Facilitation Techniques For Project Managers June 14, 2012 Pam Fuller & Krystal McMillen

On Great Facilitation “When a man is sufficiently motivated, discipline will take care of itself.” ~Sir Alexander Paterson

Concepts Sponsor Meeting Open a Session ◦Introduction (IEEI) ◦4 Magic Flip Charts Project Planning Meeting Project Status Meeting Facilitation Techniques ◦Brainstorm vs. List ◦Starting vs. Reacting Questions Close a Session

Sponsor Meeting Five P’s of Preparation PurposeWhy are we doing project? ProductWhat are the key results to be achieved? ParticipantsWho should be involved? Probable IssuesWhat might need to be discussed to create product and achieve purpose? ProcessWhat are the Sponsor’s expectations around the steps to be taken to achieve purpose?

Open a Session Set Up Ahead Use Gathering Period Kick-off Promptly Effectively Deliver Opening (I-E-E-I) ◦Inform – Agenda ◦Excite – Benefits to Them ◦Empower – Their Role ◦Involve – Their Objectives ◦Memorize and Use Best Presentation Techniques Review Purpose & Participant Objectives Review Agenda Define “4 Magic Flip Charts” ◦Purpose/Agenda; Ground Rules; Parking Lot; Decisions/Actions

Flip Chart #1: Objective (Purpose)/Agenda OBJECTIVE & AGENDA OBJECTIVE: Review facilitation techniques to effectively run project management meetings. AGENDA: ◦Welcome & Introductions ◦4 Magic Flip Charts ◦Project Planning Meeting ◦Project Status Meeting ◦Exercises ◦Closing

Flip Chart #2: Ground Rules Ground Rules eManners Respect Current Speaker Defer Judgment Headline First Be on Time Suspend Disbelief Consensus = “I can live with it and I can support it”

Flip Chart #3: Parking Lot Parking Lot Idea #1 – need more info Idea #2 – good idea but not relevant now

Flipchart #4: Decisions/Actions Decisions/Actions Krystal will check by Friday with “Leadership Strategies” to see if we can distribute Project Planning and Status Meeting Templates and report back to group.

Project Planning Meeting Open/Introduction Define Project Purpose & Objectives Determine Deliverables & Scope Identify Critical Success Factors Develop Overall Approach Define Resources, Durations & Dependencies Define the Schedule Identify Risks & Contingencies Document Management Issues Review & Close

Project Status Meeting Open/Introduction Restate Project Objective Review Past Actions Review Identify Issue(s) Summarize (schedule, budget & critical issues) Plan Next Period Review & Close

Facilitation Techniques: Brainstorm vs. List BrainstormList Get Large Number of Ideas in Short Time Get the Right Ideas Record Before Reacting Clear ObjectiveGreat Starting Question Time LimitReacting Questions Prohibit Judgment – recordGet Consensus Encourage Creativity Keep Moving Go for Quantity Always Group/Prioritize After

Facilitation Techniques: Great Starting vs. Reacting ?s Great Starting QuestionsReacting Questions Image Building PhraseDirect & Indirect Probe: Why is that important? Is the reason that’s important because…? Extend the ImageRedirection: That’s a good point. Can we put that on the issues list/Parking Lot? Ask Direct QuestionPlayback: It sounds like what you’re saying is…is that right? Leading Question: Are there solutions in the area of…? Prompt Question: What else…? Tag Question: That’s important, isn’t it? Float an Idea: What about…? What are the benefits…?

Close a Session Request Time Extensions if Needed Review “4 Magic Flip Charts” Review Participant Objectives Ask Participants to Evaluate Close and Set the Stage – use partial close as needed (don’t evaluate or debrief) Debrief with Planning Team & Sponsor Document Session Results

9 Facilitation Competencies Preparing for Success ◦Method, People, Logistics, Process Getting the Session Started ◦I-E-E-I, Ground Rules, Parking Boards Focusing the Group ◦Checkpoint, Warm-up, Activities, Break Outs The Power of the Pen ◦Make it theirs, What not to do… Information Gathering ◦Question Types Consensus Building ◦5 Strategies: Delineation, Strengths/Weaknesses, Merging Alternatives, Ranking/Weighting, Converging Solutions Keeping the Energy High ◦Opening, Recharge Closing the Session ◦Review, Evaluate, Close, Debrief