transformation planning workshop template

25
Planning Workshop for Transformation Facilitator Pack Created by Rona Puntawe Ptschelinzew Contributor: Luca Castilleri Models Applied: Organisational Change Management, Clean Language, Neurolinguistic Programming, Systems Thinking

Upload: ronaslideshare

Post on 23-Aug-2014

116 views

Category:

Leadership & Management


2 download

DESCRIPTION

Template for facilitating transformation planning workshop. Incorporates systems thinking, neurolinguistic programming, organisational change management, organizational change management, high level business architecture and clean language techniques.

TRANSCRIPT

Page 1: Transformation Planning Workshop Template

Planning Workshop for Transformation

Facilitator Pack

Created by Rona Puntawe Ptschelinzew Contributor: Luca Castilleri

Models Applied:

Organisational Change Management, Clean Language, Neurolinguistic Programming, Systems Thinking

Page 2: Transformation Planning Workshop Template

Objectives

Why are we all here today? 1.  Vision: To clarify intention and direction for the future

2.  Outcomes: To clarify outcomes to achieve the vision in

terms of services, processes, technology (including data and content)

3.  Involvement: To clarify personal involvement in terms of capability and commitment

2

Page 3: Transformation Planning Workshop Template

Sample Agenda – What the Day Would Look Like 3

9AM 10AM 11AM 12PM 1PM 2PM 3PM 4PM

SET THE SCENE •  Executive

Sponsor – Org’n Context

•  Head of X – X Context

•  Facilitator – Housekeeping

EXPECTATIONS •  Expectations for

the day •  Agenda and

outputs •  Reason why we’re

here •  Change is coming:

Iceberg Model Rollercoaster of Change

PREP VISIONING: •  Why having

a vision is important

•  Value of clear outcomes

X VISION: ACTIVITY 1 Whole Group – Timeline

LUNCH

X OUTCOMES: WORLD CAFÉ OR BREAK-OUT 1. Groups of three Break-out 2. Presentations back to the group

CAPABILITY AND COMMITMENT 1. Individual reflection 2. Group debrief

X VISION: ACTIVITY 2 Break-out: Multiple POVs - Branding

Outputs 1. Vision

Statement 2. Brand - slogan

Outputs Well-formed outcome statements– and information for further planning

Outputs 1. Individual

commitment to action – top three

2. Capability requirements and support needed

RECAP AND NEXT STEPS

Page 4: Transformation Planning Workshop Template

Setting the Scene: Context

What do we need to know about the (broader) organisation that impacts us?

1.  Aspirations 2.  Challenges 3.  What is expected of X (Group/Organisation)

4

Page 5: Transformation Planning Workshop Template

Setting the Scene: Expectations

What do you expect to walk away with at the end of the day?

5

Page 6: Transformation Planning Workshop Template

Setting the Scene: Housekeeping and Guidelines

Guidelines for the day to make the most of our time working together

•  Put on a flipchart. •  List down all housekeeping guidelines

6

Page 7: Transformation Planning Workshop Template

Model: Iceberg – A Way of Looking at the Situation 7

Services What

(Visible)

Processes How

(Below the Surface)

Paradigms Why

(Deep Foundation)

87%

13%

What is deeper than meets the eye?

Page 8: Transformation Planning Workshop Template

Iceberg Model – A Way of Looking at the Situation 8

Services What

(Visible)

Processes How

(Below the Surface)

Paradigms Why

(Deep Foundation)

87%

13%

Why We Do What We do and Why We Do it that Way •  Mindset

– Attention, Intention, Vision •  Culture •  Frameworks

How We Do What We Do •  Workflows •  Practices •  Interactions

What We Do and What Clients Experience •  Service Delivery - Actions and Tasks •  Documents and Records •  Data and Reports

What is deeper than meets the eye?

