catalyze webcast facilitating jad sessions - jackie parker 082307
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riverlee.comriverlee.com © 2007 River Lee International, Inc.
River Lee International, Inc
A ripple today can becomethe wave of the future.
Facilitating A Successful JAD
Jackie Parker, MBAProject Management Professional (PMP)
Jackie.Parker@RiverLee.com
2riverlee.comriverlee.com © 2007 River Lee International, Inc.
Facilitating a Successful JAD• Executives hope to save time, and eliminate
risk, if we lock the project stakeholders into a room for a day or two of intense brainstorming.
• But a JAD session is often a free-for-all that is frustrating, unproductive, and skewed by the opinions of a few people.
• How do we apply some structure to a JAD session while still releasing the creativity that comes from group interaction?
• Jackie Parker, executive facilitator at River Lee International, shares best practices.
IntroductionWhyWhoHowTIPSResourcesContact Us
3riverlee.comriverlee.com © 2007 River Lee International, Inc.
Subject: JAD Session for Widget WizardTo: “Everyone in the company and their dog”Date: September 17, 2007
You have been chosen to spend two days in Conference Room 6 to generate the requirements for the Widget Wizard project.
You must read three 25 page documents before you arrive.
We meet 7:30 to 5:30 each day. Food will be provided.
Agenda for Day One7:30-8:00 Overview of agenda8:00-8:15 Welcome from CIO8:15-11:00 Review of project charter11:00-12:00 Overview of requirements gathering process12:00-1:00 Lunch1:00-5:00 Brainstorming5:00-5:30 Summary
IntroductionWhyWhoHowTIPSResourcesContact Us
4riverlee.comriverlee.com © 2007 River Lee International, Inc.
Subject: Impact of new ordering processTo: Kim, Bob, Sash, Maile, Joe, JenniferCC: Mary, Bob (and other managers)Date: September 17, 2007
We need your ideas on how your department will be affected by a new way for customers to place orders online using a website feature called “The Widget Wizard.”
You will present your findings to Mary and Bob after two days ofdiscussion with representatives from other departments.
There will be breaks to check messages but please excuse yourself from meetings on Wed and Thurs.
Please confirm your attendance by end of day Mon so we can let Mary and Bob know that everyone is on board.
Thank you in advance for representing your team!
IntroductionWhyWhoHowTIPSResourcesContact Us
5riverlee.comriverlee.com © 2007 River Lee International, Inc.
IntroductionWhyWhoHowTIPSResourcesContact Us
ProductManagement
PricingSales
Contracts
AccountingMoney In (Accounts Receivable)
Money Out (Accounts Payable)
Collections
Finance
AccountManagement
Distribution
Marketing
Client InvoicingPurchasing
Operations
SupplierManagement
Order Entry
6riverlee.comriverlee.com © 2007 River Lee International, Inc.
ProductManagement
Pricing
Sales
Contracts
Operations
SupplierManagement
AccountingMoney In (Accounts Receivable)
Money Out (Accounts Payable)
Collections
Finance
AccountManagement
Distribution
MarketingOrder Entry
Client Invoicing
IntroductionWhyWhoHowTIPSResourcesContact Us
Purchasing
7riverlee.comriverlee.com © 2007 River Lee International, Inc.
IntroductionWhyWhoHowTIPSResourcesContact Us
8riverlee.comriverlee.com © 2007 River Lee International, Inc.
Review team statusComplain to vendor
Kick-off project
Prioritize featuresObtain sign-off
Allocate resourcesPrioritize defect list
Generate RequirementsConduct Post Mortem
Select a DesignCreate Road Map
Create WBS
HighDecision-Making
HighCreativity
LowDecision-Making
LowCreativity
IntroductionWhyWhoHowTIPSResourcesContact Us
9riverlee.comriverlee.com © 2007 River Lee International, Inc.
You should“Facilitate”these meetings
Gather RequirementsCreate Roadmap Select a Design Create WBSConduct Post Mortem
You could“Lead”
these meetings
Prioritize featuresObtain sign-offAllocate resourcesPrioritize defect list
You can“Run”
these meetings
Review team statusComplain to vendorKick-off project
IntroductionWhyWhoHowTIPSResourcesContact Us
10riverlee.comriverlee.com © 2007 River Lee International, Inc.
