0103 Options on How to Run Workshop Sessions

  • There are variations in how to run Work-sessions in terms of:

    • What skills the ProcessStep Team should provide for the Work-session.

    • How to work when capturing the information. 

  • The matrix below illustrates that a Process Work-session will be run with the ProcessStep Team comprising two persons and will use real time data capture with a Data Projector

Output Format

ProcessStep Team per Work-session

Facilitator & Process Architect

Assistant Process Architect / Capturer

Data Projector and Screen

x

x

Manual data capture and on Flipchart paper

 

 

  • One option is to draw the Process real-time, i.e. directly onto the computer as the Work-session progresses, capturing data as information is obtained.

    • Notes can be made on flipchart paper if capturing all the data directly takes too long, or is too complicated.  Never bore the Participants with “blank time spaces”:  if it can’t be captured in 10 seconds, make a note on paper and fill in the gaps after the Work-session.

  • Another format is to use paper and pen.  Flipchart paper is used to capture information like the Process Name, Purpose and Scope on.   This is followed by drawing the Process Steps, Interfaces, Input and Outputs and all management Icons by hand. These Icons should resemble the Icons that will be used once drawing the Process on the software of choice on the computer. Refer to the Template:   and the Document:

  • The following are some of the options to use, and parts of the respective options can be interchanged to suit specific circumstances:

    • Scenario1:   Facilitator & Process Architect plus Assistant Process Architect/Capturer, working real-time, capturing information electronically in a template, and projecting the data to the Participants. 

      • This is a quick, ‘slick’ format, provided that

        • The Facilitator and Capturer work together well and

        • That the Capturer works fast and accurately.  

      • Output for the next version would be a Process Map that is projected electronically and/or a hard copy Map that is printed.

    • Scenario 2:   Facilitator & Process Architect plus Assistant Process Architect / Capturer, the Facilitator drawing the Map by hand on paper and the Assistant Process Architect capturing information electronically in a template using the paper drawings as basis for input. 

      • After the Work-session, the team works through the notes and drawings to ensure all information has been captured correctly.   This format is useful for a two person team, where the Capturer may not yet quick enough to capture data “real-time” and  needs less pressure and guidance to draw the Map and interpret information.   

      • Output for the next version would be a Process Map that is projected electronically and/or a hard copy Map that is printed.

    • Scenario 3:   Facilitator & Process Architect drawing the Map by hand on paper, capturing information electronically in a template using the paper drawings as basis for input after the Work-session. 

      • Accordingly, capturing is done by either the Facilitator or the Capturer who will only join the Facilitator after the Work-session. 

      • It is however, preferable that the Capturer is part of the Work-session, enabling a better understanding of the information that must be reflected on the Map.  

      • However, resourcing may prohibit the Capturer from being part of the Work-session.  If the Map is captured electronically from the manual work by the Facilitator, be sure that all information is captured as accurately as possible. 

      • If the team comprises the Facilitator and Capturer, the Facilitator must ensure accuracy and that all data is captured.

    • Scenario 1 variation:  The Facilitator & Process Architect working alone in real-time, capturing information electronically in a template, and projecting the data to the Participants. 

      • This is a quick, ‘slick’ format, provided that the Facilitator captures information fast and accurately and can facilitate effectively at the same time. 

      • This option is not recommended for Versions 1, 2 and 3 Process Maps.  

      • Output for the next version would be a Process Map that is projected electronically or a hard copy Map that is printed.

Scenario 1. High speed, quick progress, paperless and/or more than one Participant Work-sessions:

To deliver an optimal, “paperless” Work-session the team must at minimum be comprised of the ProcessStep Practitioner as Facilitator with an Assistant Process Architect/Capturer who records data real-time on a computer while using a data projector to project the information to Participants.

  • Resources needed

    • ProcessStep Facilitator.

    • ProcessStep Assistant Process Architect/Capturer – optional.  In some instances the Facilitator develops the skill to facilitate and capture real-time data simultaneously, making it unnecessary for a second person to assist.   This is often the case when writing the The Book or when developing the WorkBook.

      For high speed, efficient and effective Process Mapping, a two person team is recommended.    The following will impact on the decision to go solo or not:

      • The Participants’ experience and skills in using ProcessStep – if Participants attended Work-sessions before and are familiar with what is needed to make a Work-session successful, the Participants may not need as much facilitation and the ProcessStep Team can concentrate more on capturing information.

      • The amount of facilitation, focus on Process issues and level of Action Listing that needs to take place.

      • The computing skills of the Facilitator:  in order to capture and facilitate simultaneously, the Practitioner must be able to “toggle” quickly and effectively between the two roles (Facilitation and Data Capture).