Page 9: Transformation Planning Workshop Template

What to Prepare for - Waves of Change

Changes will happen in overlapping stages

9

Wave 1: Future State (Visioning and Planning)

Wave 2: Current State (Assessment)

Wave 3: Improvement and Implementation

We are here!

Page 10: Transformation Planning Workshop Template

What to Prepare For - Rollercoaster of Change 10

Current State Achieve X Vision

1

2

3

4

5

6

Clean Start

Shock/Denial (Complexity)

Depression/Anger (Chaos)

“Hang-in” Point (Persevere)

Hope/Readjustment (Systems)

Rebuilding (Simplicity)

Page 11: Transformation Planning Workshop Template

ACTIVITY: Vision for Future State - Intention Clarifying intention for the future

11

Activity - Exploratory: Clean Space – Timeline and Future Pacing Walk along timeline on the floor (Future-Present-Past) – focus only on the positives for now 1.  What would you like to have happen in the future? 2.  What resources do you have right now? 3.  What worked really well in the past?

Page 12: Transformation Planning Workshop Template

ACTIVITY: Vision for Future State - Branding Clarifying how we want to be perceived

12

Activity – Branding and Positioning: Multiple Perceptual Positions From a Future State 1.  Imagine what the clients are saying 2.  Imagine what peers in the industry say about X 3.  Imagine what the enterprise services group say about the team 4.  Imagine what the team and future team members say about working in X Write on Post-it notes 2 phrases of what each is saying. List three adjectives from the following points of view from a desired future : 1.  The X team 2.  The clients: partners, team co-ordinators, staff, etc. 3.  Y colleagues 4.  Industry peers: X profession

Alternative Activity: 1. Break into three groups, Group A: Clients Group B: Y Colleagues Group C: X Profession 2. Each group present a POV – role-play, provide a future-state perception of X

Page 13: Transformation Planning Workshop Template

ACTIVITY: World Café or Break-out

Clarifying outcomes to achieve the vision

Activity: Pitching for the Future

Break into three groups Group A: Services

Group B: Processes Group C: Technology (include Content and Data)

Each Group will: 1. Develop Successful Outcomes for each Group (Refer to Guide) 2. Draw a metaphor or visual representation for your outcome 3. Present a pitch for the outcomes that you want to have happen in your

group.

13

Page 14: Transformation Planning Workshop Template

ACTIVITY: World Café or Break-out Clarifying outcomes to achieve the vision

14

Activity - Clarity: Developing Successful Outcomes 1.  Outcome/Objective

What would you like to have happen? State in positive terms, e.g. not a problem avoidance or remedy, but a desire.

2.  Intention What is your intention for achieving that outcome? What is deeper than that outcome?

3.  Achievability Has the outcome been done before?

4.  Evidence How do you know you have already achieved your outcome? What tangible evidence would you accept to indicate you have achieved the outcome?

5.  Resources What resources do you need to achieve your outcome? Be as comprehensive as possible. E.g. $$, skills, people, mindset, commitment, time, tools, etc.

6.  Consequences and Future Pacing What are the impacts or consequences of having achieved your outcome? Consider all stakeholders or parties involved. Are those consequences or impacts acceptable to all parties involved? If the outcome is given to you now, with all its consequences, will you take it?

Page 15: Transformation Planning Workshop Template

ACTIVITY: Capability and Commitment

Clarifying personal involvement to achieve the vision Activity: Personal and Group Reflection

1. Individually, write down on Post-it Notes responses to •  What do I need to BE in order for all of that to happen? •  What are the three activities I can do over the next 3 months to help us

achieve the vision and outcomes? 2. What do you need to be as an X team in order for all of that to happen? Debrief: •  Reflect on responses posted: What are the key themes? •  What support do we need to put in place for us to be what we need to be?

