catalyze webcast facilitating jad sessions - jackie parker 082307

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riverlee.com riverlee.com © 2007 River Lee International, Inc. River Lee International, Inc A ripple today can become the wave of the future. Facilitating A Successful JAD Jackie Parker, MBA Project Management Professional (PMP) [email protected]

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Page 1: Catalyze Webcast   Facilitating JAD Sessions - Jackie Parker 082307

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)

[email protected]

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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

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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

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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

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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

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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

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IntroductionWhyWhoHowTIPSResourcesContact Us

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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

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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

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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

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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

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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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13riverlee.comriverlee.com © 2007 River Lee International, Inc.

Use Case Diagram

IntroductionWhyWhoHowTIPSResourcesContact Us

ImpactAnalysis

ManageClients

ManageSuppliers

ManageEmployees

ManageFinances

ManageInventory

ManageOrders

Client

Suppliers

Operations

Accounting

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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

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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.

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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.

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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

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Joint Analysis & DesignRight groups at same levelsKnown output with examples

Lightly structuredScribed

Driving to results…

Successful JADIntroductionWhyWhoHowTIPSResourcesContact Us

[email protected]