Stop Assuming, Start Aligning
Introducing the Communication Charter
Ever left a major planning meeting, and within an hour, it’s clear that half the team understood the key priorities one way, while the other half have a completely different interpretation?
It’s a frustrating, common, and costly problem. We can have a brilliant strategy and talented people, but if we fail to build genuine, shared understanding, the wheels start to wobble. We hit friction, deadlines get missed, and frustration builds.
This is a topic I am passionate about, and in my recent LevelUp Leadership podcast episode, I explored exactly why this happens and introduced a new tool I’ve created to solve it. I’m genuinely excited to share this with you today.
The Core Problem: The Assumption Gap
The truth is, most teams are operating on a bed of assumptions. We assume our colleagues share our definition of “urgent.” We assume they prefer to receive feedback in the same way we do. We assume that because we are clear on a goal, everyone else must be too.
These assumptions are the root of so many communication breakdowns. The cost is not just inefficiency. Over time, these small misunderstandings erode trust and psychological safety. When people feel misunderstood, they stop showing up fully. They hold back their best ideas or avoid challenging the status quo.
Clarity does not happen by accident. It has to be built, deliberately and systematically
The Solution: A Communication Charter
To fix this, we need to move from assumption to agreement. That is why I developed The LevelUp Leadership Communication Charter.
Think of it as a practical, structured process for your team to have the conversations you should be having but probably are not. It provides a framework to get everything out on the table, surface different preferences, and build a collective agreement for how you will work together.
The process is broken down into two simple, powerful parts.
Part 1: The Accountability Roadmap (The ‘Me’)
The process starts with individual self-coaching. Before you can align as a team, each person needs clarity on their own style. The Accountability Roadmap is a private reflection tool that guides each team member to answer critical questions, such as:
Communication: What are my preferences? Do I prefer a lively, face-to-face debate, or do I need time to process things via email? Do I like quick updates on Teams, or do I prefer a scheduled check-in?
Feedback: How do I want to receive constructive feedback? Do I prefer a direct, straight-to-the-point approach, or do I appreciate a heads-up beforehand?
Accountability: How do I personally hold myself accountable? Do I use daily trackers, or do I prefer external check-ins from a manager or peer?
Support: What does helpful support look like to me? When am I likely to need a sounding board, and when do I just need space to get the work done?
This step alone is an incredibly valuable exercise in self-awareness.
Part 2: The Resolution Charter (The ‘We’)
Once everyone has completed their individual Roadmap, the team comes together. In a facilitated session, you compare notes.
This is where the magic happens. The team I coached with clashing styles (half loved “in-the-moment” brainstorming, the other half needed “reflection time”) suddenly understood why their meetings were so tense. The reflective group was not disengaged; they were just different.
From this discussion, you build your Resolution Charter. This is your collective agreement, a living document created by the team, for the team. It answers:
How will we, as a team, handle disagreements respectfully?
How will we give and receive feedback?
What are our “rules of engagement” for meetings, emails, and instant messages?
How will we support one another when the pressure is on?
Instead of a culture of assumptions, you now have a culture of clear agreements. This document becomes your reference point, building resilience and trust into the team’s DNA.
Practical Takeaways for You
This framework is not just theoretical. It is a practical tool you can use immediately. Here is how I would apply it, depending on your role.
For Leaders
Your primary role is to create the conditions for your team to succeed. This Charter is one of the most powerful tools you can use to build psychological safety and clarity.
Start With Yourself: You must go first. Share your own Accountability Roadmap with the team. Model the vulnerability and openness you want to see. Talk about how you like to receive updates or what good support looks like for you.
Give Permission for Reflection: Introduce the Accountability Roadmap as an exercise in self-awareness, not a form to fill out. Give your team the time and space to genuinely reflect on their preferences.
Facilitate the Charter Session: Bring the team together to create the Resolution Charter. Set ground rules for respect. Your job is to guide the conversation, encourage honesty, and ensure every voice is heard. It might feel a little awkward at first, especially in long-standing teams, but the long-term payoff is transformative.
For Coaches
This Charter is a brilliant diagnostic and intervention tool to use with your clients, particularly teams that feel “stuck” or are struggling with conflict.
Diagnose the Assumption Gaps: Use the framework to listen for where the misalignments are. Are they around communication styles? Is there a lack of clarity on accountability? The Charter provides a structure for your diagnosis.
Facilitate the Process: Offer to facilitate the Resolution Charter session for your client’s team. As an objective third party, you can create a safe space for team members to be honest in a way they might not be with their own leader.
Unlock Deeper Insights: The Charter process will surface the hidden tensions and unspoken preferences. This gives you, the coach, rich material to work with. You can help the team not only create an agreement but also understand why their different styles exist and how to leverage them as a strength.
From Friction to Flow
True accountability is not about pointing fingers when things go wrong. It is about creating absolute clarity of ownership and building a culture where asking for help is seen as a strength.
When your team members genuinely understand each other’s preferences, everything changes. Tough conversations become less threatening. Misunderstandings reduce. Collaboration becomes smoother, and people feel empowered to do their best work.
You can listen to me discuss this framework in detail on the latest episode of the LevelUp Leadership podcast. And you can download the free Communication Charter tool itself right here.
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Level Up Leadership is a passion project in my spare time. I enjoy doing it, and I intend to keep these articles and podcasts free. However, the software and equipment I use isn’t free! So, if you are enjoying this content and would like to make a donation, you can do so by clicking this button. Thank you.