Over 3 years, Phoebe Gardiner and I were part of a team working on an iwi-led initiative to strengthen whānau wellbeing with kaupapa Māori health and social service providers.

We learnt a lot about ourselves, our practice as designers, and what it takes to support kaupapa Māori teams — especially as two wahine on our own journeys to reconnect with our whakapapa.

For those working in social impact, building strong relationships with kaupapa Māori organisations is key to creating a more equitable Aotearoa. But it’s not always easy to know where to start.

This isn’t a ‘how-to’ guide — just some honest reflections on what worked, what didn’t, and what we’d do differently next time.

We hope they help you build stronger relationships with kaupapa Māori teams.

See the original series on Linkedin or download the PDF summary.

1. Build trust

Building a relationship with kaupapa Māori organisations starts with connecting on a personal level. Every leader and kaimahi is different — the power lies in person-to-person relationships.

But these teams are hella busy, so getting a foot in the door isn’t always easy.

While this might be obvious to many Māori, for those of us who didn’t grow up within te ao Māori, we had to learn the hard way.

Make time to chat before and after hui.
Let kaimahi get to know you. Share what you care about and why this kaupapa matters to you.

Go with the flow.
Find out what they actually need and how you can support their mahi.

Give something back, early.
A simple sketch to capture the kōrero can quickly show how you can help.

Build relationships online too.
Āe, it is possible! But prioritise being in-person for important hui.

Trust is everything.
Kaupapa Māori teams are flat-out with important mahi. To make time for you and share openly, they need to trust you and your intentions, and the value you could bring to their kaupapa.

2. Communicate clearly

Getting everyone on the same page about opportunities for positive change can be tricky when kaimahi come from very diverse backgrounds; from visionary board members, to highly practical front-line staff. Below are some ways to help make abstract ideas relatable across the whole team.

Visualise metaphores
Listen for metaphores kaimahi use. A ketch of a waka, river, or harakeke can quickly bring the kōrero to life.

Keep it simple
Kaimahi don’t have time to read long documents. Reduce detail down to the most important points.

Keep it rough
Sketches don’t need to be polished to be valued! Less polish = more input.

Outsource to creates
When polish is needed, hire local designers/illustrators so you can focus on the ‘what next’.

Get to the kōrero
Pictures aren’t the end goal. Print it large, and invite kaimahi to talk about the ‘so what?’

3. Support long-term change

Stepping back from day-today-day emergencies can be challenging for kaupapa Māori providers. Support longer-term change by holding tight to their ‘why’ (the change they want to see) but hold the ‘how’ (activities and timelines) loosely.

Look to the mid-term
Create space to look forward. When kaimahi are focused on the now, mid-term planing can feel more achieveable than a distant vision.

Shift & pivot
Stay flexible. Find opportunities to work towards the change they want to see, but be ready to adapt as priorities shift.

Diversity relationships
Teams often change over time. Work with multiple people to keep the momentum going.

Stay patient
The whānau they serve will always be the priority. Your mahi can - and will - wait.

4. Add value through design

Kaimahi are unlikely to be familiar with design language or euro-centred methods which might not align with their tikanga and ways of working. We learnt that becoming a flexible design thread - instead of design evangelists - can help build trust and add value, where it’s really wanted.

Because as much as us designers like to think we can change the world, we are just one more thread in their complex weave.

Find gaps to leave into
Look for small gaps and existing hui to thread into. Adding values doesn’t always need big, complex or flash design processes.

Don’t assume
Check if teams want new methods. Kaimahi often already know their audience deeply, because many are whānau (service users) themselves.

Throw out the plan
Keep workshops simple. Have a plan, but be ready to throw it out if a simple kōrero is needed.

Embrace learning
Use what works. Listen for language and ways of working that resonate to guide your mahi.

5. Navigate the whakamā

Working with your iwi is a massive privilege, but it can be intimidating if you didn’t grow up within that culture.

We’ve found that being honest about your feelings of disconnection can actually build connections — many kaimahi are on the same journey and are often generous with their time and guidance.

Stay curious
You don’t need all the answers. Ask '“What was that word?, or “What does that mean to you, in this context?”

Trust your perspective
There is no one way to be a Māori person, team, or organisation.

Explore your whakapapa
Share your pepeha to build connections, and learn mātauranga from your iwi/takiwā.

Connect beyond the kaupapa
If the places you visit connect to your whakapapa, make time around meetings to explore the area.