0103 Running Mapping Work-Sessions

NOTE:  THIS SECTION IS ALSO PRESENTED AS A “KNOW MORE”   IN THE PROCESS MAPPING SECTION OF THE PROCESSSTEP BODY OF INFORMATION.  IT IS PLACED HERE, AS PART OF THE INTRODUCTION, TO FAST TRACK THE USER INTO THE METHODOLOGY AND TO FACILITATE A QUICK GRASP OF THE REST OF THE PROCESSSTEP INFORMATION.

About this Section

This section provides information on running Mapping Workshops and Work-sessions under the following headings:

  • The Essence of Mapping Work-sessions

  • Definitions

  • The Golden Thread

  • The Workshops’ Focus

  • Options on how to run Work-sessions

  • Planning and Presenting the Plan for the Session

  • Start-up Section D-E-T-A-I-L-S

  • Warm-up Section D-E-T-A-I-L-S

  • Notes

  • Interaction Dynamics

  • Time Management

  • Scope Management

  • Evaluation

  • Close-out

  • Session Debrief and Exit 

  • ProcessStep Team tasks during the Work-sessions

  • Tips

  • Tool Kit

In all Workshops and Work-sessions, specific Elements of ProcessStep are repeated.  This section lists and describes these Elements.

The Essence of Mapping Work-Sessions

Mapping Workshops and Work–sessions:

  • Extract information from “Client Knowledge Owners/Role Players”

  • Distill ideas, opinions and challenges into “playback” data that is collated,  coordinated and recorded in Process Maps by the ProcessStep Team and

  • “Land” ownership of Processes and Action Lists (change management) with designated ProcessStep Role Players.

The Workshops and – sessions Methodology applies to the Mapping of existing Processes and development of new Processes.

Definitions

  • “Client Knowledge Owners/Role Players” are people who have knowledge of a Process and who provides information.

  • “Entity” means the:

    • Business or

    • Corporation or

    • Organization or

    • Team or

    • Division or

    • Department for which ProcessStep is applied.

  • Management Elements include:

    • Risks.

    • Controls.

    • Checks.

    • Management Information.

    • Key Performance Indicators.

    • Key Performance Areas.

    • Accounting Impacts.

    • Quality Management.

    • Change Management.

    • Burning Points.

    • Governance. 

    • Escalation, etc.

  • Participant/s and Role Player/s.

    “Participants” are the people (Client) who are in the Work-session and who partake in achieving the Workshop Outcomes.  “Role Players” are the people (Client) who operate in the Process and who have knowledge of the Process, but who may or may not be in the Work-session.

  • “Playback” is the ProcessStep term for hearing information, processing it and presenting it in ProcessStep format.

  • Process Owner:  This is the person (Client) who is accountable for the Outcome of the Process.

  • “ProcessStep Team” means:

    • Two people (for example Consultants) using ProcessStep (this includes The ProcessStep Practitioner) where one person acts as the  Facilitator & Process Architect and the second person acts as the Assistant Process Architect/Capturer OR

    • One person (for example a Consultant) using ProcessStep and who fulfills the function of both the Facilitator & Process Architect and Assistant Process Architect/Capturer.

    • A combination of the above, with as many people to do the work as is needed for the Project.

  • Workshop and Work-session.

    • Work-session:  A scheduled block of time in which Participants work interactively and agree on agenda points that achieve a Workshop outcome. A Work-session is different from a Workshop in that a number of Work-sessions may be needed to work through a Workshop Agenda. 

      Scheduled time in which a specific agenda is followed and where Participants and Role Players interactively collaborate with the ProcessStep Team to achieve a specific Outcome through ProcessStep facilitation.  

The Golden Thread

Throughout the Work-sessions, branding occurs.  Branding includes the ProcessStep Team’s “personal” Brand and the ProcessStep Brand. 

To deliver the Brand the following ProcessStep Elements are applied:

  • All ProcessStep Work-sessions start by tying in with previous work done, referencing Action Lists and specific Outputs, for example previous versions of a Process Map.

  • The Plan for the Session links the approach and session plans between Work-sessions.  Refer to the Template:  (PDF).

  • Action Lists drive change and are continuously updated and referenced.

  • Attendance is monitored and analyzed to evaluate the quality of Output.

  • Workshops focus on engagement, participation, interaction (which should link to what motivates people to participate and which will impact on the buy-in and commitment to drive change and performance) and fun, in addition to achieving specific goals for each Work-session:

    • The Version 1 Map Workshop extracts and records information:

      • For existing processes which means that Processes are mapped “as is” or as applied currently.

      • As a first version to achieve a Best Practice Process if it is a new Process.

    • From the Version 2 Workshop, the ProcessStep “Share and Challenge” Element facilitates ownership, challenge to the Process and Improved Practices.

    • Version 3 Workshops add Management Elements to Process Maps and provides further opportunity for “Share and Challenge” to clarify Steps and roles, reinforce ownership and agree on Actions for change and improvement in support of Improved Practices.

      • In some projects, based on participation and the quality of Output, Version 3 will conclude Process Mapping.   In those instances, elements from Version 4 and further Workshops form part of Version 3.

    • From Version 4 onward, the “Share and Challenge” aspect is repeated as often as needed and agreed to with the Client Project Owner or Manager.  The Workshops continue to clarify Steps and Roles, reinforce ownership and agree Actions for change and Improved Practices.   In each Workshop, the goal is continued engagement with Role Players who learn about the Process and challenge the ProcessStep work developed up to that point.

    • The concluding Workshop for Process Mapping may be Workshop 4, 5, 6, 7 or any further Workshops.  Process Mapping is concluded when the Client Project Owner or Manager and key Role Players agree that:

      • Sufficient “Share and Challenges” have taken place and

      • The Process is at “Best Practice” for the time being.

      • This also means that there is agreement around Action List implementation in order to reach Best Practice. 

    • In order to conclude or close Process Mapping, the “Evaluation” Workshop is conducted.  The goal of Evaluation is to look at all the ProcessStep Work done in terms of:

      • Consistency.

      • Links.

      • Cross-Dependencies.

      • Transparency.

      • Role Clarity.

      • Management Elements.

      • Actions to be implemented and

      • The Change Controller completed and agreed to by all.

      Evaluation sessions include assessing with Role Players that:

      • All Processes that have reached “Best Practice” and

      • All Role Players and Line Management that have an interest in one or all of the Processes have been informed of the Process details and have had an opportunity to challenge the information. Decision Makers and Role Players from other Processes and Entities, (for example  Divisions or Teams or Departments) which may not have been Mapped, should participate.

    Note: There is continuous evaluation during and after Work-sessions to ensure that participation levels provide best possible inputs (ProcessStep Quality), that Work-session and Workshop goals are being achieved and that Project Goals materialize. 

  • Communication and feedback per Work-session and as it relates to Project Management form a large portion of daily activities, in and out of Work-sessions

  • Output is visual, attractive and easy to understand.

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