Accelerated Facilitation Workshop Final To Print

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Meetings are a key driver (and drain) of productivity and effectiveness for any project. Effective meetings accelerate work, achieve buy-in and consensus, ensure consistent communication, and get results. Ineffective meetings waste time, pull key resources from important tasks, create confusion, and stifle progress.
In this session, project managers are introduced to key techniques from Accelerated Facilitation, a structured methodology to deliver highly interactive, streamlined meetings that generate high levels of participant productivity, collaboration, consensus and buy-in. Using these techniques, PMs will be able to get more done in less time and reach clear consensus on decisions and priorities.
Attendees were introduced to each technique, then applied the techniques in a small group.
Topics
1. Accelerated Facilitation Overview
2. Idea Generation
3. Prioritization
4. Risk/Performance Assessment
5. Incorporating Accelerated Facilitation into Project Meetings

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Accelerated Facilitation Workshop Final To Print

  1. 1. PMI ChicagolandProfessionalDevelopment Day –Accelerated FacilitationBrian Richardson, PMP
  2. 2. AgendaTime Activity2:45 – 3:00 Session Introduction3:00 – 3:30 Accelerated Idea Generation3:30 – 3:55 Accelerated Prioritization3:55 – 4:25 Accelerated Assessment4:25 – 4:45 Wrap-up and Q & A
  3. 3. Introduction
  4. 4. Session OutcomesAt the end of this session, you will be able to: 1. Articulate principles for effective meeting facilitation 2. Use structured techniques to make meetings more interactive, efficient, and effective 3. Apply structured techniques to a variety of situations 4. Request an electronic copy of session materials. (Leave a business card and write, “AF Materials” on the back.)
  5. 5. Principles for Effective Meeting Facilitation Ineffective Meetings Effective Meetings1. Waste time 1. Accomplish real work2. Have an open discussion 2. Have a task list and agenda structured techniques3. Value input based on 3. Gather input from all position and/or personality participants4. Have unclear outcomes 4. Produce visible output5. Have unclear ownership 5. Create buy-in, ownership and next steps and clear next steps
  6. 6. Accelerated Facilitation Principles1. Advance planning.2. Separate facilitator (process) role from participant (content) role.3. Focus participants on tasks, one task at a time. • Inspires creativity and innovation • Separates generating ideas from judging ideas4. Each task: • Starts with a question • Ensures everyone’s input is captured • Uses participant time efficiently and effectively • Eliminates or structures debate and discussion • Produces visible output
  7. 7. Accelerated Facilitation Benefits Sessions are structured to maximize participant time,Productivity allowing them to get more done in less time than in traditional meetings. Sessions are designed to fully engage all participants and ensureParticipant everyone’s ideas and opinions areSatisfaction captured. This results in high levels of participant buy-in and commitment.
  8. 8. Accelerated Facilitation - Roles Facilitator Role Participant Role• Determines topics and • Follow instructions and techniques in advance complete tasks• Plans inputs and outputs • Provide content and• Prepares materials perspective• Provide clear instruction • Separate generating ideas• Manage process from evaluating ideas• Asks questions • Generate visible output
  9. 9. Accelerated Facilitation Materials Paper and Spray Glue Tape (or Whiteboard or Sticky Flipchart Paper) Voting Stickers Cards Markers(or Sticky Notes)
  10. 10. Accelerated Idea Generation – SimpleInputs NoneOutputs List of IdeasBenefits • Generates many ideas quickly • Eliminates debate, discussion and judging • Structures idea generation to ensure everyone can provide input • Reduces influence of position and personality • Gives ownership to participants to state and clarify their ideas, creating higher buy-in and ownership
  11. 11. Exercise
  12. 12. Accelerated Idea Generation - FacilitatorWork as a team to:1. Select a facilitator and timekeeper for the group.2. Print the question “What meetings are required to lead successful projects?” on a card.3. Facilitator starts at their right and moves left. Each participant takes a turn stating one idea. Do not debate, discuss or judge.4. Each participant writes their idea on a card and sticks it to the wall. – It is okay to pass. – It is okay to write an idea before your turn, then state it when it is your turn.5. After one round, facilitator asks, “What other ideas do people have?”6. Participants state their additional ideas, write them on cards and stick them to the wall.7. After all ideas are captured, facilitator says, “I’ll read each idea. Let me know if any ideas are not clear.”8. Facilitator reads each idea. If any ideas are not clear, participants re-write on new cards and stick to the wall. Participants can write new ideas. 15 minutes.
  13. 13. Accelerated Idea Generation - ParticipantWork as a team to:1. Select a facilitator and timekeeper for your team.2. Generate ideas to answer the question: “What meetings are required to lead successful projects?”3. At your turn, state one idea. Do not debate, discuss or judge.4. Write your idea on a card and stick it to the wall.5. State any additional ideas, write them on cards and stick them to the wall.6. The facilitator reviews the cards with the group. 15 minutes.
  14. 14. Debrief