      • The number of Participants in the Work-session:  the more Participants, the more facilitation, distillation of information and Processing of information into data is needed.   Going solo, given the other issues listed here, is do-able when there is one Participant, at most two.  For more Participants, the focus on facilitation will impact  the quality of data captured and result in either ineffective facilitation, which leads to poor information extraction and/or poor data capture.

      • The ProcessStep Team's personal energy, drive and level of fatigue.  Tired minds do poorly and compromise on quality!

    • Computer.

    • Appropriate drawing/imaging software, e.g. MS Visio.

    • Data projector.

    • A data projector screen or flat surface against which to project data.

  • The Outcome of this Work-session will be a Process Map in which Participants see the Step by Step development - in the case of Version 1 -on screen and capture notes on the Map as the Process is developed.   In the case of Versions 2 to 6 or more, Participants will see how Changes, Improvements, Governance, Risk Management, Performance Management, etc are incorporated into the Process.

    • Steps are identified and actioned, along with utilizing Notes that  clarify, or where the New Icon  indicate new Steps or new activities in Steps.

  • In the case of Version 2 (Mapping Workshop 2) changes, additions and new Steps are added real-time with Participants being able to see the changes, new Steps and improvements on screen, agreeing to those and thus sanctioning Improved Practice.

  • Both the Facilitator and the Assistant Process Architect/Capturer must be able to work fast as a team. 

  • What the Facilitator says and instructs, must be clear for the Assistant Process Architect/Capturer to accurately and quickly record, draw, make notes with and toggle between the drawing screen, the Action List and any other relevant data quickly without losing data!

  • The Facilitator must:

    • Be firmly in control of discussions.

    • Know when to translate information from Participants - especially during debates, challenges and discussions – into data that must be captured.

    • Instruct the assistant what to capture when.

    • Check unobtrusively that the instruction is correctly captured.

    • Keep Participant momentum going while the Assistant captures the information.

    • Make use of the Note Icon as much as needed to record data that may be useful in:

      • Later Map versions.

      • The Book.

      • Management Application.

      • The WorkBook.

      • The Action List.

  • The Assistant Process Architect/Capturer must:

    • Have the following skills:

      • Typing skills that include good spelling, accuracy and reasonable speed.

      • A good knowledge of the program/software the data will be captured in.

      • A clear understanding of Icons that will be used.

    • Before the Work-session:

      • For fast capturing, become acquainted with shortcuts in the program in which data will be captured.

      • If working in Visio, open the appropriate templates and stencils.

      • If working on existing documents, open the correct version.

      • If using a data projector, test it. Set the color resolution as required.  Make sure that projection is clear enough for all Participants to see what is being screened.

    • During the Work-session:

      • Listen to discussions and concentrate on the Facilitator at all times.

      • “Zoom in” on the Participant who seems to provide the most accurate input, but do not neglect to listen to other Participants, especially Role Players, as information – in or out of Scope – may be valuable.

      • Do not capture information blindly, as many opinions may arise. If unsure, follow the instructions of the ProcessStep Facilitator. Wait until there is consensus on what to capture.  Remember: it is just as difficult to move or erase data as it is to capture.

      • If there is a lot of information to capture, only record the essence and make notes of critical points - elaborate later on.

      • Develop the Process flow logically and make sure Icons, descriptions and notes are clear and make sense.

      • Do not waste any time by working on detail finishes to the Map. Make Notes, e.g.  or “Remember” marks at the point where detail work is needed.   However, if there is a gap in the Work-session (for example during a 5 minute “body break”  for a visit to the toilet)  for “neatening-up” the Map, do so.

      • If it is difficult to toggle between programs (e.g. Visio, Excel and Word) quick enough, or if time and/or timing is a constraint, jot notes down in a notebook.

      • If working with MS Visio, memorize as much as possible what the flow direction of Steps are, and where loops occur, as it is often necessary to move parts of the Process to and fro on the Map which could distort lines and loops. 

      • Save the work, save the work, save the work!

    • After the Work-session:

      • “Neaten-up” the Map and make sure that Icons are used correctly and that descriptions are adequate.  If using MS Visio or similar software,  check:

        • Are All Steps linked?

        • Do Arrows point in the right direction?

        • Are Statements clear?

        • Are Naming conventions consistent?

        • Is Icon usage consistent?

        • Are Linkages linked-in via connector points?

        • Do Notes link to areas of relevance?

        • Do Summary lines’ data align with the data in the Process? (Version 4 or more)

        • Do Timelines link in with the chronological order of Steps?

        • Do all Steps have Actioners?

        • Are Role Changer lines used appropriately to ensure that each Step has an Actioner assigned to it?

        • Are In- and Outputs per Step, if applicable, recorded and named?

        • Are dependencies recorded and named?

        • Are Participants and Stakeholders per Step recorded and named?

        • Are Communication means per Step recorded?

        • Are the relevant Management Elements recorded and named? (these are recorded during the Version 3 Workshop).

