Unlocking High-Performing traits under pressure through Intentional Rituals

It was a great pleasure to be joined by Dr. Phil Porter, the arctic explorer, glacier scientist and associate dean at the University of Hertfordshire, I couldn't help but be struck by the wealth of insights he shared on the power of intentional behaviours and rituals in driving team success. Our conversation covered a range of topics, but (2) key themes emerged that I believe hold important lessons to unlocking high-performing, accountable teams:

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(1) The importance of clearly defining and communicating each team member's roles and responsibilities, and

Throughout our discussion, Dr. Phil emphasised the critical role that clarity of roles plays, particularly in high-risk or dangerous environments.

"It's incredible how ill-prepared you can be, even with a reasonable amount of experience, if you haven't actually got written down each and every item you need to take on an expedition," he explained. "I'm a great believer in making lists, but also lists that have a reason, because one of the things I have found is that people query, 'Well, why do I need X, Y, and Z? Why do I need to know about A, B and C?"

This sentiment struck a chord with me, as I've witnessed first hand the consequences of ambiguity and lack of clear accountability within teams. 

"When you're dealing with potentially dangerous environments, that can cause real problems," Dr. Phil continued, "When I’m leading an expedition, before we take even one step into the field for that days activities, I sit everyone down and just make sure everybody knows what's what, what their responsibilities are, who is doing what? And if things go wrong, who should do what and of particular concern, if anything happens to me or one of the other leaders, what should the group do?"

The power of this approach lies in its ability to create a shared understanding and sense of ownership within the team. As Dr. Phil noted, "It's about naming individuals, individually, and saying, 'Right, you are responsible for XYZ,' and repetition." This level of clarity not only helps to prevent confusion and mistakes but also fosters a culture of accountability and empowerment.

One of the key takeaways from our conversation was the importance of not just defining roles and responsibilities, but also ensuring that everyone understands the "why" behind them. As Dr. Phil explained,

"It's about explaining why, because if you think about a scenario where you're on an airplane or a train waiting to take off or leave the station, and there's a delay. If you’re told it's delayed, you get upset. However if you are given the full reason why it's delayed, you're still going to be upset at some level, but you are generally an awful lot more understanding and accepting."

This concept of providing context and rationale is crucial in building buy-in and commitment from team members. When people understand the purpose and importance of their roles, they're more likely to take ownership and go the extra mile to ensure success.

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(2) The need for repetition and consistent reinforcement of expectations and procedures.

But defining roles and responsibilities is only half the battle. As Dr. Phil emphasised, repetition and consistent reinforcement are equally essential.

"I might take the same group out for five consecutive days, but I will have the same conversation about roles and responsibilities with them every morning"

This approach of regular, intentional check-ins serves multiple purposes. First, it helps to cement the understanding of roles and responsibilities, ensuring that they remain top of mind for the team. Secondly, it provides an opportunity to identify and address any gaps or misunderstandings before they can escalate into larger issues.

"You'll soon learn whether the message has got home, because incidents tend to happen, albeit minor in most cases" Dr. Phil said. "So for example, in the Arctic we carry firearms and bullets for polar bear protection and I need to reiterate to the gun carrying team member each day 'You are responsible for that gun and those bullets and ensuring all bullets are counted out and counted in each and every day’.

On rare occasions, a bullet may go missing and this is down to carelessness and is potentially dangerous given that a gun may have been loaded with that missing bullet. It is important to inform the team member that this cannot and must not happen again and that we need to find the missing bullet wherever it is, even if we have to walk 10 miles the way we have come to go and find it. This daily reinforcement and notification of serious consequences helps the message sink in."

This level of repetition and reinforcement is crucial in building high-performing, resilient teams. It's not enough to simply communicate expectations once and assume everyone will remember and adhere to them. By consistently revisiting and reinforcing these critical elements, leaders can foster a culture of accountability, attention to detail, and shared responsibility.

As I listened to Dr. Phil's experiences, I couldn't help but draw parallels to the work I've done in developing rituals for teams and organisations. Rituals, when designed and implemented effectively, can be a powerful tool in addressing the very challenges Dr. Phil described.

