s working around these employees. But it’s what it is. It’s just unclear plan, unclear roadmap, and unclear expectations. And then the leader is not taking the time, not giving the vision, not actually doing the apprenticeship process.

Pete Mockaitis
Understood. Okay. Well, then is that what you would say is the core thesis behind The Voice-Driven Leader or how would you articulate the big idea?

Jeremie Kubicek
Part of it. Okay, so here’s the big idea. If you know who you are, is number one, know who the other person is. And when I say who, we say actually by personality, using the 5 Voices. So if you know who you are, using the 5 Voices, know who they are and their voice, then know where do you want to take them, what’s the journey they’re on, and then what needs to happen to get them to the next level.

So, you have the foundation stage, which is onboarding. You have the immersion stage, which is the development in their role. And then you have the empowerment stage. Now that means, “Good job. You’re doing it. I’m helping you.” Then there’s a multiplication stage down when they get really good at their job.

So a great leader is going to know who they are, who the other person is, and where to take them. The crux of it is, because of AI, we’ve built now 5 Voices AI. So if I know that I’m a connector, let’s say I know that you’re a creative. Well, a creative is going to go through that process completely different than a connector would and completely different than a nurturer or a guardian or a pioneer.

So if I know who you are, now I can speak your language to help you really understand and become competent in your job and your work faster. And so, here’s the core crux of the book. If I speak your language to develop you more than forcing you to only speak my language, then the chances of you developing are ten to one. And that’s it. Like, when I lived in Russia, I learned Russian versus forcing them to speak English. I had a lot of influence.

[In Russian] ”You speak Russian, yes? Do you understand? A little bit?” 

Pete Mockaitis
You sound influential.

Jeremie Kubicek

So now all of a sudden, if I speak Russian to someone, and they’re Russian, they’re like, [In Russian] “Oh, mother of God, do you understand?” And now I’m connecting with them because I’ve chosen to speak their language and go toward them not forcing them just to go to me.

Pete Mockaitis
Okay. Well, so we’re going to talk about these five voices. And so, Jeremie, help me out. In the universe, I mean, you’ve been around the game. You’ve been around the block. So, you got your Myers-Briggs, you got your DISC, you got your StrengthsFinder, you got your Enneagram, you got your Working Genius. So, can you help position for us, how do the 5 Voices sit in the universe of different ways we might categorize humans?

Jeremie Kubicek
So let’s go with a couple. Working Genius and StrengthsFinders are not necessarily personality. They are the strengths of a personality. So they’re not really personality assessments. Okay, so let’s separate those two out. Myers-Briggs, DISC, the Big Five, those are true more personality assessments. The problem is that they don’t scale very well.

So, you can meet with someone, and go, “Oh, yeah.” I get all excited, “You’re an ENTJ?” And then it’s like, “Well, what does that mean?” Like,  “Man, I don’t know. But it was great. Yeah, you should do it.” Or, “I’m a high D,” “High I,” or, “I’m a seven with a wing eight,” or whatever it is, it doesn’t produce.

And so, people then feel locked in. Like, they feel like, “Oh, so you’re just telling me who I am, right?” So the 5 Voices are like, “No, you’re all five voices, and a 13-year-old can get it.” So what we did is we took the best of Carl Jung and the best of the Big Five, and we built a system that was simpler to understand so that inside Google, for instance, we’ve worked with them for years for seven-eight years.

Inside Google, they’re like, “Oh, I’m a connector.” I don’t have to go, “I’m an ENFP. I’m a high I with a D, you know?” And so, the speed of scale and then the sustainability of the 5 Voices stays a lot longer than any of the other voice languages because it’s just simpler.

And then we added 5 Voices AI to it, and now it’s like a joke, “Oh, my gosh, we’re doing things with it that are so innovative.” And I’m biased, obviously, of being a co-creator of it with Steve Cockram, but the 5 Voices is just simpler and it stays longer.

Pete Mockaitis
When you say with AI it’s a joke, what exactly do you mean?

Jeremie Kubicek
I mean, it’s dumbfounding because now what happens, if you’ve already taken the assessment, 5 Voices AI, you’re already in my algorithm. You’re already in my AI, in my world so it already knows you.

So, if it knows that you’re a creative connector, and I go, “Hey, help me do a performance review for Pete,” it already knows and it’s going to do a different performance review for you than it would for a nurturer.

Pete Mockaitis
I hear what you’re saying. Like, in the universe of what large language models happen to be good at, reconfiguring words in different sorts of ways, when you’ve got your arms around five really distinct, different vibes with detailed explanations of what those are, you can find an extra layer of translator tool at the ready to make it super easy for you.

Jeremie Kubicek
That’s it. And, like, I got an email from someone on my team the other day, and I didn’t get it, and it said, “Remember they’re a guardian-pioneer,” and I put the email in and it dissected it as a guardian-pioneer, and it translated to go, “Here’s what it is saying to a connector.”

And I go, “Great. Write back to him in his language,” and it built an email. It wasn’t just “Create an email for me.” It was, “Create an email that’s customized.”

Pete Mockaitis
Yeah, that’s handy. Yes. And I guess, as you can feed that upfront context, you can give thousands of words of useful, clear context to the AI about, “What do I mean by pioneer? What do I mean by connector?”

Jeremie Kubicek
Well, it already does it. It already does it for you. You don’t have to feed it anything.

Pete Mockaitis
Okay. Well, we don’t now because you’ve built it out. Yeah. Okay. Understood.

Jeremie Kubicek
So, all you have to do is take the assessment. And if you take the assessment, it’s free, 5Voices.com, you can take the assessment and you sign someone else up and they take it. But then the 5 Voices AI now becomes the piece that it’s, like, with my wife, the conversations are completely different because what I’m doing is it’s, like, honoring the other person because I’m walking a mile in their shoes.

I’m trying to understand their context versus, “Man, that guy just drives me crazy.” “Well, yeah, because he’s a guardian and you’re a connector. You’re nemesis voices.” So now it de-complexifies it. Is that a word?

Pete Mockaitis
Oh, sure.

Jeremie Kubicek

But it basically takes it to the point where it’s so much more palatable to know what to do.

Pete Mockaitis

All right. Well, we’ve been throwing these words around a lot, so we’re going to have to hear, what the heck? What are they? What is a pioneer, connector, etc?

Jeremie Kubicek
Okay, so there’s five words in there. The five main categories of personality, we put them in the lower voice first. So the quietest voice is a nurturer, 43% of the population, 70% are female, so they’re going to show up in stay-at-home moms, teachers, nurses, it can be anything, okay? But that’s where they aggregate, and they’re always wanting to make sure everyone’s taken care of. So they want peace. They’re the relational oil inside organizations.

The creative is second, 9% of the population. And they are the most future-oriented, but they’re extremely quiet. They’re still introverts, but they love to add to their blueprint that’s in their brain, but they have a hard time getting it out to someone and they don’t want to throw their ideas before swine if someone doesn’t value or see it. So they’re, oftentimes, the most misunderstood because people don’t know what they just said or what they’re thinking.

Then another 30% is the guardian. The guardian are logic, black and white, A then B, then C, then D, and the 70% are male, they’re accountants, they’re soldiers, military, they’re police, firefighters. They love structure and order and grids, and it’s just that order, right?

And then the next batch is the 11%, the connectors, which are like me. They’re like bees, they pollinate, they take ideas and people, and they always have a guy, “What do you need? I got a guy.” “Oh, yeah, you need to meet so and so.” And they love to connect people to aspirations.

And then the last 7% are the pioneers, and they’re like generals, and they allocate people and resources to do big things. And so, their whole thing is, you know, “Move out of my way. I got it,” or they’re always thinking about winning and are very strategic in that regard. So, a lot of them are executives because they get hired to win. And so, oftentimes, you’ll have an immature executive do a lot of damage. And so what we do is we dissect.

We have all five of these, but there’s 16 variations of the five. So, like, you can be a pioneer-connector, a pioneer-guardian, a pioneer-creative. So, that second word kind of frames the personality, but there’s five categories that make it simple enough for everyone to understand.

Pete Mockaitis
I see. And these terms are kind of, like, is it fair to say, “How you’re wired, what you’re drawn to, what you find motivating, interesting, exciting, care to do, gets you fired up”? That’s like, “What you’re about.”

Jeremie Kubicek
That’s right. It’s your nature. But your nurture, meaning we can be all five. That’s the beauty of the 5 Voices. There’s no labeling. So it’s, like, “I’m all five of them. I can play guardian if I have to, but it is my fifth voice. It’s the one I’m consciously incompetent at. It’s the hardest one for me, but I can play it.”

And that’s the beauty of it is you can go in and out and it gives grace to people versus going, “Oh, you’re a seven. Oh, yeah, you’re a seven with a wing eight, and I’ve got you locked in.” And people don’t want to be labeled because, actually, we’re way more complex than that.

And then if I know I’m a connector and I know I’ve got a guardian that just started my team, and he’s onboarding, well, you know what his expectations of onboarding are, “I need to know exactly what to do. I need to check things off. I need to feel success along the way.”

So, that’s very, very different than if I brought a nurturer in. If I brought a nurturer in, “Tracy, welcome to the team. So excited to have you.” It’s going to be different.

And so, what happens then, why most jobs aren’t as fulfilling is then people join teams, and it’s like, “Well, Tom is not very good at onboarding. Tom doesn’t think about the other person. It’s just like, ‘My way or the highway. This is what we do. This is how it works. If you don’t like it, go somewhere else.’” And that doesn’t work in today’s world.

Pete Mockaitis
Okay, understood. Well, so then once we have a little bit of a sense for, “Okay, this is where I fall and I understand where other people fall,” like what are some of the top implications? You’ve got something called the development square, for example.

Jeremie Kubicek

Yep. So you, now, have to know, “What does development look like? What do we hope this person becomes?” So you take their job description, you then add to it role clarity, “What does winning look like? What do we need to develop in you, intellectually, relationally? What specifics do you need to kill it?”