  15. 15. Accelerated PrioritizationInputs List of ideasOutputs Prioritized list of ideasBenefits • Prioritizes ideas quickly • Eliminates debate and discussion • Ensures everyone provides input • Eliminates influence of position and personality • Produces visible output created by participants, creating higher levels of buy-in and ownership
  16. 16. Exercise
  17. 17. Accelerated Prioritization - FacilitatorWork as a team to:1. Select a facilitator and timekeeper for your team.2. Facilitator writes, “In which meetings is it most important to gain buy-in and consensus from a group?” on a card and posts it to the wall.3. Facilitator gives each participant 10 voting dots.4. Without discussing, each team member places dots to vote on most important items. – Place dots on cards – More dots = More important – You may place as many or as few dots as you want on each item. – You must use all your dots.5. Facilitator counts the number of dots on each card and writes the total on the card.6. Facilitator arranges the cards in order, highest to lowest and says, “<Idea name> is most important and gets <#> votes. <Idea name> is next most important and gets <#> votes . . .” Voting – 7 mins Summary – 3 mins
  18. 18. Accelerated Prioritization - ParticipantWork as a team to:1. Select a facilitator and timekeeper for your team.2. Use voting dots to answer the question: “In which meetings is it most important to gain buy-in and consensus from a group?”3. Distribute your 10 dots to the most important items. – Place dots on cards – More dots = More important – You may place as many or as few dots as you want on each item. – You must use all your dots.4. The facilitator summarizes the votes. Voting – 7 mins Summary – 3 mins
  19. 19. Debrief
  20. 20. Accelerated AssessmentInputs List of ideasOutputs List of ideas - assessedBenefits • Evaluates ideas quickly • Structures debate and discussion • Ensures everyone provides input • Eliminates influence of position and personality • Produces visible output created by participants, creating higher levels of buy-in and ownership
  21. 21. Exercise
  22. 22. Accelerated Assessment - FacilitatorWork as a team to:1. Select a facilitator and timekeeper for your team.2. Facilitator writes, “To what extent are these meetings currently successful gaining buy-in and consensus from a group?” on a card and posts it to the wall.3. Facilitator posts assessment (1-5 column) card next to top 3 items from previous exercise4. Facilitator gives each participant 3 voting dots.5. Without discussing, each team member places dots to assess top 3 items from previous exercise. – Place dots on assessment (1-5 column) cards – You have one rating vote (dot) for each item. – Dots on the line do not count6. Where the highest and lowest votes are more than 1 column apart, Facilitator says, “There are some different opinions on <Idea name>. Why is that?” Participants volunteer opinions. Do not discuss ideas where there are dots in 2 columns or fewer. Rating Scale 5 = Definitely Voting – 5 mins 4 = To a large extent Discussion - 10 mins 3 = To some extent 2 = Only slightly 1 = Not at all
  23. 23. Accelerated Assessment - ParticipantWork as a team to:1. Select a facilitator and timekeeper for your team.2. Use voting dots to answer the question, “To what extent are these meetings currently successful gaining buy-in and consensus from a group?”3. Without discussing, distribute your voting dots to assess top 3 items from previous exercise. – Place dots on assessment (1-5 column) cards – You have one rating vote (dot) for each item Rating Scale – Dots on the line do not count 5 = Definitely4. The facilitator discusses the results. 4 = To a large extent 3 = To some extent Voting – 5 mins Discussion - 10 mins 2 = Only slightly 1 = Not at all
  24. 24. Debrief
  25. 25. Wrap-up
  26. 26. Application of Core TechniquesSample applications include: 1. Stakeholder feedback 2. Project/program charter development 3. Work breakdown structure (WBS) development 4. Requirements gathering and analysis 5. Solution planning 6. Risk planning 7. Issue identification, prioritization and assessment 8. Vendor evaluation 9. Brainstorming 10. Small groups (up to 10)
  27. 27. More Accelerated FacilitationAdditional Accelerated Facilitation techniques: 1. Idea Generation • Accelerated Idea Generation – Complex • Accelerated Statement Formulation • Accelerated Action Planning 2. Idea Evaluation • Accelerated Prioritization – with structured discussion • Accelerated Sequencing • Accelerated Summarization • Accelerated Categorization • Accelerated Negotiation • Accelerated Debate • Accelerated Options Analysis
  28. 28. Application of Additional TechniquesSample applications include: 1. Strategic planning 2. Product and service innovation 3. Project/program planning 4. Organization effectiveness 5. Process improvement 6. Training 7. Team offsite 8. Larger groups (10 – 100+)
  29. 29. Final Tips Move from discussion agenda to task list and structured techniques. Think about inputs, outputs and flow. Incorporate techniques into your meetings to generate ideas, prioritize and/or evaluate. Replace cards and paper with sticky notes and whiteboard/sticky flip charts as needed. Request an electronic copy of course materials. Leave a business card and write, “AF Materials” on the back.
  30. 30. Contact Information AcceleratedConsulting Staffing Training FacilitationBrian Richardson, PMP• Email: brian@richardsonconsultinggroup.com• LinkedIn: linkedin.com/in/briandrichardson• Twitter: @briandrichardso• Web: www.richardsonconsultinggroup.com

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