Pattern-059: Leadership Caucus

Status

Context

Complex, cross-cutting work often requires input from multiple advisor domains before execution can begin. Traditional approaches have limitations:

• Sequential handoffs (cascade): Slow, context lost between steps, downstream advisors can’t influence upstream decisions
• Async mailboxes alone: Good for ongoing communication but can create alignment lag for time-sensitive decisions
• Ad-hoc collaboration: Works but inconsistent, decisions may not be captured

The Leadership Caucus addresses the need for synchronous multi-advisor alignment before complex work begins, complementing async coordination patterns.

Pattern Description

Core Concept: A facilitated, synchronous discussion where multiple advisors contribute domain perspectives to a cross-cutting decision, with the PM as facilitator capturing decisions as they emerge.

Key Elements:

• Facilitator (PM): Frames the question, captures decisions, resolves disputes
• Multiple advisors: Contribute from their domain expertise (CXO, Architect, PPM, etc.)
• Lead Dev (if implementation follows): Confirms execution path
• Real-time decision capture: Decisions documented as they’re made, not reconstructed later

How It Works:

1. PM identifies cross-cutting work requiring multi-domain alignment
2. PM convenes relevant advisors (not necessarily all—just those relevant)
3. Structured discussion produces captured decisions
4. Lead Dev confirms implementation approach
5. Execution proceeds with alignment already achieved

Implementation

Trigger Conditions

Use a Leadership Caucus when:

• Work spans multiple advisor domains (e.g., design + architecture + product)
• Transitioning from vision to implementation on significant features
• Architectural or design decisions have multiple valid approaches
• PM believes upfront alignment will accelerate execution
• Mailbox async exchange would create unacceptable delay

Participants

Note: Full advisor complement is optional—invite those relevant to the decision.

Facilitation Protocol

1. FRAME    - PM states the question and provides context
2. CONTRIBUTE - Each advisor shares perspective from their domain
3. CAPTURE  - PM documents decisions explicitly as they emerge
4. RESOLVE  - Disagreements addressed in session (not deferred)
5. CONFIRM  - Lead Dev acknowledges implementation path

Outputs

• Decisions documented (can be informal—omnibus log captures)
• Implementation assignment (who does what)
• Open questions flagged for follow-up (if any)

Usage Guidelines

When to Use

• Cross-cutting work spanning multiple advisor domains
• Vision → Implementation transitions (like MUX V1)
• Significant architectural or design decisions with multiple stakeholders
• PM believes upfront alignment will accelerate execution
• Time-sensitive decisions where async would create delay

When NOT to Use

• Single-domain decisions (use direct consultation or mailbox)
• Simple, well-understood work with clear ownership
• Decisions that don’t benefit from multiple perspectives
• When async exchange is sufficient and time permits

Best Practices

• Keep it focused: Clear question, relevant participants only
• Capture decisions in real-time, not after the fact
• Resolve disagreements in session—don’t defer
• PM facilitates but doesn’t dominate; advisors contribute expertise
• Lead Dev presence ensures implementation feasibility is considered

Anti-Patterns

Examples in Codebase

Primary Usage

MUX Track V1 (January 19, 2026):

• Question: How to move MUX from vision to implementation?
• Participants: CXO (design philosophy), PPM (product guidance), Chief Architect (technical direction), Lead Dev (execution), PM (facilitation)
• Outcome: MUX P1 delivered in 15 minutes with 101 tests
• Reference: docs/omnibus-logs/2026-01-19-omnibus-log.md

Pattern Origin

Identified by HOSR during Jan 16-22 workstream review as “Leadership Cascade,” renamed to “Leadership Caucus” by PM to emphasize iterative deliberation over sequential handoff.

Related Patterns

Complements

• Pattern-049: Audit Cascade - Caucus creates alignment before work; Audit Cascade verifies after work
• Mailbox System - Async (mailboxes) + sync (caucus) = complete coordination toolkit

Comparison

Alternatives

• Direct consultation: For single-domain decisions
• Mailbox exchange: For async alignment when time permits
• Sequential handoff: When domains are truly independent (rare for complex work)

References

Documentation

• Original identification: HOSR workstream review memo (January 24, 2026)
• CIO formalization recommendation: mailboxes/exec/read/memo-cio-leadership-caucus-response-2026-01-26.md
• PM request for formalization: mailboxes/cio/read/memo-cio-leadership-caucus-2026-01-26.md

Usage Analysis

• Current usage count: 1 documented instance (MUX V1)
• First documented: January 19, 2026 (identified), January 26, 2026 (formalized)
• Maintenance status: Emerging

Pattern created: January 26, 2026 Origin: MUX Track V1 coordination success Formalized per CIO recommendation