Post on 14-Apr-2017
transcript
A FRAMEWORK FOR WORKSHOP FACILITATION
• Director of UX at MTT (soon to be Travelport Digital)
• Managing design teams for over 10 years
• Background in research and information architecture
You can get me @matthewovington
WHAT WE WILL COVER• Walk through the agenda
• Conflict, trust and facilitation
• The framework and the 4 flows
• Workshop practice
UNILATERAL vs MULTILATERAL• I am right and have others
interests at heart.
• Others are misinformed or have bad motives.
• Purpose is to convince other to do what I want.
• I have one perspective.
• Others might see things I don’t.
• Purpose is to make informed choices.
THE ROOTS OF CONFLICT
CONFLICT RESOLUTION METHODSLow trust
High trust
High agreement Low agreement
Negotiation
Mediation
Facilitation
Arbitration
FACILITATIONThe art of guiding people through a process to agreed upon
outcomes in a way that encourages creativity and participation from all involved.
BUSINESS VIABILITY
CUSTOMER DESIRABILITY
TECHNICAL FEASIBILITY
VALUE
FACILITATION IS ABOUT BUILDING TRUSTDifferent
experience
Sameexperience
Same values Different values
Multi cultural groups
Cross functional teams
Trust
THE BASICSOutcomes (and Outputs)
AgendaRules (and Roles)
OOARRs
OARs
THE FOUR FLOWS
AttentionEnergy
InformationOperations
OUTCOMESPurpose e.g. Improve interdepartmental processes Outcomes e.g. Shared understanding of issues and solutions Outputs e.g. List of actions for team leads
DEFINING OUTCOMES• Review the expectations of stakeholders
• What do they hope to gain? e.g. an agreed position, a final decision, inspiration
• What concerns do they have?
• What background information or resources can they provide?
• Identify themes
• Echo their words in describing the outcomes
• Write them down
• Check outcomes against the initial purpose
Outcomes
Title of workshop goes here
Outputs
Purpose
EXERC
ISE 1
AGENDA• Clearly communicates the purpose, outcomes (and outputs if
necessary). Important to
• Get people's commitment to the meeting
• Manage expectations
• Flow of meeting
RULES AND ROLES• Are there any roles?
• Depends on the nature of the meeting.
• Are you going to ask ground rules to be observed?
• Participants are self policing e.g. “Don’t jump to solutions”
PLANNING THE AGENDA•What conversations / activities?
• In what order?
•How long will those activities take?
Agenda Outcomes
Outputs
Purpose
OVERALL FLOW
CONVERSATIONS
Title of workshop goes here Duration
Introductions
Know each others names. 5 mins.
ON A POSTIT...
Planning the agenda
Put chunks in order
Add breaks (every 60-90 mins)
Add/remove activities
Review the outcomes
Matches Outcomes?
Estimate timingYes
No
List all activitiesGroup activities
into chunks
A NOTE ON TIMING...Helps to work backwards from an estimate.
Example
If we estimate 45 minutes for 15 people to list ideas and present:• 15 people
• 5 minutes = write 5 ideas
• 75 ideas
• 40 minutes to process 75 ideas
• ~30 seconds per ideas
• 15 people in 3 groups
• 5 minutes = write 5 ideas
• 15 ideas
• 40 minutes to process 15 ideas
• ~3 minutes per ideas
Agenda Outcomes
Outputs
Purpose
OVERALL FLOW
CONVERSATIONS
Title of workshop goes here
EXERC
ISE 2
Duration
RULE OF THUMB3 hours prep per 1 hour of workshop.
Up to 3 days prep for 1 day workshop.
THE FOUR FLOWS
AttentionEnergy
InformationOperations
OPERATIONS
Materials More than just PostIts and sharpies...
Venue Access, room size, table layout, light, cleaners?
Facilities Do we need wifi? Projector? Storage?
Breaks Do I need to feed people? Dietary needs?
Equipment Cables, cameras, batteries, clocks, speakers
INFORMATIONAttention
How long?
What time of day?
Information - clarity and understanding
What will I need to prepare in advance?
How much time do they need to read and prepare?
Am I waiting for any information?
Energy - trust and respect
How well do people know one another
Will they have had time to
Operations - support decision making
Good natural light
Room - table size, chairs, arrangement, projectors or monitors, power points, wifi
Confirm breaks
Lunch - dietary needs, venues nearby, ordering food
What level of knowledge exists?
Is the level of attendee knowledge similar or different?
What information best serves the purpose of the workshop?
How much time do participants need to read and prepare?
Am I waiting for any information?
ATTENTIONAttention
How long?
What time of day?
Information - clarity and understanding
What will I need to prepare in advance?
How much time do they need to read and prepare?
Am I waiting for any information?
Energy - trust and respect
How well do people know one another
Will they have had time to
Operations - support decision making
Good natural light
Room - table size, chairs, arrangement, projectors or monitors, power points, wifi
Confirm breaks
Lunch - dietary needs, venues nearby, ordering food
What can I do to focus the group? • Ask a question • Invite questions • Circulate agenda beforehand, and keep visible
throughout • Re-iterate purpose and outcomes
ENERGYAttention
How long?
What time of day?
Information - clarity and understanding
What will I need to prepare in advance?
How much time do they need to read and prepare?
Am I waiting for any information?
Energy - trust and respect
How well do people know one another
Will they have had time to
Operations - support decision making
Good natural light
Room - table size, chairs, arrangement, projectors or monitors, power points, wifi
Confirm breaks
Lunch - dietary needs, venues nearby, ordering food
Time of day Take into account natural variations e.g. after lunch
Environment Natural light, temperature, food
Activities Breaks, energising games to get people moving
Presentations Rules about length, timed for high energy periods
Interventions Calling out energy killers e.g. laptops
Agenda Outcomes
Outputs
Rules Roles
Purpose
OVERALL FLOW
CONVERSATIONS
Prework and prep tasks
Materials
Title of workshop goes here
EXERC
ISE 3
Duration
WILDCARD 1
One of your key participants has forwarded on your invite and the number of people who are going to attend has more than doubled to 20.
What could you do?
WILDCARD 2
The day before your meeting half your attendees warn you that their department's
Christmas party is the day before the workshop.
What could you do?
WILDCARD 3Some of your attendees are on email and chat before you arrive. Some are making excuses about having to leave before the meeting is
scheduled to end.
What could you do?
ON THE DAY• Arrive early to set up
• Welcome people and give introductions
• Walk through the outcomes, agenda, rules and roles
• Answer any questions
• Confirm if anyone has specific hard stops or travel plans
• If you feel you need it, have a car park*
• Finish early
If you read one book read “How to Run a Great Workshop”
by Nikki Highmore-Sims
VERY LAST THING...
Questions @matthewovington
We’re looking for a Product Designer http://bit.ly/2eLUPSS
OARS OutcomesAgenda
Rules (and Roles)
THE FOUR FLOWSAttentionEnergy
InformationOperations