Define The OutputGive ExamplesIntroduction
WhyWhoHowTIPSResourcesContact Us
“Ability To” statements1. Sales can view orders2. Collections can view client contract3. Pricing and Sales can share proposals
Business Data?– We need to track shoe size
Business Rules?– 10% discount for veterans
11riverlee.comriverlee.com © 2007 River Lee International, Inc.
Products - introduced, monitored, retired…
Life Cycle
Clients - pursued, won, monitored, lost…
Orders - received, fulfilled, invoiced, closed…
Suppliers - solicited, engaged, monitored, retired…
IntroductionWhyWhoHowTIPSResourcesContact Us
12riverlee.comriverlee.com © 2007 River Lee International, Inc.
Orders - received, fulfilled, invoiced, closed…IntroductionWhyWhoHowTIPSResourcesContact Us
Ability to see product catalogTo see pricingTo see order historyTo enter correct client codeTo enter additional detailsTo change an orderTo deal with out of stock
Request Capture order details
Process order
Invoice Client
In Stock
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Use Case Diagram
IntroductionWhyWhoHowTIPSResourcesContact Us
ImpactAnalysis
ManageClients
ManageSuppliers
ManageEmployees
ManageFinances
ManageInventory
ManageOrders
Client
Suppliers
Operations
Accounting
14riverlee.comriverlee.com © 2007 River Lee International, Inc.
People need to…1) Work alone
2) Work in two’s3) Work in groups
People need to “sleep on it”
People need to stay…… schedule the VIP
at the end
Hot Tip #1IntroductionWhyWhoHowTIPSResourcesContact Us
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Sales need closed orders to build leads. Summarize closed orders after 30 days.
Collections look at contract to see terms e.g. 15 days. Contract is hard copy today. Fax. Scan it?
Need to bill customer! Today we bill insurance company or blood testing agency.
Op’s can’t pull up blood type cos don’t ask for it today. Can we ask for it? Any legal implications?
Flip Chart
Scribe Notes
Hot Tip #2
Facilitator versus
ScribeSales - ordersCollections - terms Bill customer! Blood type
IntroductionWhyWhoHowTIPSResourcesContact Us
16riverlee.comriverlee.com © 2007 River Lee International, Inc.
Hot Tip #3
IntroductionWhyWhoHowTIPSResourcesContact Us
Why are they making this change?Seek to understand, not to judge.
“Help me to understand why…”
What do they need to be able to do?What are their inputs?
Their outputs?Their rules?
Their exceptions?
How will you solve their problem?Go there but don’t stay there.Challenge your assumptions.Don’t use leading questions.
17riverlee.comriverlee.com © 2007 River Lee International, Inc.
IntroductionWhyWhoHowTIPSResourcesContact Us
Facilitation TIPS
Techniques– Tools and techniques such as ice breakers, idea
generators, and consensus builders.
Insight– Mindset, business language, & priorities of participants.
Planning– Selecting techniques based on the complexity of the
task, your insight, and your skill.
Skill– Your ability to engage others in a process.
18riverlee.comriverlee.com © 2007 River Lee International, Inc.
Facilitation Resources
Websites– Surf facilitation, facilitating projects, high performance teams
Global ListServ– Pose questions to professional facilitators @ albany.edu/cpr/gf/
Association– International Association Facilitators @ www.iaf-world.org
Conference– IAF Facilitation Conference, Atlanta, 10-12 April 2008
Training Classes– Check the facilitation class includes role playing
IntroductionWhyWhoHowTIPSResourcesContact Us
19riverlee.comriverlee.com © 2007 River Lee International, Inc.
Joint Analysis & DesignRight groups at same levelsKnown output with examples
Lightly structuredScribed
Driving to results…
Successful JADIntroductionWhyWhoHowTIPSResourcesContact Us
Jackie.Parker@RiverLee.com
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