The document describes facilitated collaborative meetings (FCM) as a method for improving problem-solving and creative meetings. It discusses planning, executing, monitoring, and closing FCM sessions. Key aspects include defining meeting content and roles, using elicitation techniques, and establishing behavior rules to ensure productive discussion. FCM is presented as a structured approach to accelerate communication, increase quality outcomes, and enhance teamwork.

1. RUNNING SUCCESSFUL
AGILE COLLABORATIVE
SESSIONS
Las Vegas IIBA Meeting
July 7, 2009
Steve Blash, PMP
Greta Blash, PMP
Blash Enterprises, Inc.
702 917-2444

2. AGENDA “The time has come,” the Walrus said,
“to talk of many things.”
 Introduction to Facilitated Collaborative Meetings
 FCM Framework
 FCM Planning
 FCM Process
 FCM Results

3. INTRODUCTION TO FACILITATED
COLLABORATIVE MEETINGS (FCM)
 Background
… JAD
 Chuck Morris, IBM Raleigh and
Tony Crawford, IBM Toronto - 1970s
… SCRUM
 Hirotaka Takeuchi and Ikujiro Nonaka -
1986

4. BENEFITS
 Accelerated Sessions
 Improved Communication
 Increased Quality
 Enhanced Teamwork
 Reduced Wasted Time
 Superior Documentation

5. MEETING CATEGORIES “It would have made a dreadfully
ugly child: but it makes rather
a handsome pig, I think”
 Informational
… One-time
… Recurring
 Training/Coaching
 Decision Making
 Problem-Solving
… Single session
… Multiple sessions

6. FC FRAMEW
M ORK
 Planning
 Executing
 Monitoring and Control
 Closure/Results

7. FC P
M LANNING
“Would you tell me, please,
which way I ought to go from here?”
“That depends a good deal on where
you want to get to,” said the Cat.
 Why - Purpose
 What – Content and Outcome
 Who – Roles
 How - Techniques
 When and Where - Logistics

8. MEETING CONTENT
• Subject matter of the meeting
• Purpose of meeting related to subject matter
• Medium used
• High Tech
• Low Tech
• Content must be:
- Defined before or created in meeting
- Stated and written for all to view
- Discussed and understood by all participants
- Refined or modified to meet expectations

9. PARTIC ANTS
IP
 Team oriented individuals
 Have the most important role
 Are responsible for what transpires in meeting
 Perform the work
 Make decisions
 Solve problems

10. MEETING ROLES
 Participants must:
- Play a role in the meeting
- Understand the responsibility of each role
- Control the quality of the content
- Have a profile on their background related to
the meeting

11. FC EXEC
M UTION
 Needs to be controlled
 Needs to be orchestrated
 Requires participants to speak and listen
 Needs rules regulating behavior of participants

12. ELICITATION TECHNIQUES
 Flip-charting
 Brainstorming
 Facilitated Dialogue
 Nominal Group
 Affinity Analysis
“Curiouser and curiouser,”
 Prioritization Techniques
 Break-out Groups

13. MEETING SESSIONS
 Opening
… Ground rules
… Process review
 Content Preparation
… Build
… Review
 Closing

14. TEAM MEMBERS
• Presenter: Presents the context of meeting
• Facilitator: Conducts and controls meeting
• Recorder: Responsible for documenting content, issues
and notes of meeting
• Participants:
– Generates meeting content
– Identify issues
– Assure the quality of meeting
• Stakeholder: Advocates meetings
• Observers: View meeting, but does not participate
• Mentor (optional)

15. FC MONITOR/C
M ONTROL
 Facilitator must ensure that the meeting content
is related to the:
- Purpose of the meeting
- Meeting objectives
- Meeting agenda
- Meeting deliverables

16. WORKSHOPBEHAVIOR RULES (1 OF
3)
• Meeting Process Rules
– Don't talk on top of others
– Be aware of time
– The facilitator is in charge
“Take care of the sense, and the sounds will take care
of themselves”

17. WORKSHOPBEHAVIOR RULES (2OF 3)
• Meeting Content Rules
– Listen attentively to others
– Focus on subject matter
– Don't worry about correcting spelling
or grammar errors

18. WORKSHOPBEHAVIOR RULES (3OF 3)
• Participant Rules
– Limit side conversations
– Each person has the right to speak
– All team members are equal
– Criticize the work, not the person
– If you can't be nice, don't participate
– What's said - stays in the room (not
only in Vegas)

19. FC C
M LOSURE/RESULTS
 The artifacts of the meeting must include:
… Planning documents
… Session conversation
… Finalized deliverables
… Review/feedback

20. SUMMARY
 FCM can be used to improve problem-solving or
creative meetings
 Planning, Execution, Monitoring and Control and
Closure are essential for success
 - “Begin at the beginning,” the King said, very
gravely, “and go on till you come to the end: then
stop.”

21. Thank You
For more information please feel free to contact us:
Steve Blash, PMP
Greta Blash, PMP
greta@blashenterprises.com
steve@blashenterprises.com
702 917-2444
Graphics : http://victorianweb.org/art/illustration/tenniel

22. WORKSHOPBEHAVIOR RULES
• Meeting Process Rules
– Don't talk on top of others
– Be aware of time
– The facilitator is in charge
• Meeting Content Rules
– Listen attentively to others
– Focus on subject matter
– Don't worry about correcting spelling or grammar errors
• Participant Rules
– Limit side conversations
– Each person has the right to speak
– All team members are equal
– Criticize the work, not the person
– It's O.K. to disagree
– If you can't be nice, don't participate
– What's said - stays in the room (not only in Vegas)