Action learning sets facilitate reflective practice and collaborative problem-solving for work-based challenges, ideally with 4 to 8 participants. The process involves a structured format of presentations, clarifying questions, and group discussions, allowing presenters to gain valuable insights from peers. Sessions typically last 35-40 minutes and can be conducted both in-person and online, with an emphasis on maintaining focus and structure.

1. Action Learning Sets by Alex Clapson
The Why:
Action Learning Sets are an effective way to develop reflective practice, to
collaboratively problem solve & help in the creation of Action Plans.
The process:
There are several Action Learning Set models / processes available. The process
described here is one that (based upon feedback) works well with most groups in
most settings. This method works as well online as it does in-person.
It will help with the smooth running of your Action Learning Set/s if you have a 10-
minute sand timer. I find that the presence of a sand timer, with the grains of sand
running away is a powerful visual reminder to the group to use the available time
wisely.
Each group member will need a pen, or pencil & some notepaper. If in-person, the
group can sit in a circle, or around a table – whichever works best so that can hear
one-another.

2. The process is divided up into three blocks of time, followed by 5 minutes of
feedback & reflections on the conversation.
Action Learning Sets work well with at least 4 people & a maximum of 8 people – the
larger the group size; the less opportunities there are for everyone to contribute.
Working with less than 4 people can reduce the collaborative problem-solving power
of the model.
In advance of their Action Learning Sets, I send the group this overview document, &
ask them to consider a current work-based challenge that they would like to bring to
the group.
The first 5 minutes – The Presenter:
A group member volunteers to become the Presenter & presents a current
problem, or challenge that they would like to discuss. Only the Presenter can speak
during this time (if online, everyone else mutes their microphone). Other group
members are encouraged to take notes, including writing down questions they wish
to ask of the Presenter, & any ideas that they would like to share. The Presenter
describes the problem & may wish to discuss what they have already tried in their
attempt to solve the issue.
The next 10 minutes – The Group ask the Presenter questions to gain clarity:
Group members can now ask questions to gain further understanding & clarification
of the problem or challenge faced by the Presenter – they may wish to refer to their
notes. The group must NOT get into problem solving, offer their ideas, or
suggestions – they are asking questions to gain clarity. The group may wish to ask
questions about what has already been attempted to solve the issue & use open
questions such as the TED model:
• Tell me more about…
• Explain how this has impacted on you & the team…
• Describe what you have tried so far to resolve this issue…
to gain as much information as possible in readiness for the next stage of
the process.
One minute – Brain Thinking Time:
Everyone takes a minute to press the pause-button, & reflect upon what has been
shared – no-one speaks during this time.

3. The next 10 minutes – Group Problem-Solving:
The Presenter moves slightly out of the circle if in-person (no more than a metre) /
switches off their microphone if online, so that they can still hear what is being said,
but they are no longer contributing to the discussion. The Presenter cannot speak for
the next 10 minutes, but they are encouraged to make notes of the discussion.
Group members now discuss what they have heard, discuss any perceived
inconsistencies & begin problem solving. Example questions: “What if they tried this”,
“Have they thought about doing…” etc. The Presenter listens to the discussion &
makes notes of anything they hear which they find useful.
5 minutes of feedback – The Presenter:
The Presenter thanks the group for their contributions & shares with the group what
they found useful from the discussion, & any actions they plan to take.
Reflections – The Presenter & the Group:
The Presenter & Group members discuss the process – what worked well & what
might be improved for the next time.
And repeat:
Each Action Learning Set takes around 35 to 40 minutes. Allow time between each
problem-solving discussion for group members to take a comfort break & then re-
convene for another group member to become the Presenter.
Once groups are familiar with the format, they can facilitate the discussions
themselves – some groups find it helpful to have a designated Facilitator for each
discussion to ensure that the format is followed, & to keep time.
Updated 17-10-22 by Alex Clapson info@talkworks.org.uk