      • Run a spell check.

      • Insert all notes taken during the Work-session in the relevant documents, on the Map and in the Action List.

      • Question the logic and/or content of the Map, and if queries can be resolved by the Capturer, insert identified missing attributes and/or data to the Process Map.  Important:  Highlight ALL changes made for Participant confirmation in the next version.

      • If queries cannot be resolved by the Capturer, use the Query Icon   as a reminder to resolve the question/uncertainty in the next Work-session.

  • For each successive Process Map Version, the Process is projected electronically and updates are done in real-time.

Scenario 2. Slower paced, paper based manual data capture for Version 1, real-time data update and Process development in the follow-on versions.

In this scenario, Version 1 is drawn manually on paper, captured on computer after the Workshop and follow-on versions are electronic.

Note:  The ProcessStep Team can choose to revert to paper to display Output on at any time and agree the cost of this with the Client Project Owner or Manager.

  • Resources needed:

    Version 1

    • Facilitator.

    • Assistant Process Architect/Capturer.

    • Flipchart paper or “white” or “brown” paper, A0 size (if the ProcessStep Team uses ISO standard paper sizes)  or similar oversized paper, displayed against a wall or large white board. 

    • Flipchart or whiteboard markers.

    • Post-it notes.

    • Pins or Prestik.

    • Computer. 

    • Appropriate drawing software, for example MS Visio.

    Version 2 and follow-on versions:

    • Facilitator.

    • Assistant Process Architect/Capturer – optional if the Facilitator can facilitate and make changes, usually when changes and additions are minor.

    • Computer.

    • Data projector.

    • A data projector screen or flat surface against which to project data.

  • To deliver a slower paced Work-session where Version 1 data is captured manually on paper and follow-on version are worked on a real-time data projection, the ProcessStep team is comprised of the ProcessStep Practitioner as Facilitator along with the Assistant Process Architect/Capturer who records data real-time on a computer NOT using a data projector for Version 1.

  • Prepare the work surface by sticking blank pages next to one another on a flat surface with Prestik. 

    • Tip:  if the paper is thin, be careful that the ink from the markers does not stain the surface behind the paper!  To be safe, stick backing sheets to each page.  Cumbersome yes, but managing the risk of stained walls!

  • During the Work-session the Assistant Process Architect/Capturer captures data on the computer and after the Work-session, concludes the data capture with the Facilitator “walking” the hand-drawn Process with the Capturer to ensure all written data has been captured.

    • This method is good to use when the ProcessStep Team is still learning to do Process Mapping and is not ready to run a “paperless”  Work-session in the presence of Participants.

  • In the case of Version 1, the Outcome will be a Process Map in which Participants see the Step by Step development - - on paper with hand-drawn Icons and written notes on the Map as the Process is developed.  

  • For Version 2 onward, the Outcome would be any one of the following, depending on the work format used:

    • If using real-time data updates, Participants will understand why and see how changes occur and updates impact the Process flow and related Elements as the changes are captured and projected.

    • If using hard-copy and notes are recorded on paper, Participants will understand why changes are made and have a good indication of how the Map changes, depending on how clearly the Facilitator & Process Architect draws by hand! 

  • In the case of Versions 2 to 6 or more, the Process will have been captured electronically.  It is recommended that while the changes are made on paper, those should be made electronically as well, projecting the images.   The change impact is greater and when Participants leave the Work-session, there is a sense of conclusion around what was done during the session, making entry into the next Work-session more effective.

    • In these Work-sessions, show how Changes, Improvements, Governance, Risk Management, Performance Management, etc. are added to the Process.    The Outcome in these Work-sessions is electronic versions that move to Improved Practice real-time with each Work-session.  These can be printed for presentation at a follow-on Work-session if approved and budgeted for.

Scenario 3. Slower paced, paper based manual data capture for all Versions with “playback” on hardcopy.

In this instance, all work is captured manually on paper in Work-sessions, transcribed onto a computer, using appropriate software, printed and presented on paper in the next Work-session.   In other words, this scenario uses paper and not electronic projection to present and playback the Process Map/s

  • Resources needed:

    Version 1

    • Facilitator.

    • Assistant Process Architect/Capturer – Optional.   The work in this instance can be done by one person who manually captures data during the Work-session and after the Work-session, captures information electronically.  This is a time intensive and costly if the ProcessStep Team charges by the hour.

    • Flipchart paper or white or brown paper, A0 or over-size, attached to a wall or large white board.

    • Flipchart or whiteboard markers.

    • Post-it notes.

    • Pins or Prestik.

    • Computer.

    Version 2 and follow-on versions:

    • Facilitator. 

    • Assistant Process Architect / Capturer – optional if the Facilitator can facilitate and make changes simultaneously, usually when changes and additions are minor

    • Computer to capture changes.

    • Hardcopy printed Map.

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