At the heart of rituals is the concept of intentional behaviours – the creation of a space where specific actions are practiced with a clear purpose in mind. In the context of team management, rituals can provide a structured framework for defining and communicating roles, as well as a mechanism for repetition and reinforcement.

Rituals, when designed and implemented effectively, can be a powerful tool in addressing the very challenges Dr. Phil described.

One example of a ritual that could be particularly impactful is a daily or weekly team check-in. This ritual would involve the entire team gathering to review their roles, responsibilities, and any updates or changes to the plan. The key would be to make this a consistent, predictable event, where everyone knows what to expect and what is expected of them.

"It's about repetition. It's about, unequivocally labelling people with their roles. That sounds like a terrible thing, but everybody is then clear as to their role. So one person knows ‘I am responsible for carrying and using the defibrillator."

By incorporating this type of ritual into the team's workflow, leaders can ensure that everyone remains aligned, informed, and accountable. It also creates a space for open dialogue, where team members feel empowered to raise concerns, ask questions, or suggest improvements.

"When there's an emergency situation, there is no such thing as too much information. You need as much information as possible, because we have to prioritise and repeatedly evaluate our actions rather than panicking and catastrophising" Dr. Phil emphasises.

This sentiment speaks to the importance of building resilience within teams – the ability to navigate challenges and crises effectively. Rituals can play a crucial role in this regard, by providing a structured approach to decision-making, communication, and problem-solving.

"There's a great moment from an interview with Jim Lovell, the commander in charge of the ill-fated Apollo 13 mission, where he described his reaction to the explosion the crew encountered. His response was along the lines of 'Well, I could have spent five minutes bashing my fists against the wall of the spaceship, and getting really anxious and crying, but at the end of that, I'd have been exactly where I was five minutes ago," Dr. Phil shared.

By establishing rituals that encourage calm, focused, and fact-based decision-making, leaders can empower their teams to navigate crises with clarity and resilience. This might involve rituals around information gathering, problem-solving frameworks, or even emotional regulation techniques.

As I reflect on our conversation, I'm struck by the power of intentional rituals in fostering high-performing, resilient teams. By clearly defining roles and responsibilities, and consistently reinforcing expectations and procedures, leaders can create an environment where everyone understands their purpose, feels empowered to contribute, and is equipped to navigate challenges with confidence.

"It's about trust, and it's about transparency, and it's about not wanting to be or not seeking to be liked all the time by everyone," Dr. Phil emphasised. "We all want to be liked. Obviously, we're human, but the best managers I've ever worked under have been those who were prepared to make the right decisions, even though it may have been unpopular."

This focus on integrity, transparency, and a shared sense of purpose is at the heart of effective rituals. By incorporating these elements into their team management practices, leaders can unlock the full potential of their people, and build organisations that are not only successful, but also resilient in the face of any challenge.

By clearly defining roles and responsibilities, and consistently reinforcing expectations through repetition, leaders can tap into the fundamental human need for clarity and structure. This not only helps to prevent confusion and mistakes but also fosters a sense of ownership and accountability within the team – key ingredients for resilience.

Moreover, Dr. Phil's emphasis on creating an environment of psychological safety, where team members feel empowered to speak up and challenge decisions, speaks to the importance of cultivating trust and transparency. When people feel heard and valued, they are more likely to bring their full selves to the table, leading to better problem-solving and decision-making.

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Drawing on these insights, here are three top tips for managers looking to leverage rituals to build high-resilience teams:
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1. Establish clear, meaningful rituals for role definition and responsibility assignment. Ensure that everyone understands not just their own duties, but the "why" behind them, to foster buy-in and commitment.
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2. Implement regular, predictable rituals for team alignment and information sharing. This could include daily or weekly check-ins, where everyone has the opportunity to raise concerns, ask questions, and stay informed.
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3. Develop crisis management rituals that encourage calm, fact-based decision-making. This might involve structured frameworks for information gathering, problem-solving, and emotional regulation, empowering the team to navigate challenges with resilience.

By weaving these intentional rituals into the fabric of their teams, managers can unlock the full potential of their people, creating an environment where high performance and resilience go hand in hand.

Huge thanks to Dr Phil Porter. Such an enjoyable and insightful conversation. This interview is part of a research series for The Ritual Playbook for Managers

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