0103 Planning and Presenting the Session Plan

  • Plans for the Sessions (Agendas) are important to manage Time and Output with.

  • Ensure that the Plan for each Session aligns with the planned Output for the Work-session. Refer to the Template:   (PDF) to plan ProcessStep Work-sessions with.  The Work Plan for each of the seven types of sessions is listed in the Template.   Each of the Work Plans is divided into:

    • The Start-up session.

    • The Warm-up session.

    • The “Let’s Go” session.

    • The “We’re Moving” session and

    • The Close-out session.

  • If using a flipchart:

    • Draw the agenda using hand drawn Icons (be different and make it interesting) – it creates “brand” and

    • Make use of one or two chart pages, the bigger, the better.

  • If using a data-projector, check that the Icons and writing are readable.

Note:  The Template can also be used as a hand-out. However, by presenting the plan on a flipchart, there is immediate contact with the audience:  looking at the Facilitator and the flipchart establishes more “contact” than reading from a hand-out.  You want to become part of the Participants and should not be seen as “the Consultant”!

Start-up Section DETAILS

  • Refer to the Template: (PDF) as a guideline on what is on the “Agenda” for each section of a Work-session, and in this instance, the Start-up.

  • “Start-up” comprises some or all of the Topics in the Table below.  Link the Topic to the Plan for the Session and reference the Tips column.  The “When to use” column provides an indication of which Work-session a Topic applies to.

Topic

 

 

Tips

When to use

Introductions

If relevant, invite the Client Project Owner or Manager to introduce the day, providing e.g. the reasons for the project, what will be the planned results and why participation is important.  This is a show of support for the Project from Management.

Usually only the first Work-session, however, use this as a way to re-state or endorse the importance of the work at any of the Work-sessions.

Work-session Purpose

State the purpose of the session, repeating or commenting on what was written or stated in the invitation.

Mapping Workshop 1 to 6 and more.  ALWAYS be clear on the Purpose of a Work-session.

Show & Tell

Tie the purpose in with what will be achieved by showing an example of a completed Map.

Process Mapping Workshop 1.

Plan for the Session

 

Explain the agenda and how the work will be done.  Explain the role of each of the ProcessStep Team members.

Take note of special requests and amend the agenda if relevant and as agreed to by the Participants.

Mapping Workshop 1 to 6 and more.  ALWAYS  be clear on the Plan for the Session

Safety, Security and Well-being Rules and Procedures

This is an important aspect of all work-sessions and demonstrates professionalism and attention to details.

Repeat the relevant details at each Work-session, especially if Participants attend for the first time.  If the Work-session is held on Client premises, only repeat what is necessary, for example that no fire alarm testing is planned for the day.

Housekeeping Matters and “Work-session Rules”.

The work atmosphere must be relaxing and enhance Participation.  By verbalizing a few “soft rules”  the playing field is clarified:

  • ‘rules of engagement’:  this will clarify who may say what when and when the Facilitator has the right to stop debates or challenges with Time-out calls, etc.

  • Eating and drinking – advising what the arrangements are:  e.g. refreshments will be delivered to the venue when it is the Refreshments break, or when breaking for refreshments, "please help yourselves to the cafeteria", etc.

  • “Body breaks”: make it clear that people may leave the room for restroom/body breaks as they deem appropriate. 

  • Free-flow of thought is an important element for  ProcessStep to be successful: encourage this and acknowledge people with e.g. speech or hearing impairments, making special arrangements to ensure participation.

  • Time-out:  advise that Time- out will be used by the ProcessStep Team when e.g. the information provided is not relevant, too much discussion is occurring, debates are too heated and needs to “cool down”.  Request Participants to agree that “Time-out” may by used.  This is useful especially when a lot of talking is going on and the Facilitator imitates a “T” with his or her hands.  It usually is very effective.  Use the T-sign and don’t say a word!

  • Parking lot:  Explain this as a piece of paper or an electronic document where all issues which cannot be discussed in the current session due to time, scope or the relevant people not being in the session, are noted for later action.   These issues may be moved to the Action List in due time.

Repeat the relevant details at each Work-session, especially if Participants attend for the first time. 

 

 

Warm-up Section DETAILS

  • “Warm-up” comprises some or all of the following and is important as it keeps the focus on the following ProcessStep elements:

    • Recapping on previous, related Work-sessions in “3 Minutes”:

      • Regardless of which Work-session is being run, it is important to constantly “refresh” on the goals of ProcessStep as they relate to the project. 

      • For instance, in the first and second Mapping Work Sessions:

        • Review briefly what was decided on participation, actioning and responsibilities for Work-sessions.  

        • Present the positioning of the Process being drawn as it relates to the Positioning Map – for details about this Workshop, refer to the Step:  if relevant, ensuring that the Participants tie this in with the input they provide for the Process that will be developed in the current Work-session.

      • In all sessions, make sure that the work is continuously linked to the “Bigger Picture” and to what was agreed to previously.

    • The Attendance Register:

      • Refer to Know More:   and explain how attendance will be registered in the Template:   and that the reason for maintaining this register is to track Participation which translates to the quality of ProcessStep Output.  Further indicate how Attendance is tracked for the duration of ProcessStep in the Template: .

    • The Action List:

      • Refer to Know More:   and explain how actions are listed as an Element of Change Management in the Template:  and summarized in the Template:   .

    • Assigning the Time Controller. 

      • Refer to the Section on Time Management further down in this document.

    • Introducing the Process Owners.

    • Aligning First Time Participants with details from previous Work-sessions.

Notes

  • Substantial information is provided in the Work-sessions.  Use the Note Icon to capture relevant information that enhances Step information, e.g.  use the Icon: to make notes electronically.

  • If the Process is to be detailed in a Book, further expanded on during the Management Application Stage or further developed into a WorkBook, information captured in Notes will speed–up those aspects to be concluded at a later stage.  Notes can be removed once used at the later Stage.   In some instances Notes can remain on the Process Map to emphasize a point, regardless of the fact that it had been captured later on.

    Example 1:

Example 2:

  • If the Project does not require the Book to be written, Notes can provide some of the information that would have been recorded in the Book, providing a level of “how to do” on the map as shown below:

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