Circles of Influence

Choose this exercise

Purpose: Map specific individuals who can provide task expertise or personal advice to accomplish a stated objective.

Use it when: Use when a team or project owner has a clear goal but feels stuck on where to get expertise, sponsorship, or advice.

Skip it when: Skip when the necessary contacts are strictly mandated by a fixed formal process that leaves no room for informal outreach.

Group arrangement: Small groups of 4 to 8 participants working around one shared board, or individuals working on personal templates within table teams.

Timing: Gamestorming lists 1 hour; this run sheet provides a tight 45-minute version.

Materials and tools

• 1 large poster paper or whiteboard per subgroup of 4 to 8
• Dry-erase markers or flipchart markers
• 2 pads of sticky notes per subgroup
• 1 pen per participant

Before participants arrive

1. Draw two large circles side by side on each poster or whiteboard section.
2. Mark a check mark in the left circle and label it 'Circle of the Task'.
3. Mark a smiley face in the right circle and label it 'Board of Directors'.
4. Place sticky notes and pens at each work station.

Say this to open

To reach our project goal, we need both technical help and candid advice. We will map two groups of people: our Circle of the Task, who know the subject, and our personal Board of Directors, who offer honest guidance. Let us write down specific names so we leave with real next steps.

How to run it

1. Define the goal 5 minutes

   State the workshop focus. Ask each subgroup to write a single-sentence goal across the top of their board. For individual planning, have each person write one concrete goal at the top of their sheet. Example: 'Complete and publish the quarterly client case study by June 30.'

2. Populate the Circle of the Task 10 minutes

   Direct participants to write names of specific individuals who possess knowledge, access, or skills relevant to the goal. Instruct them to write one name per sticky note and place it along the boundary of the left circle ('Circle of the Task'). Disallow generic labels like 'a developer' or 'someone in marketing'.

3. Populate the Board of Directors 10 minutes

   Ask participants to write names of trusted allies, mentors, or peers who offer honest advice and encouragement regardless of technical expertise. Place these notes on the edge of the right circle ('Board of Directors').

4. Identify overlaps and first steps 12 minutes

   Have groups review both circles together. Identify any names that appear on both sides or could belong in both. Discuss what each person brings and what two-way benefit exists. Identify one person who is easiest to contact first for advice or direct task help.

5. Debrief and commit 8 minutes

   Facilitate a structured debrief across the room. Ask 3 to 4 participants to share their selected first outreach contact and the exact question they plan to ask.

Debrief questions

• Which named contact represents your easiest immediate conversation, and why?
• Did you identify anyone who fits both circles, and what role can they play?
• What is one specific question you need to ask your first contact?

Finished output: A dual-circle map showing named contacts for task assistance and advisory support, with at least one prioritized first outreach conversation.

Remote

Replicate the two-circle canvas on a shared digital whiteboard. Break participants into rooms of 4 to 8. Participants write names on digital sticky notes and place them in the Circle of the Task or the Board of Directors, adding connecting tags for overlapping names.

Hybrid

In-person and remote participants share a single digital whiteboard. Use paired breakout channels so remote and in-person partners can discuss their entries before adding them to the shared board.

Access and participation choices

• Participants may focus on private or internal contacts and choose not to name individuals aloud.
• Anyone who prefers not to map personal contacts publicly can work on their own paper copy without posting it to the room board.

If the session gets stuck

Participants write generic departments or role titles instead of actual names.

Pause the group and prompt: 'Who is one real person you know, or know of, who holds that job? Write that person's actual name.'

A participant feels they have no professional network for their stated goal.

Prompt them to start in the Board of Directors circle with friends, former peers, or mentors who can help brainstorm potential task contacts.

Terms used here

• Circle of the Task: People who have relevant knowledge, skills, or network access directly related to finishing the stated project or task.
• Board of Directors: Trusted colleagues, mentors, or acquaintances who provide candid feedback, encouragement, and advice regardless of task specifics.