Closing the Work-Session

0103 Closing the Work-Session

Closing

For all Work-sessions:

Recap what was done during the Work-session.
Confirm the “what next” with Participants, i.e. when the next Work-session will be, where, what will be communicated, what needs to be followed-up.
Ask whether there are outstanding issues and list these into the Action List and/or note what the ProcessStep Team must follow-up on if relevant.
Thank Role Players for their Participation and declare the Work-session closed.

Session Debrief and Exit

Once Participants leave the venue, ensure that:

Notes and data not recorded during the Work-session, are recorded, noted or captured on the computer. Specific follow-up actions may also be needed for some Steps. Refer to the Section: Workshop’s Focus which is detailed earlier on in this Know More to check what should be the Outcome for each Workshop.
The Output per process aligns with the vision and goal statements recorded in the Change Controller. Refer to Know More: for details on the role and application of the Change Controller as an Element of ProcessStep. If Output seems not to align with the relevant item on the Change Controller, or there is uncertainty around any of the aspects in the Change Controller, schedule for discussion time in the next Work-session.
ProcessStep Team tasks are agreed to and scheduled.
All information is removed from the venue and that drawings and notes are taken by the ProcessStep Team or shredded if all information has been captured.
White boards are cleaned and flipchart paper is removed.
The venue is left neatly and in order.
Equipment is securely stored or handed to an appropriate person for safekeeping.
Update the Action List into the Action Management Tool being used, for example the Actions Tracker. For more information on Action Lists and the Action Tracker Element of ProcessStep, refer to Know More: .
Update the Attendance Tracker. For more information on the Attendance Tracking Element of ProcessStep, refer to Know More: .
Update the Schedule. For more information on ProcessStep Scheduling, Refer to Know More: .

Team Tasks During Work-Sessions

Listen.
Guide.
Inform.
Process the Information provided.
Give Clear Instructions.
Monitor quality of Input, data capture and Output.
Foster new ideas and new perspectives.
Encourage and facilitate participation.
Record data.
Present Outputs.
Update data.
Facilitate Ownership by Coaching Process Owners on how to read, present and deal with challenges to their Process Map.
Evaluate progress against plan, goals and expectations.
Manage time.
Maintain professionalism.
Arbitrate during debates.
Contribute to the ProcessStep Team’s optimal performance.

Tips

Be well prepared for each Work-session.
Arrive early to set-up.
In the Start-up and Warm-up sessions of the Work-session, be brief, crisp and deliver the facts quickly and correctly.
Allow for body breaks.
Be creative with the Icons, Notes and Loops.
Ensure that descriptions will stand the test of time: when using descriptions (for example when adding Management Elements to Steps) be sure that it will be as easy to understand and remain as clearly defined a month later!
Ensure that Action List Items are clear and will be understood when read in future – don’t be too cryptic.
Be clear on the goals of the day, what ProcessStep will do and how important participation is.
Be confident, enthusiastic and relaxed.
"Wow" the audience with the Output.
Correct and careful planning is the key element for successful ProcessStep roll-out!