Tools & Resources: The Shared Language Builder Template
A tool for teams navigating integration, mergers, reorgs, or any moment where people use the same words but mean different things.
Why This Tool Exists
Most integration friction happens not because of structure or strategy, but because people believe they’re aligned while quietly operating with different definitions.
This tool helps teams surface hidden assumptions, decode cultural differences, and build new shared meaning that supports real alignment.
How to Use This Tool (Directions for Leaders & Teams)
1. Pick 5–10 words that keep showing up.
Good candidates are terms that are:
Repeated often
Critical to decision-making
Easy to misinterpret
Emotionally loaded
Or historically different across merging groups
Examples:
“Speed” • “Transparency” • “Urgency” • “Done” • “Collaboration” • “Accountability” • “Alignment” • “Respect”
2. Fill in both sides separately before discussing.
Ask representatives from each team/org/site to complete the left and right columns individually.
This prevents groupthink and ensures real cultural nuance shows through.
3. Compare the definitions in conversation, not email.
This is a meaning-making process, not a documentation task.
Schedule a 30–60 minute meeting.
Bring curiosity.
Ask clarifying questions.
Name where assumptions have been invisible.
4. Create a shared definition together.
This definition should reflect:
Agreements
Non-negotiables
What "good" looks like
What behaviors you expect
What behaviors will no longer be rewarded
Shared meaning → shared safety → shared momentum.
5. Document the behavioral examples.
This part is crucial.
People don’t align to concepts - they align to behaviors they can see, name, and repeat.
6. Revisit quarterly.
Language evolves as the integrated culture evolves. Update as needed.
SHARED LANGUAGE BUILDER TEMPLATE
You can copy/paste this into Google Docs, Notion, or a shared slide.
Word/Phrase:
(Insert the term you’re aligning on.)
What it typically means in Org/Team A:
What it typically means in Org/Team B:
Points of Friction / What’s Getting Lost in Translation:
Assumptions Underlying Each Definition:
(Optional but powerful)
New Shared Definition (Collaborative):
(One clear, agreed-upon meaning.)
Behavioral Examples (What This Looks Like in Practice):
1. Behaviors we expect:
2. Behaviors we avoid:
3. Behaviors we reward:
Notes / Edge Cases / Clarifications:
(Where misalignment still lives, or situations that need nuance.)
Owner & Date Updated:
(Keeps the definition alive, not fossilized.)
© 2025 Arcana Communications. All rights reserved. Not for distribution, reproduction, or resale without permission.