And then you’re going to apprentice. I’m going to actually have you apprentice with someone. So, it’s the idea of slowing down to speed up. Because a lot of times, a lot of leaders, a leader is two things. They have to perform while helping people perform.

So, we use the Sherpa mindset, the Sherpa model, because the Sherpa on Mount Everest are the best example of leaders. They are amazing leaders. They have to climb at high altitude in dangerous positions and be healthy while helping people climb. So, if you’re listening to this and you’re a leader, give yourself one through 10, how’s your performance right now? We call it a Sherpa assessment.

Like, “I’m an eight.” “Okay, great.” “Well, how’s your leadership?” “What do you mean?” “Well, how are you leading other people while you’re performing?” And, oftentimes, this happens a lot, climbers are put in the Sherpa position, but they don’t know how to lead other climbers.

So, you’ve got an eight-two. They’re an eight in performance and a two in leadership, but we’re afraid to lose them so we put them in a management position over other people. And, all of a sudden, no one wants to work with John. John doesn’t want to lead anyone, and then give it a year and his performance is a six and his leadership is still a two. So he went from an eight-two to a six-two and everyone else wants to leave the team.

So, ultimately, we want leaders who are like a seven-eight or an eight-eight, an eight in performance, an eight in leadership all day long. Now you have proper Sherpa. And that’s, ultimately, what we’re trying to do.

Pete Mockaitis
Okay. So, you’re speaking their language. And then what are some of the other top dos and don’ts for that developing?

Jeremie Kubicek
Yep, so we’re onboarding, we’re building an onboarding plan and we know what that plan is. Now, once we’ve done that, now we’re immersing them into their actual role and we tell them ahead of time, “We know this is where other people have failed.” So we create a role clarity so they know exactly.

And then we’re keeping them from that bottom right-hand corner of that pit of despair. And we’re being aware that they could get in the pit of despair and they oscillate over it. And we want them to get fully into the empowerment stage where they are consciously competent. They know what to do, they know how to do it, they know what success is like.

And then there’s another trap on the other side. So this one trap pit of despair is insecurity. The other trap is called the green room, and it’s oversecure, overconfident. The green room is meant for people on stage. It’s meant for people who are about to go up on stage, and they have snacks in there and it’s comfortable and it’s nice.

And employees, sometimes the boss, the leader can put an employee in the green room because they’re the teacher’s pet, like, they’re killing it, “Hey, Pete, you don’t need to read that. You don’t need to do this doc. You’re good. You’re good.” And then other people see that you’re the teacher’s pet, right?

Or the employee puts themselves in and they’re like, “Oh, I’m all that. Oh, yeah, I’m really good.” And then they don’t go to the next stage, which is multiplication. Or, the guardian-nurturers, they put themselves there because they’ve already learned something and they don’t want to learn anything new because now they’re in conscious-incompetence again.

So, ultimately, what we’re trying to do is we’re trying to get people like a Monopoly board all the way around, to now multiplication. And multiplication is, “Help me build this culture. Help me build this team. Or, take my job because I’m going to move up. And I’m moving up, and now, Pete, you got to do my job.” And so, now I’m transferring, intentionally transferring knowledge, wisdom, skills.

So, it’s highly, highly, now you have to know the 5 Voices but we teach it and you get in it but once you get it, it’s now like everything slows down. You ever hear that in the sports when, at the NFL level, like everything slowed down. Leadership slows down once you once you figure out The Voice-Driven Leader because now it’s like, “Oh, my goodness, I’m not manipulating people, but I am, literally, proactively speaking their language and I’m seeing them grow.” And it’s completely different than a traditional leadership.

Pete Mockaitis

And so, you’re saying it slows down in the sense that you are suddenly seeing another layer of opportunity, connections, implications.

Jeremie Kubicek
Leadership, growth, yeah, like communication is better. The relational trust goes up. Alignment, you actually can get alignment with people when you speak their language.

So I was just with one of my guys, we’ve launched a new company this week, it’s called Workplace. Just a short example of it. We built a culture ticker, just like a stock ticker, where we can take Teams or Slack, and we basically analyze all the signals that are going on, and it gives a real-time burnout score, a real-time psychological safety, a real-time culture score by the minute with no surveys. It’s called Workplace.io.

Well, in that, the CEO, his name is Bronson. Bronson is a pioneer-creative, so I know what he’s working on is launch week. I know where his brain is. I know how he’s thinking. I know how he needs data to go and process, so this week wouldn’t be, “Hey, I got an idea.” Not helpful for Bronson.

So, I sent him a simple email over the weekend for him to digest some ideas I have for some of our larger enterprise accounts. And so, then he calls me, he goes, “Hey, I need three or four more days.” “Great.” Then when he’s ready, he’ll then go, “Okay, here’s what I learned. Really helpful data. I added it with this. I think this is really helpful. That was really helpful work. Thank you.”

Well, I’m just playing a founder role like, you know, he’s running the company. But my point is, because I know who he is, I’m not disrupting him. I’m actually feeding what he needs and how he needs it because I know how he’s wired.

Now imagine doing that with your kids, your wife, and your key partners and employees. It changes the dynamics so the drama goes away, and then there’s so much more fun. It is so much more fun to work and you can be awesome at being a leader.

Pete Mockaitis
Beautiful. Well, could we maybe have an example of going through the foundation to immersion, to empowerment, to multiplication? I like the, “I do. You watch. I do. You help.” Sort of, can we see real time what that might look like in terms of building a person up?

Jeremie Kubicek
Yeah. So, Robert, a CEO, Robert has a smaller team of about 20 people. He’s bringing a new person on board. He’s a pioneer-guardian, his tendency is kind of harsh and like, “Hey, read it. If you can’t get it, we’ll find someone else,” but he’s working on it. So he’s trying.

So, he now knows he has to slow down. So, his first step is he knows himself now well enough that he can blow people up. So, he then hired someone. They took the assessment at 5Voices.com, he found out he’s a creative, so he goes, “Okay, he’s a creative,” but he’s actually a creative-connector, and there’s a little more detail, but creative.

He’s like, “I don’t know how to deal with the creative. What does a creative want?” So he goes to AI, and he goes, “5 Voices AI, how do I build an onboarding plan for my new employee? He’s a creative connector.” “Well, don’t forget, you’re a pioneer-guardian. Your tendencies are going to be this. What he needs is this.” So now it laid it out for him, “Great.”

He then has his assistant, true story, so I know this is going on. He gets his assistant, his assistant takes care of all the details. Creatives want to know the, “Why are we doing this? What’s the big picture?” “Hey, this is what we need you to do. This is why we do these things.” So, she preempted a lot of that. Gets him going and then he laid out a very clear pathway.

So, he made it through the foundation stage. Now he’s into immersion, “This is what we expect your role to be. We have another person that’s just in your same role. We want him to be your mentor-buddy, to walk through so you can ask any questions along the way. We’re trying to accomplish X, Y, and Z by this point. I need a report done.” All the details, the expectations.

So, then that person became the buddy. Well, that person was a connector. The other person, connectors are really good at translating for people. So, that creative was going to the connector going, “No, no, no, that’s not what Robert means. You’re hearing it like this, but he really means this.” So it helped in that process to have that person translating.

So, all the way through, well, there was a couple of moments when this creative was getting to the pit of despair and you could sense it in, like, they were starting to pull away, they were starting to get sarcastic and snarky and using their stress behavior. It was kind of starting to come out, a little Hulk activity.

And so, the pioneer didn’t know what to do. He actually came to me. I was playing a guide Sherpa for him. We built a little game plan.

But we used the common language and we keep everything above, not below so that no one is hiding anything. So, now we’re at a process where this person made it through the pit of despair. Now he’s just in empowerment. And it’s not started yet, but we’re about to start the multiplication process, because this guy’s really, really good and really can see the future.

But it took a while for people to understand what he was trying to say. So we’ve been having to translate with the other executives and the team what he’s trying to say. But now people are seeing the gold and they’re starting to utilize him a little bit more. So, he’s not ready for multiplication yet, but he’s set squarely in the empowerment stage.

Pete Mockaitis
Okay. And when it comes to this pit of despair, are there any top principles that are swell for avoiding it and pulling out of it?

Jeremie Kubicek
So, when you see it, it’s basically insecurity. People are starting to work around them. It’s obvious they don’t know what they’re doing. So, you have to use shared language and you have to start with vision again.

And use the language, “Pete, it seems like you’re in the pit of despair. You may not claim that you are, but it feels that you are. So let’s go back through the basics.  Here’s the vision, long term. Here’s the short term. I need to do a better job as a leader to have more time with you, so we’re going to schedule more formal time. And then, informally, I want you to go spend time with so-and-so and so-and-so.”

And then I’m going to encourage you but I’m going to give you specific encouragement like, “I really see the work you’re doing. You’re doing great here, here, and here. Now, where do you need help for me? Where can I add value to you?” And now you make it about you, not them. And so now, all of a sudden, I’m pulling, I’m going, “So, I’m going to be here to be your Sherpa. So, what do you need?” So, that usually would work.

Now, if someone gets into the pit of despair, here’s what I would tell you, in all the years of doing this, 12 years of doing this, we can’t think of any stories, we couldn’t think of any experience where, if anyone truly is in the pit of despair, they usually don’t make it. They usually are asked to leave or they choose to leave. So that’s how dangerous the pit of despair is.

So, with the book, the whole idea is how to avoid the pit of despair at all costs. Don’t get in it. Because you’re so demeaned and your insecurity is so high and the trust level from all the other employees is so low that people tend to not make it.

Pete Mockaitis
Well, so maybe a better question is like, so what’s the red alert, “Warning! Warning! Approaching pit of despair,” sudden redirections necessary?

