[PPT] - Facilitation Tips and Tools April 2016 Beth Marsh Business PowerPoint Presentation

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Facilitation Tips and Tools

April 2016 Beth Marsh Business Analysis Community of Practice

SharePoint - https://sp.countryfinancial.com/teams/COPAnalysis/MemberSite/_layouts/15/start.aspx#/

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Objectives

1. Facilitation Uses
2. Tips & Tricks
3. How to Prepare

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BA Skills

BA Techniques S U C C E S

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What is Facilitation?

How do we facilitate?

By listening
The most important skill of a facilitator
By watching
Body language communicates loudly

To facilitate is to make easier

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When to use facilitation?

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Workshop
Kaizen
Project Kick-off
Brainstorming
Root cause analysis
Team building
Goal setting
Process mapping
Requirements

elicitation

Meetings
Cost/Benefit Analysis
Requirements review
Decision making
Planning
Lessons learned
Develop SLAs
Future state
User story workshop
Sprint planning
Solution design
Choosing a vendor
Determining metrics
Risk assessment
Communication plans
Ideal future state
Develop roadmap
Identifying

stakeholders

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How to create and maintain engagement

1. Managing different personalities
2. Managing conflict
3. Remote participation

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How to create engagement

Ice breakers
Emotional rollercoaster
Roles (time keeper, scribe)
Get to know your participants
Assign seating
Encourage participation
Breaks
Brain breaks
Use humor
Keep session moving
Come prepared

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Managing Personalities

Forming, Storming, Norming, Performing

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Quiet

Ice breakers
Talk to them over a

break

If you know someone

takes a while to process, provide pre-work

Send something post-

session Domineering

Make sure to document

what they’re saying

Get them involved – take

notes, write on board, etc.

Call on others
Talk to them over a

break Checked Out

Stand by them
Get them involved – take

notes, write on board, time keeper, etc.

Call on them
If multiple people are

checked out - rethink the activity or take a break

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Conflict

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Not all conflict is bad!
Assign seating
Break up groups
Activity
Take a break
If necessary, stop the session

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Remote Participation

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Take advantage of the whiteboard option
n Lync
Set ground rules, like any other session
Introduce attendees
Send documents ahead of time
Call on remote participants
If possible, have someone assist with

technology

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What tools can I use? - Activity

1. Break into groups
2. Pick a facilitator
3. Discuss what tools/techniques have worked for you in the past
Can also discuss what didn’t work

Example:

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What tools can I use?

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Parking Lot
Emotional Rollercoaster
Voting
User Stories
Fishbone
Cause and Effect Diagram
Value Stream Map
SIPOC
Context Data Flow
Mind Mapping
SWOT Analysis
Personas
RACI
Decision Tree
Gap Analysis
JAD
Process Modeling
Benchmarking
Use Case Model
Brainstorming

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Preparation

Invite participants & book room
Clear Objective(s)
If possible, meet participants and do a pre-interview
Gather supplies (paper, post-its, markers, etc.)
Plan activities
Begin with end in mind
Imagine how they might play out
Plan for alternate activities
Think through potential problems and solutions
Determine deliverable format
Access to snacks/beverages/meals
Create an agenda

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Sample Agenda

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Start Time End Time Agenda Item Supplies Needed Desired Outcome 8:00 AM 8:15 AM Kaizen Kick-Off - Andrea Talking Points Phone An understanding of support and the importance of the

project. Empowerment.

10:00 AM 10:15 AM Break 11:00 AM 12:00 PM Ideal Future State

Maybe break into two teams?
Flipchart
Whiteboard
Post Its
Markers

Map of Ideal Future State

Think Blue Sky

12:00 PM 1:00 PM Lunch 1:00 PM 1:45 PM Review pre-reading Article and Behavioral Science

How do we “train” our Customers - Postcard

example

YouTube Videos
Article (Pre-Reading)

Creative, outside of the box thinking. Get back into the swing

f things after lunch.

