| 1 | Define one experience or decision to explore, what leaders can influence, what the circle cannot do, who needs another route and the response promised after the series. | Board sponsor and listening lead | Week one | A listening-circle purpose and boundary brief |
| 2 | Plan several groups or contribution routes, invite a varied mix without forcing disclosure, ask about access needs and provide a private, written, telephone or online alternative. | Participation and accessibility coordinator | Weeks one and two | A participant, access and support plan |
| 3 | Prepare and rehearse the welcome, ground rules, consent and confidentiality wording, questions, equal-participation methods, distress response, harmful-conduct response and closing. | Lead facilitator and support contact | Before the first circle | A tested facilitator and safety pack |
| 4 | Run circles of a workable size, use structured turns and permission to pass, capture themes rather than names, pause harmful conduct and transfer protected matters only through the approved private process. | Facilitator and note custodian | Weeks three to five | Controlled circle notes and referral records |
| 5 | Compare themes across circles, retain differences and unanswered questions, check for identifying detail and send participants a de-identified summary for correction of meaning. | Listening lead and independent reviewer | Within seven days of the final circle | A participant-validated listening summary |
| 6 | Publish a we listened, we learned, we will response with reasons, owners and dates, check in with participants and support contacts, and review trust, access, referrals and actions at 90 days. | Board sponsor and action owners | Within 30 days and at day 90 | A board response and listening-cycle review |