Jeremie Kubicek
Each voice has stress behaviors, so we talk openly about it and we have a whole chapter on the stress behavior. So, for each voice, a nurturer is going to start withdrawing big time, and they’re going to start clamming up and they’re going to start, “You don’t need to hear from me. No one would need to hear from me.”  A lot of insecurity.

The creative is going to start Hulking out if people don’t get it, and there’ll be these moments where they just blew up and no one understood, or got really sarcastic and snarky. The guardian is going to start interrogating people, “Well, why didn’t you tell me? I didn’t know that. I thought that…Well, when did this report come out? How did we even…?” and they start this inquisition because they’re feeling like they need to prove themselves.

The connector will start cyberwarfaring and subtly slandering the boss, not to their face, but they’ll like, “Hey, Tom, how you doing, man?” And then behind the scenes, “Tom is a jerk. God, this guy, this is the worst leader I’ve ever seen. I’ve never seen anyone this…”

And then the pioneer, they’ll like bulldoze people. The pioneer are rarely in the pit of despair. But if they get in, the stress behavior is like, “Move out of the way. I got it. I got it.” And they just do it all. And they just bulldoze everybody. So, those are some examples of, you’ll know it by their stress behavior.

Pete Mockaitis
Okay. And you’ve got a tantalizing tidbit about how most leaders unintentionally silence their best people. How does that happen? How do we not do that?

Jeremie Kubicek
Because most leaders are so fixated on making the donuts, doing the work, the performance, on one side, that they might not be thinking like a Sherpa of getting everyone else. Their people are a nuisance, more than that’s their job to get everyone to the next level. So, they’ll then revert back to default setting is, “Do it my way or the highway. This is how I am. Why can’t you get it? Seriously, why don’t you figure this out?” Versus, taking time.

It’s like training a dog, right? Most people who have ever had a dog, it’s so hard the first three four or five months. And then if you do it well, you’re going to be so glad you did. It’s awesome in year two, three, four. But if you never took the time to train your dog, that dog is the dog from hell, and no one enjoys the dog, even people who come over, right?

So, it’s the same with employees. I’m not saying they’re dogs, but it’s simply the idea that we have to take the time to train them.

Pete Mockaitis

Okay. Well, tell me, anything else you want to make sure to mention before we hear about some of your favorite things?

Jeremie Kubicek

No, that’s good.

Pete Mockaitis
Okay. Now, can we hear about a favorite quote, something you find inspiring?

Jeremie Kubicek
Yeah, so I am a massive Will Rogers fan. And so, it’s actually not a quote, it’s his quotes. There’s such veiled wisdom inside the humor that it’s just really fun. So I’m a major Will Rogers fan.

Pete Mockaitis
Okay. And a favorite book?

Jeremie Kubicek
Heroic Leadership, Chris Lowney. He’s a friend, a good guy. It’s basically how the Jesuits changed the world for 450 years, how they changed the world in Asia and around the world. It is the most fascinating, without technology. And how did they stay aligned when they were all sent out and all around? And he does a brilliant job. So, if you’re a leadership nerd, it is a brilliant job to show how values actually work.

Pete Mockaitis
Okay. And a favorite tool?

Jeremie Kubicek
Favorite tool that I’m using right now, it’s my tool. It’s called “The Peace Index.” And it’s, basically, I use it almost every day, but it’s how to quantify peace and understand chaos and where you’re not at peace. And it dissects purpose, people, personal health, provision, and place. And it reveals chaos and it reveals whether you’re up or down. And it’s a fascinating process. That’s another book of mine, The Peace Index.

Pete Mockaitis
All right. And a favorite habit?

Jeremie Kubicek
Every afternoon, I took the Jesuit examine model with “The Peace Index” and I basically do this habit at 5:30 every day. I do, “What was I grateful for today? What was awesome about today?” I just highlight it in my brain, “Where was I not at peace today? And where was I off?” And I dissect it so that I keep really small accounts. And then, “Am I ready for tomorrow?” And that’s it. That’s all I do.

And it’s a summary at the end of the day. But what it’s done for me, over the last five, six years now, is I don’t talk to my wife about negative things anymore because they just kind of dissipate because I keep such small accounts that I’m dealing with, like, when I’m not at peace and I’m working on it every afternoon. And it doesn’t build up anymore like it used to.

Pete Mockaitis
Yeah. Cool. And is there a key nugget you share that folks really seem to connect with and quote back to you often?

Jeremie Kubicek
One, I say is, “Call people up, not out.” And if you want to get the best out of your people, learn how to call up, not out. And it makes a big difference.

Pete Mockaitis
All right. And if folks want to learn more or get in touch, where would you point them?

Jeremie Kubicek
JeremieKubicek.com. You might have to put that in the show notes, Pete. It’s just Jeremie with an IE. And if you want to take the 5 Voices, just go to 5Voices.com. Take the assessment, it’s free. It’s really fascinating. Obviously, you can go deeper if you want to add the 5 Voices AI. You have to pay a little bit, but I think it’s dying $10 a month, not $20, and you get AI as well. So, if you actually want a cheaper AI, do the 5 Voices AI.

Pete Mockaitis

All right. Jeremie, thank you.

Jeremie Kubicek
Good to be with you, Pete. You’re amazing. Thanks, man.

1127: How to Look and Sound Confident Even When You’re Not with Montana von Fliss

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Montana von Fliss shares her expert strategies for appearing more confident, no matter what you’re communicating.

You’ll Learn

  1. How to override your critical self-talk
  2. The #1 habit most communicators neglect
  3. Three simple tips to upgrade your presence

About Montana 

Montana von Fliss is a keynote speaker, public speaking coach, and CEO of Montana & Co., where she and her team help people deliver the best presentations of their careers. Her TEDx talk How to Be Confident (Even If You’re Not) has 3M+ views. With 17 years coaching at companies like Microsoft, Amazon, and Google, and 30+ years as an actor/director, Montana teaches speakers to show up with clarity, presence, and real confidence.

Resources Mentioned

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Montana von Fliss Interview Transcript

Pete Mockaitis
Montana, welcome!

Montana Von Fliss

Hello. Pete, hi! Thank you so much for having me!

Pete Mockaitis
Oh, thank you. It’s great to have you here. I’m excited to talk about confidence. Tell us, you’ve done a lot of coaching with a lot of people. Is there a top thing about confidence that has really surprised you and your clients again and again?

Montana Von Fliss
Yeah, that confidence is not an innate trait. You don’t have to be born confident. It can be learned. It is a skill that you can practice and learn.

Pete Mockaitis
All right. That is encouraging. I guess that’s what we’re trying to do here. Otherwise, it’d be a very short interview, Montana.

Montana Von Fliss
I think so.

Pete Mockaitis

It’s learnable. Cool. All right. Well, so I’d love to hear perhaps an inspiring story of just that, someone who was not so confident, learned the things to do, did those things, and walked out much more confident.

Montana Von Fliss
I think I’m a great example of that. I certainly wanted to be on stage. From a very young age, I wanted to be an actor, and that was the path that I went down. But I also almost always felt nervous stepping on a stage, sometimes downright terrified, really. And yet I just kept doing it because I loved everything about it.

So, I just kept doing it, sort of stubbornly just kept doing it. And I am the poster child for, if you just keep going, keep practicing, keep giving it a go, keep going up for that next time at bat, you will improve in many ways, really, but certainly, I think, in terms of confidence.

And I can tell you a very specific story about how I sort of figured out a little hack to how I could reliably give myself the confidence I needed to get on big stages.

Pete Mockaitis
Well, yeah, so you’re feeling nervous. What happened next?

Montana Von Fliss
Well, at first, I just white-knuckled it like, “Uh, I don’t like this feeling. We’re on the roller coaster, but I guess the show’s about to start. So here we go.” And I just sort of would get through it, I guess. I didn’t have a plan. I just thought, “This is terrible.” And then, life would move on, and I would try to push it down, stop it from happening.

But over time, I just kept sort of banging my head against that wall, so to speak. And I came to this realization, like, “Well, that’s not working. So what else could I try?”

And I realized that I was memorizing my lines, I was working very hard on what I was saying out loud. So when I was an actor, those were memorized verbatim scripts, right? If I was a presenter or a speaker in a professional context, then I was writing those words myself and I was spending time crafting that narrative. But I wasn’t spending any time writing, crafting, exploring, playing with the narrative I had in my head, right?

And the moment I decided to apply what I do for my out-loud text to that inner text, everything changed. I was like, “Wow, you can do this? You can go in there and sort of tinker with how you talk to yourself?” And that began this really great ever-evolving, it’s still evolving for me, grand experiment in how you talk to yourself and how you can change that up and how much it really matters in terms of the result in your performance.

Pete Mockaitis
Intriguing. So, thinking about the lines that you’re saying to yourself and then proactively reshaping them so you’re not just the actor, but the playwright. Nifty. Could we hear some examples of some common inner texts or lines that you said to yourself frequently and what you decided to substitute in, in the edit?

Montana Von Fliss
Absolutely. So, a common one for me was, and still sometimes is, something like, “You better be perfect. Don’t mess up. What if they find out that you’re not very good at this, that you’re not the person to listen to on this topic?” Definitely a lot of thoughts like that. “Don’t mess up,” a lot of things like that. And sometimes even kind of ugly or darker ones, like, “What if they don’t like you?” which is interesting.

But, anyway, I’m sure people can relate to whatever your own little unhelpful thoughts that come in. So, those would come in. And again, normally, I think I would just sort of be in the grip of these thoughts, like they would sort of take over and then, at some point, I would just walk out onto the stage with these thoughts running.

Now, still a win, I walked out onto the stage. But once I started making my own silent script for the moments before I stepped on the stage, then I would have an answer available to those sentences. So, for example, when I would hear something like, “You better be perfect,” the moment I became aware that I was getting that old message again, I would say, “Oh, I hear you. Thank you. Thank you for trying to protect me.” That’s a new one. I’m slipping in there, “Thank you.”

