Phase 3: Designing your collaboration
- Debra Mashek
- Oct 13
- 3 min read
Series Note: This is Part 3 of a five-part series exploring the phases of the Collaborative Action Model—a framework I developed to help mission-driven leaders move from possibility to impact through purposeful collaboration. (If you missed Parts 1 or 2, shoot me an email and I’ll send them your way.)
At this point in the collaboration journey, you’ve named a shared opportunity, considered an expansive set of possibilities informed by a range of stakeholders, and clarified what you hope to accomplish together.
Now comes the tricky part: planning how to get the work done.
Welcome to Phase 3: How will we do it?
This is where you design the scaffolding—people, tools, and processes—that will keep the shared work on track despite complexity.
Too often, mission-driven teams jump into implementation with only a loose sense of agreement, only to discover later that they’re missing critical alignment on things like roles and responsibilities, shared governance, workflows, capacities, and resources.
Phase 3 is your chance to avoid that trap.
What Happens in Phase 3?
This phase is all about laying the groundwork for a successful, enduring effort. That means:
Setting up skilled working groups to tackle key components of the work
Creating foundational documents that build shared understanding and guide collaboration
Building a strong infrastructure of people, tools, and processes so the project can move forward with momentum and mutual accountability
1. Stand up skilled working groups
Not all work belongs in the big room. Phase 3 is a great time to form smaller, focused teams to dig into specific elements of the collaboration.
Well-functioning working groups are:
Staffed with an intentional mix of expertise and positional authority
Clear on their scope, deliverables, and timeline
Positioned to explore, prototype, or recommend solutions on behalf of the larger group
You want these teams to work nimbly while staying aligned with the broader collaborative goals. Clear and visible communication channels in and out of the working groups are essential to keep all stakeholders constructively engaged.
2. Create foundational documents
Clarity is kindness—and nowhere is that more important than in a collaboration involving multiple organizations.
Key documents for this phase may include:
Statement of Shared Purpose – Why are we doing this together?
Project Plan – What are the key milestones, deliverables, and timelines?
Memoranda of Understanding (MOUs) – What are the formal commitments between partners?
Theory of Change – What’s our hypothesis about how change will happen?
Logic Model – Especially helpful for programmatic collaborations: What are the inputs, activities, outputs, and outcomes?
These tools aren’t just paperwork—they are anchors that foster alignment, build trust, and clarify expectations. And they serve as critical onboarding tools for new partners and leaders who may join the effort down the line.
3. Build enabling infrastructure
Collaboration needs infrastructure. In this phase, be sure to define:
People – Who is responsible for what? What roles do individuals and organizations play?
Tools – What shared platforms or systems will you use to communicate, track progress, and manage documents?
Processes – How will information flow? How will decisions get made? How will progress be monitored? What feedback loops will keep stakeholders informed and the work on track?
This is also the time to clarify how the collaboration will be governed. Will you establish a steering committee? Hire a project director? Use a shared leadership model?
The Bottom Line
Great collaborations aren’t just powered by passion and possibility. They’re built on thoughtful architecture.
When you take the time to discuss and document all these pieces, you lay the foundation for coordinated action and real-world results.
Next time, we’ll explore Phase 4: Do it.
If you’re tired of disappointing collaborations that fail to meet their promise or potential, I can help. Reach out for a zero-pressure conversation about your situation.
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