2. A time is set for the two groups to meet preferably away from their normal work situations.
3. The consultant, together with the managers of the two groups, describes the purpose and objectives of the meeting, to develop better mutual relationships, explore the perceptions the groups have of each other, and formulate plans for improving the relationship. The two groups are presented the following or similar questions. “What qualities or attributes best describe our group?” “What qualities or attributes best describe the other group?” and “How do we think the other group will describe us?” Then, the two groups are encouraged to establish norms of openness for feedback and discussion.
4. The two groups are assigned to separate rooms and asked to write their answers to the three questions. Usually, an outside consultant works with each group to help the members become more open and to encourage them to develop lists that accurately reflect their perceptions, both of their own image and of the other group.
5. After completing their lists, the two groups reconvene. A representative from each group presents the written statements. Only the two representatives are allowed to speak. The primary objective at this stage is to make certain that the images, perceptions, and attitudes are presented as accurately as possible and to avoid the arguments that might arise if the two groups openly confronted each other. Questions, however, are allowed to ensure that both groups clearly understand the written lists. Justifications, accusations, or other statements are not permitted.
6. When it is clear that the two groups thoroughly understand the content of the lists, they separate again. By this point, a great number of misperceptions and discrepancies have been brought to light.
7. The task of the two groups (almost always with a consultant as a process observer) is to analyze and review the reasons for the discrepancies. The emphasis is on solving the problems and reducing the misperceptions. The actual or implicit question is not whether the perception of the other group is right or wrong but rather “How did these perceptions occur?, What actions on the part of our group may have contributed to this set of perceptions?”
8. When the two groups have worked through the discrepancies, as well as the areas of common agreement, they meet to share both the identified discrepancies and their problem-solving approaches to those discrepancies. Because the primary focus is on the behavior underlying the perceptions, free, open discussion is encouraged between the two groups, and their joint aim is to develop an overall list of remaining and possible sources of friction and isolation.
9. The two groups are asked to develop specific plans of action for solving specific problems and for improving their relationships.
10. When the two groups have gone as far as possible in formulating action plans, at least one follow-up meeting is scheduled so that the groups can report on actions that have been implemented, identify any further problems that have emerged, and, where necessary, formulate additional action plans.