You know, it’s like my anxiety or whatever, trying to protect me, “Thank you. That is not my measure of success for this presentation. My measure of success is have I helped at least one person in this room?” Now that came out of me setting the silent sentence, the intention, that what I want to do with this presentation is help at least one person here today, right?

So, that was me sort of sitting down and, like, rewriting that silent narrative in my head and having that little silent script ready so that, when that ugly unhelpful thought came in, I actually had something there, memorized, practiced in the script.

Now, sometimes it turns into a little dialogue where it will go, like, “But, but, but have you thought of this? What about this other fear? Excuse me, what about tripping? Have you thought about tripping? Have you thought about what if the tech doesn’t work?”

At first, that kind of bummed me out, that like, “Ah, my little trick didn’t just make anxiety, you know, poof and disappear.” But then I realized, after watching Inside Out 2, seriously, I realized, “Well, what if all the emotions, including anxiety and fear, are on my side? They’re there to help me. So it’s just doing its job, right?”

So it says, “Be afraid of this thing.” And I go, “Thank you. Thank you so much for trying to protect me,” which, by the way, that immediately starts to change the relationship, “I’m doing this.” And then I say, I sort of take back my power by saying, “Here’s what I’m going to do. I am going for the goal of helping at least one person here.”

It usually doesn’t go, “Oh, okay, cool. You got this.” It usually goes, “But, but, but how about this?” And I go, “Thank you. I hear you. And I’m going to keep walking to that stage because I really want to help that person who’s out there waiting for me, right?”

So I, generally, have to insist gently, kindly, with gratitude, insist that I’m going to do the thing that I set out to do. And that, I have to be honest, I’m still shaking, like the adrenaline burst has already happened. The fear chemicals have been released. So I’m still shaking. I’m still sweating.

I’m still having those thoughts of like, “Well, why don’t we just run away instead? Wouldn’t that be better if we just didn’t do this?” And I just have to gently, almost like a parent talking to a child, like, “I hear you that you want to do that and we’re going to do this other thing instead. You are going to wear your jacket as we go out into the snow, yeah?”

Pete Mockaitis
Well, yeah, I like that a lot, the assertive, decisive, clear word to yourself. And I think that, just at the gym this morning, I was sort of annoyed by some things that are on the TV. I don’t even remember what it was. It was like an advertisement or a program that I just thought it was a waste of time, unnecessary, distracting, and irritating. I’d rather just not have all those screens going, you know?

So there was something going on. And I could go down a loop of, “Oh, why is this like this? I don’t like that. That’s so annoying. Why don’t people…?” you know, whatever. Just a whole whiny interrogation that doesn’t really lead to insights.

And I just found myself saying internally, “I refuse to spend a second attending to that.” And I did. And it was like, “I’m just going to look not at those screens, but elsewhere,” and it was a much more enjoyable experience. So I love that, that it’s decisive, it’s assertive, and you call the shots, you have the authority, and you take it and you deploy it with a definitive statement.

Montana Von Fliss

That’s a great example. And that, to me, was revolutionary. You know, realizing that, at any moment, I have the power to make a different choice and, especially, I have all the choice in the world about how I talk to myself. And how you talk to yourself really matters, and we do it all day long, right? Pick up glass. Take sip of water. We’re really good at following our own instructions.

But the trick is sort of noticing that and then going, “Oh, how would I like to maybe tinker with that?” especially if it’s not working very well for us, right? And I think that is not necessarily a new idea, the fact that we can edit our self-talk, we can practice positive and constructive self-talk.

But the idea that I’m adding to it is, “Why not put it in the script?” Like, it’s the silent part of the script before you begin speaking, or perhaps it’s in the pauses in between, or really anytime you need it, but put it in the script and practice it as much as you’re practicing the out loud bit.

Pete Mockaitis
Oh, I like that a lot.

Montana Von Fliss
So it becomes part of the script. It becomes default. It becomes part of you, just as easily as you can rattle off, I don’t know, the three points that you’re deciding to speak for this communication. You’re also just as able to access that silent instruction that is more constructive and is setting you up for where you want to go.

Pete Mockaitis
Let’s hear about practicing it, what does that look like in practice, the practicing of the internal dialogue?

Montana Von Fliss
Yeah, so, I mean it when I say it’s the silent part of the script. So, actually, write it down in your script or however you keep your notes. I put it in parentheses myself, just as a signal to myself that it’s an internal thought. It’s an inside voice rather than something I intend to say.

And so, whatever kind of notes you use, that can be, you know, the little speaker notes in PowerPoint or that could be, like, sometimes I’ll write it down on a sticky note and tape it to my monitor if it’s a virtual presentation. But, certainly, it is part of the script such that every time you run it, every time you practice it, you will start with a silent sentence, and then go to the out loud part.

So, an example of that, you know, mine, I have several. Now, the one that I mentioned in my TED Talk is, “I invite you to be here with me while I am here with you so that I can help you to the best of my ability.” Now, that’s long, but I’ve said it so many times that it’s just right there for me. Sometimes I will collapse it and just say, “Invite and help.” And it does the job for me because I have it so ingrained and such a habit, and it brings all the goodness.

Lately, I’ve been loving the silent sentence, “Let’s grow. Let’s grow.” So short, but it’s got the “Let’s,” which got the invitation part built in, which I love. And then “Let’s grow,” right, it reminds me that we’re both learning. I may be giving the presentation, but I’m learning, too, as we’re doing this and we’re partners in this, yeah?

So, the way that that might look, I’ll have, “Let’s grow” at the top of my script. So, inside my head while I’m doing a rehearsal or practice run, right, it’ll be something like, and this is the silent part, I would say, “All right, I invite you to be here with me while I’m here with you so that we can grow and learn together.” Or, perhaps it’s, “Let’s grow. Hi, my name is Montana Von Fliss. Prepare to be amazed,” or whatever my intro is, right, that I say out loud.

So, it would, literally, if someone were watching me, it would look like me looking around at my imagined audience. Then they would hear me say, “Hi, my name is Montana Von Fliss,” etc. Yeah, so it might not look like much, but what you’re doing there is you’re saying that silent bit in your head, the silent part of the script, you say your out loud part. And then when you go back to start again, you start with that silent sentence.

Pete Mockaitis
Well, that’s really cool, in terms of thinking about integrating the silent sentence in any place you are doing a meeting, a speech, a presentation, or just, like, a one-on-one conversation with someone that you’ve done some prep for because it’s part of it and it’s to yourself and then it shapes what follows. And I just think that’s a cool thing where you might integrate in all kinds of conversations. And I think that’s really nifty.

Montana Von Fliss
Absolutely. Yeah.

Pete Mockaitis
I guess I was curious to hear with practicing internally, if what I imagined was when you said you’re in your internal script, you might go with, “Oh, what if I mess up? You better be perfect.” And then you have your response that you’ve practiced internally, which is, “Well, hey, I succeed if I’ve transformed just one person,” or that kind of a response.

What’s funny for me is, I think, because I’ve been there, and then I’ve had the worry. I’ve had the response about one person. And then I’ve got the counter response like, “Well, Pete, if there’s 300 people in this audience, and you’ve only transformed one people, then 299 people have wasted their time. And that’s really a failure for what you have done to all of these people.”

So, not to diminish that very powerful, hopeful, useful thought, but when the brain is in scared, anxious zone, or just snippy, grumpy, and goes there, do you practice the counter counter-response, or do you just redirect like, “Well, we’re doing this now”? Or, how does that work internally and how do you practice that?

Montana Von Fliss
I always have a counter response, but it usually stems from what my base thought or my initial silent sentence was. So, for example, if my silent sentence is, “I’m here to help at least one person in this room,” and then the counter thought is, “Yeah, but it’s a failure if you don’t help the other 299.”

I’d say, “And I said, I want to help at least one person. Everyone is invited to this information and these new ideas. But my personal goal is that I want to reach that one person who gets me, who needs to hear what I have and really plugs into my way of looking at it.”

So, do you hear that counter response is really just an emphasis of my original thought?

Pete Mockaitis
Yeah, I hear you and I just wonder about, and maybe I’ve just got a nasty mind.

Montana Von Fliss
No, keep going. I love this. Keep going.

Pete Mockaitis
But I can counter, counter, counter the response is like, “Well, your goal is lame and you should raise your standards.”

Montana Von Fliss
Yeah, you can totally, oh, man, have I had all of those thoughts, “Your goal is lame.” Yes, you might, “Thank you for protecting me. Thank you for helping me to think of that.” And I would say, “I’m making a doable goal. And if I get more, then I have a higher likelihood of success.” And that helps me, right, to go, “Oh, I can get at least one person.”

The other thing it helps me to do, and I might remind myself of this if I’m having this little internal talk, is it always helps me to think of, regardless of how many people are in the room, it helps me to think of the power of one-on-one communication. Like, I do better in one-on-one communication. So I’m going to borrow that superpower of mine, and I’m going to activate it by thinking of this as a one-on-one, even though everyone in the room is invited, right?

So that is part of what I’m doing, is getting the best out of me by thinking of it this way. So we’re going to keep going with the idea of, “I’m going to help at least one person,” so I can activate that one-on-one communication style. And I also know, like it might go, “But, but, but, but,” I also know that I can’t control other people. I can only invite them. So all 300 are certainly invited to the information.

But I know that I’m very achievement-oriented. So if I make it a doable achievement, meaning, like, this is a goal that I am more likely to attain then I do better. That’s another part of just knowing myself and knowing what motivates me, right? So I might say, “I’m just making an attainable goal for myself. All 300 are certainly invited.” Does that make sense? Does that help?

Pete Mockaitis
Oh, yes, thank you.

Montana Von Fliss
Like, I mean, and I go on, like I have conversations with myself, or, I don’t know, my other selves. They could be my other selves, maybe my younger self. It could be my anxiety or fear, but I have full-on dialogues. So, don’t be surprised because it makes sense that it wants to continue to bargain with you in this way.

