Five Conversation Framework
Introduction
The 5 Conversation Framework is a structured approach to building meaningful, ongoing dialogue between leaders and their staff; this especially powerful in change management, where trust, clarity and engagement are critical.
The idea is that effective leadership conversations move beyond one-way communication, awkward monologue or performance appraisals; they become ongoing cycles that promote dialogue, increase positivity and build better relationships with people, ie build alignment, capability and commitment.
The standard performance appraisal can be
“…- costly to implement
- sometimes destructive
- often a monologue rather than dialogue
- too formal, and likely to stifle discussion
- too infrequent
- not sufficiently meaningful to the role (an exercise in ‘form filling’)
- rarely followed up with appropriate actions
- often a stressful experience for those involved…”
Tim Baker, 2025b
An Overview of 5 Conversations Framework
| Conversation Type | Purpose | Key Focus |
|---|---|---|
| 1. Establishing Relationship | Build trust and psychological safety | Who we are, how we work together |
| 2. Clarifying Expectations | Set direction and mutual understanding | Roles, standards, goals |
| 3. Appreciative Feedback | Reinforce strengths and desired behaviours | Recognition, encouragement |
| 4. Challenging & Developmental | Identify growth areas and future potential | Constructive challenge, learning focus |
| 5. Forward Planning/Continuous Improvement | Shape future actions and commitments | Alignment, accountability, improvement |
More detail on each conversation type
1. Establishing Relationship Conversations
Goal: Build the foundation of trust, empathy and openness.
In Change:
- Helps people feel seen and valued before change discussions begin.
- Reduces resistance by establishing psychological safety.
- Encourages employees to voice concerns and hopes about the change.
Example:
“Tell me what matters most to you as we go through this transition.”
2. Clarifying Expectations Conversations
Goal: Define what success looks like and what’s changing.
In Change:
- Prevents confusion about new roles, responsibilities and outcomes.
- Aligns individual goals with the organisation’s change objectives.
- Encourages shared accountability rather than top-down directives.
Example:
“Here’s what the new process means for our team — how does this fit with your current priorities?”
3. Appreciative Feedback Conversations
Goal: Reinforce what’s working well.
In Change:
- Celebrates early adopters and visible progress.
- Builds momentum and motivation.
- Encourages positive emotions (hope, pride, etc) that counteract fear or fatigue.
Example:
“You’ve adapted quickly to the new system — that agility is exactly what will help others follow.”
4. Challenging & Developmental Conversations
Goal: Stretch performance and help people grow through change.
In Change:
- Normalises learning and mistakes in a shifting environment.
- Encourages experimentation and innovation.
- Moves people from compliance to commitment by helping them see the developmental value of change.
Example:
“What would make you more confident in leading this change with your team?”
5. Forward Planning/Continuous Improvement Conversations
Goal: Embed learning and look ahead collaboratively.
In Change:
- Reinforces that change is ongoing, not a one-off event.
- Encourages adaptive learning and future focus.
- Keeps the dialogue alive beyond project milestones.
Example:
“What lessons can we carry forward from this change into the next stage?”
(main source: Tim Baker, 2014)