https://www.youtube.com/watch?v=osUwukXSd0k&list=PLB6 E8BB711E0969F2 https://www.youtube.com/watch?v=ywWUDgHdoSk&list=UUr FsVDPsOBGMGrYrEQwun6g https://www.youtube.com/watch?v=4cJ08wOqloc 1:45 PM 2:45 PM Brainstorm Practical Future State

What do we do? How do we get there?
Everyone will individually write ideas on post-its.
Post-its
Markers
White board

Multiple, creative ideas, from the whole team. Put ideas on the white board and match up any duplicates. Easily moveable and useable for following activities. 2:45 PM 3:00 PM Break 3:00 PM 3:45 PM Ease of Completion/Impact

Post Its
Markers
Paper with Matrix

Priority Criteria Matrix

Determine what to pursue

3:45 PM 4:00 PM Debrief 8:15 AM 9:15 AM Create a detailed process flow • Post Its

Markers
Whiteboard

Updated Value Stream Map What impact would we have for each step? Have/add data. 9:15 AM 10:00 AM Create a timeline for completing items

Use the Priority Criteria Matrix
Post Its
Markers
Priority Criteria Matrix
Paper with Matrix

Implementation Schedule Matrix 10:00 AM 10:15 AM Break 10:15 AM 10:45 AM Recap/What is our Final Proposal?

Post Its
Markers
Whiteboard

Proposal

Make sure we are all in agreement.
Make sure no ideas were overlooked.

10:45 AM 11:15 AM Risk Assessment Risk Assessment Matrix Prioritize risks of the process. Identify and prevent defects. 11:15 AM 12:00PM RAIL RAIL template Identify all tasks that need to be completed to be successful. All participants know who is responsible for each outcome

Ownership
Plan for moving forward

12:00 PM 1:00 PM Lunch 1:00 PM 2:00 PM Prepare for Report Out

Everyone speaks to a couple of slides
Discuss talking points

Consensus among the team members 2:00 PM 2:45 PM Practice Report Out

Make sure main points are being hit on

2:45 PM 3:00 PM Break 3:00 PM 4:00 PM Report Out to Management PowerPoint January 14, 2015

Recap of previous day
Obtain feedback
Agenda for the rest of workshop

8:00 AM 8:15 AM

Improve Workshop Agenda

January 13, 2015 Ice Breaker Activity

Introductions
Agenda
Icebreaker
Discuss Deliverables
What happens in here, stays in here
No titles
Respect each other’s opinions
Out of the box thinking
Workshop Deliverables

9:00 AM 8:15 AM Current State

Scope
Project Charter
Value Stream Map
Root Cause Analysis

9:00 AM 10:00 AM

Slides
Plotter Print Out
Pie Chart
Fishbone

Understand the current state, and know what root causes we need to address in the future state Benchmarking Discussion

Geico
Other Examples

10:15 AM 11:00 AM Geico Example Utility Examples Get the team to think innovatively - outside of what COUNTRY Financial has done or does currently.

Be flexible!
Start with the end in mind
Be realistic with time

estimates

You don’t want to rush good

thinking but also do not want to waste valuable time

Allow for wiggle room
Make sure to include breaks
Plan for additional activities,

if needed

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Activity – Planning for Facilitation

1. Break into groups
2. Pick a facilitator
3. Prepare an agenda for a workshop on determining the best method of

grocery shopping

What is the objective?
What will the deliverable be?

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Item Timing Tool/Technique Opening/Objectives/Define 5 mins Uses 5 mins Brainstorming Engagement 8 mins Brainstorming, Helper Examples Remote Participation 2 mins Lync – Whiteboard Tools 10 mins (5 for activity, 5 to discuss) Activity Preparation 15 (5 discuss, 5 activity, 5 debrief) Agenda example, Activity Summary/Questions 10 mins

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Debrief/Lessons Learned

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End on a positive note
Explain next steps
Thank the participants

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Debrief/Lessons Learned

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Listen & watch body language
Know your participants and work with

them

Keep in mind remote participants
Plan activities to reach deliverable(s)

and plan for alternate activities

Preparation is key!

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Thank you!

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Questions?

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