Like, because imagine you’re walking into a burning building, right, and you’re like, “Oh, I’m going to go save my Macbook in that burning building,” and your fear is going, “Don’t go into a burning building. Don’t do that. You could die. Don’t do that.”

Imagine if you just went, “Hey, it’s cool. I got this.” It wouldn’t stand down. It wouldn’t say, “Oh, okay.” It would keep trying to stop you because that’s its job is to keep you safe. And going up to speak in front of many people, and it activates a similar sort of fight or flight fear mechanism in us, right?

So it’s not unusual for it to keep fighting, to keep you safe, keep you from going on that stage. It’s just, “Do you have a prepared sentence and sort of the surrounding logic that you wholeheartedly believe in to respond to it in that moment?”

And I have found that it works best when they are tied to what you care deeply about, like, “Why are you doing this?” And even sometimes, “Why are you here on this planet? What is your purpose on this earth?” Like, I feel genuinely, I am here, in part, anyway, to help others be able to step on a stage, and to feel a little bit of ease, maybe even just find a process and a way to manage through it so that they can do it more effectively, right?

So when I attached to that in my own personal example of, like, “I’m just here to help one person,” that’s activating something extremely powerful in me. I will walk through hot coals, Pete, to help you for your next presentation. Like, that’s just how I’m built.

So, when I remind myself of that in that moment of extremis, in that moment when I’m sort of hijacked by fight, flight, you know, that fear, it acts like this override switch and I will do it kind of no matter what, is how it feels. And so, when you dig around for that for yourself, you’ll sort of know it when you feel it. Like, “Why did I say yes to this presentation? Well, my boss told me so.”

But then dig further, “Well, I like keeping my job. I like feeding my family. Well, maybe that’s it. Maybe the image of my little daughter is the thing that pulls me onto that stage or up in front of that group of people.”

Maybe you’re like me and you really love helping people, you love sharing information. Maybe it’s like problem solving. I love sharing a solution to a problem that you might have. Like, that just lights me up. Like, problem solving and puzzle solving, yeah?

When you find out what that is, that has energy, huge energy. And when you get that, like, you grab it, you write the silence sentence down, you practice it, when that voice that wants to argue with you comes in, I promise you, if you’re attached to that deeper why, you will have all the right answers to, essentially, redirect yourself to what your priority actually is in this moment.

Pete Mockaitis
Okay, so we’ve covered the internal dialogue. Excellent. How about practicing the actual external speech?

Montana Von Fliss
So practice is probably my best piece of advice as a speaker coach. It’s also probably my most ignored piece of advice. And I understand. I don’t feel like practicing pretty much ever, but I just learned as an actor, that was my first profession. I learned through that job that practice is everything. Practice is how you get ready for any type of performance, speech.

And, by the way, we already know this. We apply it easily to something like if you want to learn a musical instrument or if you want to learn a sport, right? We never go, “Okay, everybody, we have a big soccer game on Saturday. So let’s all go home and just think about how we’re all going to do well on that day, right? And then see you on Saturday,” right?

No, we would practice it as much as possible. We’d practice specific plays and all sorts of things. And yet, when it comes to public speaking, presentations, for some reason, we don’t automatically apply that. And I’m not exactly sure why, but that is another thing I’m here to tell the world. Truly, the best thing you can do is practice.

So, what that looks like is actually standing up, saying it out loud, running through your script, however you have your notes, have those up, run through your slides if you have them, imagine the audience, invite them in, make it all be like it will be on the day. If you’re going to be seated, if it’s something like a virtual presentation, open up whatever virtual platform you’re going to be on and be seated how you’re going to be seated.

Test your tech, but also run through your presentation out loud as if the audience is there. And that’s what it looks like. Really actually doing it. It’s like if you were going to learn the piano, you would actually play that piano. You would play it, right, to get better at it, to prepare for that concert on Friday.

Pete Mockaitis
Very good. And so, that’s the practicing of the external speech. And just a side note, I remember we had Diane DiResta some time ago on the show, and I said, “How much should we practice?” And she gave a very definitive answer, “Six sticks. Do the whole run through six times.” It’s like, “All right, that’s very precise.” What’s your hot take on how much practice is the right amount?

Montana Von Fliss
Yeah, it’s different for everyone, but I’ll tell you what I do. If there’s a presentation coming up for me in about a week, I will start practicing once a day.

Pete Mockaitis
That’s about six, seven. Yeah, that’s about six or seven times. There you go.

Montana Von Fliss
Yeah, so I definitely agree with that advice. So a week or two before, put it in your calendar. Practice a little bit every day. I would do, personally, I would do a full run through every day. I would also take the intro, like whatever that is for you, could be like the first 30 seconds or so, and your final sentence. So those two bookends. And I would run those three times in a row out loud, multiple times a day from wherever.

So, like, if you’re in the shower or cooking dinner or exercising. Because if those are strong and ready and available to you and they’re really boiled down and just exactly what you wish to say to tee up the entire communication, as well as to close it out strongly and stick that landing, oh, my goodness, that is so effective. So effective. So that’s how I would practice.

And then you have to figure out how to make yourself do this. And that goes to digging into, like, what motivates you. And you can go back to that great recent episode you had with Chris Bailey. I loved that one about figuring out how you particularly are motivated through your own principles and your own levers.

And so, what is that for you? And then build that in. So maybe I don’t get a second cup of coffee until I do my run through. Maybe I go, “Oh, I’ll just do five minutes.” And then, of course, I end up doing 15. Whatever that is for you to get you to just do it.

Pete Mockaitis
In a way, that’s the mini game or challenge in and of itself. It’s like, “What needs to happen for me to do it? Okay. All right. Well, let’s just do that real quick. All right, now we’re set.” As opposed to just getting in a loop of, “Oh, I don’t want to. That sounds hard. It’s uncomfortable. It’s boring. There’s a really great show I want to watch.”

You know, it’s sort of picking a new question, a new game, it’s like, “All right. Well, what’s it going to take to do this shortly? Coffee might be the answer. It could be something else.”

Montana Von Fliss
Yeah, what is your driver? And, really, you are the only one who knows that. I know some people also feel kind of funny either seated or standing up in their office or wherever, by themselves running through it. Like, that can feel silly or strange to them, especially if they don’t have a lot of performance experience.

And I get that, right? But you just have to kind of get over it. Just do it a couple of times and get over it. Because, again, doing the thing is how you will get better at the thing.

Pete Mockaitis
Certainly.

Montana Von Fliss
So that means doing it on your own. I will say, like, whatever kind of little ladder you need, like what is the smallest step you can take, and then slowly work up that ladder. So, for example, maybe you just do your intro and you’re all really like, “What do I want to say? It’s kind of…No, maybe I should sit and write it out and just think about it a whole bunch.”

I would recommend instead, just say it. Say it imperfectly out loud. Say it to the cereal boxes. They are rather – what – non-judgmental. And then after you’ve done that a couple of times, move to some art on the wall. Go to a lovely piece of art. A little more judgment there. Say it again. Then move to a beating heart, right? Do you have a pet? Say it to them. Start with the cat, then move to the dog, right?

Or, the other way around, maybe start with the dog with a little more love and acceptance, then move to the cat, then move to a human, a human being who loves and trusts you would be a good choice, I would say, right? And then maybe a dry run with your colleagues and then the wider audience.

Somewhere in there, by the way, too, you have a video camera in your pocket. Video yourself, watch it back. And I know everybody at that moment goes, “Ugh, that’s the only one, Montana, that I am not willing to do.” And I hear you and I want to tell you, every human, I believe every human feels that. Pretty much everyone feels that, “Ugh, I don’t want to watch myself, whatever that is,” that kind of discomfort.

It might feel a little funny, but wouldn’t you rather see it in advance and be able to have the opportunity to make an adjustment before you share it with a wider audience?

Pete Mockaitis
Yeah, a lot of good stuff there. Excellent. Thank you. Well, you also mentioned in your TEDx Talk, we’ve got five techniques to appear confident even if we’re not feeling it. We talked about the silent sentence and some purposeful practice. Can you give us a quick pro tip on energy levels, strategic pauses, and confident body language?

Montana Von Fliss

Yeah, well, they’re two sides to the same coin, right, if you want to look confident, sound confident, be confident on a stage. One side that we’ve spent most of our time on so far is about sort of building that confidence. You can’t always have or make yourself have a feeling, but you can invite it, right? And that’s what the silent sentence is about.

The other side of that coin of confidence is how to look and sound confident regardless of how you’re feeling, regardless of how much sleep you got the night before. And that really comes through the physical and vocal choices that you make on a stage, whether it’s virtual or in person, because we read a lot about each other based on our body language, facial expression, vocal dynamics, all of that kind of stuff, right?

So, the cool thing is that knowing that, that we read so much about that and that we can’t yet read each other’s minds, so we won’t ever know if you are actually nervous as a speaker, unless you show us or tell us. So you can use these three tips to look confident, regardless. And that is number one, turn up the energy and speak up. Number two, pause like a boss.

Number three is walk in there like a superhero. Stand in superhero. Sit like a superhero. How would a superhero sit, you know? And so, that first one is volume. Speak up. It’s hard for a lot of people to do that, truly, especially if they have maybe some cultural, different cultural background, or sometimes some stuff from childhood with parents who thought you should be seen and not heard. There’s a lot in there.

But I will tell you this idea. First of all, if it’s on a scale of one to 10, just shoot for a five. Just one notch up. That’s all you got to go for. You don’t have to shout. In fact, you know, unless you’re on some keynote stadium, you really don’t. Please don’t shout. But just turn it up one notch maybe or shoot for that five.

And the other thought there I find helpful is it really makes your audience feel more comfortable. So, for example, if I walk out and I’m like, “Hey, Pete, my name is Montana, and I’m going to give you this awesome tip about how to be better at your job,” you’d be like, “Okay, no thanks,” right? And that’s just for the most part volume.

If I move from, that was down here, maybe like out of three, and you move it right up here to a five, suddenly, it sounds prepared, confident, like I want to be here. And that doesn’t mean I actually feel that on the inside. You might be feeling hungry or tired or nervous, but if you raise the volume just a bit, they will never know. They will never know. How cool is that?

Pausing. The second one is it takes some practice, but it’s a totally learnable skill, and it sounds so confident. Just think about any great leader, any great speaker. They can pause like a boss. And it is the antidote to verbal filler. If you video yourself and watch it back, if you actually do that tip and you, “Uh-oh, I’m doing all kinds of ums.” A few ums, who cares? But if you’re doing ums every time there’s a pause or between every sentence, just pause instead, take a breath instead. So powerful.

And the third one is body language. And, I mean, that encapsulates a lot, like how to master confident body language. But that’s why I say just walk in there like a superhero, because it sort of does it all, right? It’s better eye contact. It’s a more commanding posture rather than like a closed body language, making yourself smaller or crossing your arms in front of you. It’s more open body language.

And it’s also a vibe. It’s a vibe of, like, “Yes, I got you. I got you.” And all of these, again, might feel a little funny or uncomfortable if they’re new to you. But if you really focus in on what will make the audience feel more comfortable, then you find you might be able to do these. You might have more incentive to do these, I should say.

Pete Mockaitis
Beautiful. Thank you. Well, now let’s hear about some of your favorite things. Can we hear a favorite quote, something you find inspiring?

Montana Von Fliss
I have one from the Dalai Lama here. And it says, “If a situation is such that you can do something about it, then there is no need to worry. If it’s not fixable, then there’s no help in worrying. In fact, there is no benefit in worrying whatsoever.” Thank you, Dalai Lama.

Pete Mockaitis
Okay, and a favorite book?

Montana Von Fliss
A recent book that I absolutely loved. Let’s see, my certainly my favorite book from last year was James by Percival Everett. It is a reimagining of the story of Huckleberry Finn from James’ perspective. Brilliant.

But I also love, this one is a little bit more in line with what we’re talking about, my personal Bible is called Art & Fear, and that’s by David Bayles and Ted Orland. And it’s all about how to deal with perfectionism and not let that stop you and how to just practice even when you’re not feeling like it. It’s wonderful. Check it out.

Pete Mockaitis
Okay. And is there a key nugget you share that seems to really resonate with people, you hear them quote it back to you often?

Montana Von Fliss
Oh, yeah, “Pause like a boss.” T-shirts have been made.

Pete Mockaitis
Okay. Beautiful.

Montana Von Fliss
People love that one. But also I get, “Confident Captain” quite a bit, “Montana, I’m going to be the Confident Captain.” And I’m like, “Yes, do it.”

Pete Mockaitis
Okay. And if folks want to learn more or get in touch, where would you point them?

Montana Von Fliss

They can come to my website, MontanaVonFliss.com, sign up for the newsletter, and get just monthly tips and offers for free coaching from me. Also, all the socials if you like to consume great tidbits that way. And I have just started a YouTube channel. So if you like watching helpful videos that are also fun and entertaining, come find me there.

Pete Mockaitis
All right. Montana, this has been fun. Thank you.

Montana Von Fliss
Thank you so much, Pete. This is really great.

1126: How to Build Connection and Understanding through Excellent Listening with Katie O’Malley

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Katie O’Malley reveals her three-step listening method that fosters greater trust, connection, and understanding.

You’ll Learn

  1. Why attention is so quick to drift—and three ways to pull it back
  2. What most miss with active listening
  3. Why shared experiences don’t build connection—and what does

About Katie 

Katie O’Malley is an Executive Coach and Leadership Educator with twenty (20) years of professional experience serving the nonprofit, education, and corporate sectors. Across these workplaces, Katie noticed her strengths and values consistently steered her toward the support and development of others. 

Since 2018, Katie has worked alongside hundreds of individual, team, and organizational clients as the Founder and Principal Coach of (en)Courage Coaching. Established with the noble mission of providing exceptional, financially accessible coaching services to Chicago area professionals, (en)Courage Coaching has grown to support individuals and businesses from around the world.

Resources Mentioned

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Katie O'Malley Interview Transcript

Pete Mockaitis
Katie, welcome!

Katie O’Malley
Thank you so much for having me on your podcast today.

Pete Mockaitis
Well, yes, I’m excited to be getting into it. You call yourself a professional listener, which is a great role. Can you tell us something surprising you’ve learned about listening over the course of your professional listening career?

Katie O’Malley
I think one of the most helpful things that I learned is that our brains move entirely too fast for the person who is speaking to keep our attention. And so, we are already at a deficit for being able to stay focused and attending to the person who is speaking because the rate at which we speak versus the rate at which we process information is like a tricycle going up against an F1 race car.

And so, even just knowing there is a misalignment in the pace of speech and the pace of processing of our brain can be really helpful in just folks saying, “Yeah, I am going to not be able to necessarily stay focused on what someone is saying unless that is my intention when I am starting out in the conversation.”

Pete Mockaitis
So, the tricycle versus the race car, so our brains are the race car, because they can go way faster than the person we’re speaking to, listening to, is the tricycle. Now, it’s interesting how you might assume, it’s like, “Oh, great, that means we’re like overqualified. We got more than enough to get the job done,” but that’s actually counterproductive for us. Can you elaborate?

Katie O’Malley
For sure. The first time I read that, I started laughing as soon as you brought that up because I’m like, “This should be so easy. We should be able to understand and hear everyone perfectly,” and yet, look at where we’re at in the world and we can hardly attend to ourselves, much less fully attend to another person.

And so, what ends up happening is we will lose the thread on what someone is sharing with us really, really quickly. And it is hard to pull ourselves back into the conversation without them saying something really surprising, without them saying, “Hey, are you listening?” or using our name. Those tend to be the three things that’ll pull us back.

But, generally, if we are listening, for example, to our parents or our friends and they’re going on with the long form version of the story, those things aren’t necessarily happening. And so, what I encourage folks to think about is what I call the AIR formula for listening.

And it’s an acronym. A stands for attention, I for intention, R for recognition. And it’s a methodology you practice while you are actively listening to be able to fully understand, not just hear, what someone is communicating with you.

Pete Mockaitis

Well, I, certainly, shortly want to go into the attention, intention, recognition framework in some detail. And I guess I’m just curious about this bandwidth point a little more. It’s funny how, well, first you mentioned the name and it is so true. Like, I’ve been in conversations with only a few people in my life actually use my name frequently when I’m speaking to them.

And every time it’s like, “Huh? Huh?” It’s like, “Huh? Yeah?” It’s almost like being called in class, like, “Oh, what did they just say? I better really zero in.” So there’s a freebie extra tip right there. We’re talking about listening, but, hey, you want people to listen, say their name a lot. That works.

So, with this bandwidth point, it’s funny, I’m thinking about like YouTube videos now with regard to many of them, we’ve got multiple camera angles. We’ve got quick cuts. We’ve got like extra footage. We’ve got maybe sound effects, “Oh,” and little emoji things popping up to greater or lesser effect.

And it’s sort of funny, it’s like that is almost necessary. Me just sharing a perspective for 15 minutes is not optimized for retention in the algorithm.

Katie O’Malley
It’s so true. And it’s a bigger part of the attention economy that we currently inhabit, right? So companies are no longer just mining for our dollars. They’re mining for our attention and for our time. And in order for them to keep our attention, they need to do exactly what you were describing. And we actually have to, in some ways, resist that.

So to choose what it is we’re going to attend to every day, and I think part of that starts with the human who is right in front of you, not the screen, not the big screen, not the laptop screen, not the phone screen, not the smartwatch screen, but the actual human who is in in front of you, and starting to practice and build reps around listening in that way.

Because we were… And stop me if you had a different experience in K through 12, but growing up we were taught to read, write, complete math problems all the way up to calculus proofs. But no one ever taught us to listen, even though teachers and parents were constantly saying, “Listen up. Pay attention.” No one ever taught us how to actually do that effectively or to control our brains for long enough to be able to choose what it is we would tune into and tune out of.

Pete Mockaitis
Well, you mentioned teachers and parents teaching. You had a beautiful story about your mother teaching you a lesson about listening. Can we hear it?

Katie O’Malley
Absolutely. So, taking you back to, gosh, 1993, I’m 11 years old, Northwest suburbs, outside of Chicago. And it was after dinner. My mom was sitting at the kitchen table. And I think this is important, drinking a Crystal Pepsi, right?

Pete Mockaitis
Oh, I remember those. Can you still get that? I liked that. I think it’s been gone for years or decades.

Katie O’Malley
Yeah, they discontinued it in pretty short order.

Pete Mockaitis
It’s a darn shame.

Katie O’Malley
She was drinking a Crystal Pepsi, flipping through a magazine like Better Homes and Gardens, and I’m on our landline phone that is corded into a wall, and everyone can hear my conversation, right? There’s no privacy as a child in that way, really, back in the the ‘80s and early ‘90s and I was on the phone for about an hour. It was like my after-dinner activity with my very best friend, her name’s Jenny.

And got off the phone after an hour, hung up the phone, and within seconds of me hanging up the phone, my mom very calmly said, “You’re grounded two weeks starting tonight.” And I was just beside myself. I was a good kid. That was the first time I had ever been grounded. And, Pete, I didn’t even know what it was for.

And so, racking my brain, “Did I swear or curse on the phone? Did I tell Jenny a secret I wasn’t supposed to tell her? Was I gossiping or speaking ill of someone?” And I couldn’t find where the issue was. And I said to my mom, tears in my eyes coming down my cheeks, and I said, “I don’t understand why I’m grounded. What is this? What happened?”

And she goes, “You were on the phone with your ‘best friend’ for an hour, and you talked about yourself the whole time. You talked about your day at school, your activities after school, what you had for dinner, what you’re going to have for a snack. You didn’t even pause long enough for her to interject. And you didn’t ask a single question either. And that’s simply not how we treat people in this house. So you’re grounded for two weeks starting tonight.”

And I’ve never forgotten that. It was so powerful because it bumped up against my identity of being a good, caring, kind human. And I had let her down, which all of this was new, I had never really done before. And what I think made that moment even more impactful was she was battling colon cancer at the time and passed away just about a little over a year later.

And it’s one of those last moments or memories that you have with a parent. It kind of gets imprinted on your brain and on your heart. And ever since, it’s just if I’m going to move through the world as the type of human my mom would have wanted me to grow up to be, listening has to be a part of that.

Pete Mockaitis
Well, that is powerful. Thank you for sharing.

Katie O’Malley
You’re welcome.

Pete Mockaitis
And it’s beautiful, and what a legacy, to see that many thousands of folks listening better as a result of that imprinted moment and her conviction and example. So that’s beautiful stuff.

Okay. Well, so then, listening seems like a friendly, kind thing that our mothers would like for us to do. And it seems like something we “should do.” But could you expand for us, what are the concrete benefits of upgrading our listening from whatever is the norm in this day and age to a masterful level?

Katie O’Malley
Yeah, so benefits include, first, really, when we listen, it’s not just about the other person. It’s about us. And so, there is, to some extent, a level of self-development that is happening even while you’re attending to another person and what they’re saying.

But by attending to them through actual listening, not just performing listening, which is active listening, which is something most people know about. And it’s a little bit like you’re doing right now for folks who are listening in. Nodding your head, making eye contact, kind of mirroring my body movements. That is active listening, but that’s a performance. That’s the thing that keeps our busy brain occupied long enough to actually start to focus on what’s being said.

So let me back up, though. The other benefits include, we are so isolated and lonely and starved for real human connection right now. And I think some of that started happening right around 2013, 2014, when Instagram started to pick up speed, kind of doubled down in the pandemic.

But as a result of that, folks have lost the ability to connect with one another and know how to really connect and tolerate the discomfort of, “I’m not sure what this person is going to say and I’m supposed to have a response,” because that’s how we’ve been socialized to respond when someone finishes speaking, not just continue down the path of learning more about them.

And so, iIf we’re able to do this, what the benefits include are greater connection because we have greater understanding with somebody else. We’ve given them dignity from listening, which I also think is something that is missing in our day-to-day adventures in the world, whether online or in real life.

And then also trust. Social trust is so low right now. And you can take just about any community, trust in schools, trust in families, trust on your team, and in your workplace. If we want to get back to a place where we understand and trust each other enough so we can connect, listening has to be forefront of that equation. And it’s just not yet.

Pete Mockaitis
Okay. Understood. Well, so this framework – attention, intention, recognition, AIR – let’s hear the rundown. How do we do it?

Katie O’Malley
So the way I encourage folks to think about this is applying it almost in, like, a double helix way. Like, DNA has those two strands that are wrapping around, and we are applying the AIR formula to our conversation partner. Simultaneously, we are applying the AIR formula to ourselves. And so, I’m going to go through each bit of it so we can talk about what that looks like.

A stands for attention. And I always say listening is a function of attention. We can’t listen unless we are at attention. And this is where active listening is actually very valuable and doing the things that I previously described, which is very apparent to the person who is talking. And it encourages them to keep sharing when you’re nodding, making eye contact, mirroring body language.

But we also need to be attending to ourselves, because we are the ones that tend to get in the way of our ability to really hear and understand someone when we’re listening. And so, what I encourage people to think about when you’re attending to yourself, scanning your body for what’s coming up.

Are you feeling your heart start to race when somebody shares something? Are you getting goosebumps when they communicate something that is really inspiring to you? Are you attending to the fact that maybe you floated away for a minute and weren’t paying attention anymore? And what caused that?” And starting to look for patterns in your brain and your body to be able to say, “These are kind of the tripwires that get me out of attention on what’s going on instead of staying focused on the person.”

And I also share one of the very best ways to do that. Put your phone on do not disturb. Put it on airplane mode. Mine has been in that setting for the better part of a decade, much to the dismay of friends and family. But when I am with them, there’s nothing that they appreciate more than me being fully with them. And so, they also understand when they can’t get a hold of me for three, four, six hours at a time, they get that same attention when I’m with them. So that’s A.

Pete Mockaitis
And to your point about people appreciating it so much that you’re with them, I have heard this comment made about a number of famous people. And, let’s see, I’m trying to, and I think there was a pope, there was a saint, there was a president, you know, there was a celebrity. And folks were stunned by this mesmerizing power they had, it’s like, “It’s like he was just with you.”

And it’s funny because, in a way, it doesn’t seem like that’s that extraordinary, and yet, apparently, it really is because people are struck when it occurs, particularly if it’s by someone who is of elevated stature, we’ll say. It’s like, “Oh, I am so lowly and they are so important, and they gave to me this gift of their full attention. And I was awestruck by that.”

Katie O’Malley
Our attention is a currency to spend, just like our money. And I think we have two of them right now. We have our money, and we have our attention, and so your point is spot on. And even if it’s just two folks having a conversation, and you’re able to do that for somebody, that’s how starved we are for attention from another human, is that that will stick with you much longer than most anything else that might happen to you in a day.

Pete Mockaitis
Well, and talking about tripwires, let’s see. Well, it’s funny as it’s so meta. We’re talking about attention. You mentioned it’s like a double helix. And then I was transported back in time to high school in which I was looking at a spread in my biology textbook about the double helix and the just amazingness of the process of DNA transcription and translation.

And the first time I learned about that, I was like, “Holy smokes, this is for real. This happens all the time, constantly in our bodies? This is so complex and information rich and miraculous and crazy.” So, anyway, that has very little to do with the conversation we’re having now. The revelations of biology from Pete in high school.

And so, I was there for, I don’t know how many seconds, more than three, and so let’s talk about that. When you’re attending to yourself and other, there will be times in which you are drawn elsewhere. What do I do with that?

Katie O’Malley
Every time, Pete. Every time you’ll be drawn elsewhere. Everytime.

Pete Mockaitis
Okay, every time. So what do I do with that?

Katie O’Malley
Every time. I do this for a living. It happens.

Pete Mockaitis
Yeah, what do I do with that?

Katie O’Malley

The very first thing is that your brain needs to know you’re going to do something with that thought or that you’re going to stay on that path. And so, when I was in graduate school and training up to be a therapist, it was one of the first things they said to us, “Every session you have, your brain is going to go somewhere else. It’s not going to be on your client for 52 and a half minutes, or whatever insurance companies pay for now.”

And that’s okay. That’s normal. That’s how we’re wired. But you have to do something with that thought. And the very best thing to do in that moment, jot it down, write it down. And if you can’t do that, then almost silently talking to yourself, saying, This is important to me, and I’m going to come back to it later. But this person is more important right now.”

And just practicing the compassion of you’re not going to stay focused on the person the whole time. You know this is coming. It’s going to happen at some point. The goal is how quickly can you become aware of it and come back into the conversation? That’s the goal, to reduce that time footprint you’re away.

Pete Mockaitis
Yeah, that’s intriguing. And I liked what you said about the note. We can write it down or you can sort of mentally write it down. And I’m thinking there are so many like memory tricks associated with forming associations. So, maybe it’s like, “Hey, next time I sit at my desk, I’m going to create a mental imagination association between sitting at desk and, whatever, the DNA double helix or whatever.”

And so, then you’ve effectively “written it down” in your mind such that you feel like you’ve got the permission to let go of it all the way.

Katie O’Malley
Exactly. And it could even be as easy, Pete, as saying, “Gosh, Pete, the double helix is important to you. Be sure to come back to it after this conversation. That’s enough.”

Pete Mockaitis
Yeah. Cool. All right. So, attention, it will certainly slip. We become aware. We note. We return. Understood. How about intention?

Katie O’Malley
Yeah, intention, this is the one that’s really tricky, especially for those of us who have been socialized in America and in our culture and in our society, where extroversion and speaking is prized over folks who are more introverted, quiet, not always using their voice, right?

But what I always say is communication has not taken place if the message was not received by the other person. So you can talk faster, you can talk louder, but if the other person isn’t attending to you and trying to understand, communication hasn’t taken place.

So, with intention, within the AIR formula, it’s your constant. It’s never going to change, whether you’re in a boardroom or at the baseball field for your kiddos. Your intention is always going to be to do your very best to understand what is being shared with you and not fall into the trap of trying to respond, debate, win someone over with your perspective.

Because I think and believe we’ve been so socialized to drive toward a singular outcome or result in a conversation that we’ve missed the point of most conversation is about exploration and learning. And if we can shift our mindset, and this is where the intention is internally, to, “Did I learn something?” instead of, “Did I convince Uncle Pat that he’s wrong about this particular piece of news or information?” that cuts down on 90% of the roadblock to be able to listen to understand.

Pete Mockaitis
That makes a lot of sense because it’s a much more achievable objective to learn something and understand someone than it is to convince or have a brilliant rebuttal because that will necessarily require substantial cognitive attention to formulate, as opposed to, “Oh, I’m going to understand this person and learn,” then naturally, your brain is pointing itself at them and, hence, facilitating listening.

Katie O’Malley
Yes, exactly. When we try and figure out what we’re going to say next before the other person has even finished speaking, we’ve missed out on some really good information, and probably information that could connect us, right?

And there are moments where moving from a stance of dialogue to debate might be required in a courtroom or in a negotiation. But even then, when you’re demonstrating an intent to really understand somebody, it is very difficult for them to show up in a defensive way.

What usually ends up happening is then they’ll mirror us and try and give us the same space and reciprocity that we gave them. So, after they finish sharing and then you do the recognition part, which we’ll talk about in a second, you can then say, if they haven’t already invited you to, which they already probably have is, “I’m wondering if I can share my perspective on this or my experience with this.”

Because, so often, too, even if it’s not contentious or a debate, where people will default to is, “I’ve had that same experience. I am going to tell them about my experience so that they can now understand a part of me so we can connect.” That’s not connection. You haven’t given them the full dignity of their own experience by recognizing and giving them the dignity of really being seen, which happens in the last part.

Pete Mockaitis
Okay. Well, let’s hear about this recognizing and dignity.

Katie O’Malley
Yeah, recognition. So I’m sure you’ve probably heard this, “Therapists get paid to just sit there and nod and listen,” right? Listening is a very active brain activity if you are doing it right and doing it well.

And the goal is to help the other person make meaning of what they’re sharing, help them feel seen and heard, and that you’re making the attempt to understand by offering recognition and by – how do I want to say this? – bearing witness to that moment of their life. We’re social creatures. That’s all we want is to know that we exist and we matter in this realm that we’re living in.

And so, an example that I’ve given before is, your kid comes home from school. You just logged off of back-to-back-to-back Zoom meetings for the last nine hours, and you asked them how their day at school was. They’re telling you, whether or not you’re actually listening and trying to make meaning of it for yourself or for them, might depend on the day.

But what I encourage people to do is be able to summarize what you’ve heard, share an observation of something regarding their body language, their facial expressions, their energy, and finally reflect a feeling back to them.

So it would sound something like this, “Wow, it sounds like you had a very full day at school. But I noticed your face light up when you talked about the experiments that you ran in science class. That experience must have been really interesting for you. Can you tell me more about that?” And just see where they take it, right? Instead of, “Yeah, that sounds like a school day.”

Pete Mockaitis
“That was your school day.”

Katie O’Malley
“Let’s get your shin guards on and hop in the car.” And sometimes people will say, “Katie, I don’t have the time.” I’m like, “Well, you have the time while they’re talking to try and process the information in a new way, and then share back a different sentence to them.”

And they can be telling you about the next thing as you’re getting them ready to go to their activity or do their homework or whatever it might be. And the same holds true with colleagues, partners, friends, it’s just, “My only goal, summarize or paraphrase what I’ve heard. Let them know that I’ve seen them and offer a reflection of feeling.”

Pete Mockaitis
Yes. And what’s interesting about that, it’s so funny, I think that I can sometimes be a little reluctant to do a reflection of feeling or to even say people’s names for whatever reason.

Katie O’Malley
It’s vulnerable, that’s why.

Pete Mockaitis
It’s sort of like, “Well, okay.” Well, lay it on me, Katie, what’s going on? It’s vulnerable for me to say your name?

Katie O’Malley
Because then my attention is going to be directly on you. That’s a choice you’re making.

Pete Mockaitis
Oh, yeah, that’s true. And I am almost a little nervous that if I say a name, it might come across, it’s almost like aggressive or demanding or my tone, because the name is such a special word to us, that my tone might not match how someone wants to have their name said. It’s like, “Actually, the emphasis is more of a KAY-tee as opposed to a kay-TEE. So, Pete, if you don’t mind.”

But great thought. I mean, there’s some counseling in action a level deeper, so there’s vulnerability there. And I think there’s also vulnerability on the emotion side. It’s like, “Ooh, I don’t want to say the wrong emotion,” because it’s like, “You idiot. Did you…? Where were you? Like, why would you take that that way?”

And yet, I think, in practice, and tell us if this is the case, Katie, in practice, I think even if you get the emotion wrong, people appreciate that you identified there was something noteworthy going on there. It’s like, “No, science wasn’t interesting. It was horrifying. Dissecting this animal? Ugh!” You know, it was like, “Oh, well, it was certainly something, and I noticed that it was something,” so you still kind of get some points for that.

Katie O’Malley
You do. And the opportunity to clarify, right, and to keep that person engaged, you’re absolutely right in that you’re going to reflect the wrong feeling. Just accept it. You are at some point. But the purpose isn’t to get the reflection of feeling right. It is one of the most high-level complex skills to be able to practice as a therapist or counselor and get that right.

But what it does is, to your point, shows the other person that you’re making the attempt. And then what they get to do is clarify that for you. And they’re willing to do it because they understand that you’re really making an attempt to understand them, and they’ll keep going. And this is what builds trust and connection.

Pete Mockaitis
Well, you’re right. And I’m thinking about my own experience in therapy contexts with therapists who are supposed to be the best at this, to have misidentified my emotion. And I never walked away thinking, “Oh, my, what a hack.” It advanced the conversation, like, “No, I wasn’t angry. I was scared.” It’s like, “Oh, well, that’s still rich, fertile ground for us to continue pressing into.” So it was valuable having even the wrong emotion reflected.

Katie O’Malley
Because it gives you the opportunity to really consider what you were feeling in that moment. And that’s the piece I think we so often forget as humans, is that we are feeling beings that happen to have a helpful thought every once in a while. But we really fancy ourselves as these incredibly cognitive, thoughtful beings that happen to have a feeling every once in a while.

And the moment that somebody helps us go there, we’re able to reconnect to our own humanity and develop a deeper sense of self-understanding, which, again, vulnerable but also incredibly valuable and a conduit for building trust.

Pete Mockaitis
And a follow-up question, you said it’s, generally, not ideal to share, “Hey, I had that experience, too,” but rather to finish fully listening to the other person and then perhaps asking for that permission. So, it’s interesting the way our free associative brains, particularly this mind, for sure, if someone says something, it sparks something, and then I’m excited about it. And it’s like, “Oh, I could share this because it feels connective to me, but it may not feel connective to them.” Do you have any pro tips for how do I navigate this domain?

Katie O’Malley
One of the things that I think is really important to remember about experience. It is not the shared experience that actually connects us. It is the shared emotion as a result of that experience. And so, oftentimes, because I am a very enthusiastic, energetic person, and I struggle with this when someone shares an experience and I’ve had a similar one.

What I’ll say is, “There’s something I want to come back to but, first, here’s what I heard. Am I following? Am I tracking?” And then it’ll be that invitation again from that person, “Oh, what was that thing you wanted to share?” And you can say, “Oh, I had a similar experience to you in this particular domain. For me, it kicked up a lot of worry and anxiety. But, for you, seemed to kick up excitement. Can you talk more about that?”

And, again, going back to that reflection of feeling piece. And it’s not so that we can diagnose and pathologize folks, but that is where true connection happens. Because to recognize the feeling that we’ve had around an experience, requires us to be vulnerable and access that, to then be able to reflect it back to somebody else and share that is what creates the connection and invitation to keep going a level deeper.

Pete Mockaitis
That’s a really good distinction. It’s the shared emotion instead of the shared experience providing the connection. So, if you had an experience and then that happened to me, too, it’s almost like, “Okay.” It’s like, “That’s not doing much for me.” But it is when it’s like, “Oh, yeah. Emotionally, you really understand.”

And in a way, it could be a completely different experience, but it’s a shared emotions. It’s like, “Ah, yes. I, too, was very excited about an opportunity that, unfortunately, did not come to pass. And so, I know, I’ve experienced that disappointment vibe and then it almost makes you wonder about blah, blah, blah.” Like, “Yes, exactly, that’s how I feel in this moment. Thank you.”

And so, I hear what you’re saying, is that that’s much more connecting there, and to wait instead of like, “Well, back to me and my stuff.”

Katie O’Malley
Exactly, because then it’s very clear to them you haven’t been listening. You went off into your own little world of your experience instead of staying with them in that moment.

Pete Mockaitis
All right. Well, Katie, tell us, anything else you want to make sure to mention before we hear about some of your favorite things?

Katie O’Malley
I did a TEDx Talk on this back in June, so you can give it a Google, the, “Attention We Give: Lessons From Listening for a Living.” Test it out. Practice some self-compassion. You’re not going to be great at it when you start. Nobody is. But when we put in the effort to do this for others, it’s only going to enrich our relationships and experiences as we move through the world.

Pete Mockaitis
All right. Well, now, Katie, could you share a favorite quote, something you find inspiring?

Katie O’Malley
One of my favorite quotes is, “Chance favors the connected mind,” to be able to seize an opportunity, right, because you’ve done the work of reflection and self-understanding to know that this is an opportunity for you.

Pete Mockaitis
Yeah. Well, it’s funny, I was taking that a completely different way in terms of, when you’re making connections in your mind about a thing, and you encounter stimuli in the context of having reflected upon that thing, it serves as an idea, or inspiration, potential solution, and it feels like a huge lucky break.

Katie O’Malley
Yeah, that, too.

Pete Mockaitis
So, yeah, multiple, multiple layers there. Okay.

Katie O’Malley
Multiple interpretations.

Pete Mockaitis
All right. And a favorite book?

Katie O’Malley
Timequake by Kurt Vonnegut.

Pete Mockaitis
Okay. And a favorite tool, something you use to be awesome at your job?

Katie O’Malley
I love a notebook, a good notebook, and a pen. There’s nothing better than the mind-body connection of writing something down instead of letting AI take our notes for us.

Pete Mockaitis
Yes. And is there a key nugget you share that really seems to connect and resonate with folks, they quote it back to you often?

Katie O’Malley
“We are humans that happen to work. We are not workers who happen to be human.”

Pete Mockaitis
Okay. And if folks want to learn more or get in touch, where would you point them?

Katie O’Malley
EncourageCoaching.org, or you can find me on Instagram, encouragecoachchicago. Great to go there if you’re ready to rage quit your job, for some funny content or cute videos of my dog.

Pete Mockaitis
Okay. And do you have a final challenge or call to action for folks looking to be awesome at their jobs?

Katie O’Malley
Get on the listening train and pick one of the elements of the AIR formula this week to practice just one at a time and stack it.

Pete Mockaitis
Okay.