15

Page 16: Transformation Planning Workshop Template

Recap

Changes will be introduced in potentially overlapping stages

16

Wave 1: Future State (Visioning and Planning)

Wave 2: Current State (Assessment)

Wave 3: Improvement and Implementation

Pillars and Enablers •  Pillar 1: Services •  Pillar 2: Processes •  Pillar 3: Data •  Pillar 4: Content •  Enabler 5: Technology •  Enabler 6: Capability

Page 17: Transformation Planning Workshop Template

Structured Approach A structured approach provides an integration of comprehensive

elements for transformation while maintaining a focus on the shared vision.

Vision

“Why does X exist? What does X want to

have happen to enable the

organisation to achieve its strategies?”

Services

“What services does X deliver?”

Processes

“How does X deliver its services?

Content

“How does X document and disseminate its

practices”

Data

“How does X capture and

harness data to support business

decisions?”

Technology “What technology and information management systems does X need?”

Capability and Organisation “What does X need to be to achieve what it wants to have happen?”

Rona Puntawe Ptschelinzew

Page 18: Transformation Planning Workshop Template

Next Steps (Example Only)

1.  Month n+1: •  Client feedback – interviews •  Service Development Workshop

2. Month n+2:

•  Process Management Workshop •  Process Mapping Kick-off •  Activity Analysis

18

Page 19: Transformation Planning Workshop Template

Appendix: Preparatory Questionnaire

Please answer the following in preparation for the workshop:

1.  What would you like to have happen for X in the long-

term? 2.  What outcomes would you like to have happen over the

next 12 months? 3.  What resources do we already have that you want to

keep now and in the future? 4.  What keeps you up at night? 5.  What support do you need?

Resources – anything of positive value, e.g. relationships, people, culture, skills, tools, etc.

19

Page 20: Transformation Planning Workshop Template

What do we want to walk away with at the end of the day?

20

Appendix: Preparation - Concept

WHY What is the Planning Day for?

WHAT What are we ‘planning’ for? What level of detail?

HOW How do we set about achieving the plan? Next steps framing?

Intent “Know why we’re embarking on this journey” à What’s the journey about? •  Alignment to Business Strategies •  Alignment of expectations

“Get people on the bus” •  Know where we’re headed •  Shared principles and framework how

to get there

Clarity on approach and pathways Prepare for next steps

Activities Framing: -> Business context -> Good to Great (?) •  Expectations setting •  Conditions for successful change

Framing: Building Blocks for Vision Brainstorm what the experience and future we want to create for the following: •  Service •  Process •  Knowledge & Content •  Data and Reporting •  Technology •  Capability

Framing: What would help us or hinder us? •  Levers

-> what do we already have that could help (think outside the box)

•  Risk -> what are the “unknowns” -> prepare for ‘surprises’ à progressing from fragile to resilient to antifragile

Preparation •  Message from CEO and COO (?) •  Framing from Head of Group X •  Pre-read/Pre-frame – any key questions

for the team?

•  Agreed Structure •  Framing from Facilitator

•  High-level Timeline •  Terms of Reference •  Examples of Risks and Levers •  Pre-read (?)

Outputs Established: •  Vision statement •  Brand – tagline, metaphor?

Defined: •  What we want to have happen by

‘stream’ •  What success looks like – how do we

know when we’re there?

Identified: •  Key Levers •  Key Risks to Vision •  What we need to be •  Agreement on Next Steps

Clean Start World Café

Part 1: Pillars Part 2: Enablers

Clean Space Exercise

Closing Questions? When at you’re best,

that’s like what? What can I contribute?

What support do I need?

Page 21: Transformation Planning Workshop Template

Appendix: Model - Systems Thinking Approach 21

Scan

Position

Measure Assess

Action

Goal # 2: Simplicity of

Execution

Goal #1: Clarity of Purpose

Goal # 3: Sustain Results

Change Journey

Page 22: Transformation Planning Workshop Template

Appendix: Model - Systems Vs. Analytic Thinking 22

Helicopter View

Clarity of Purpose

Link to

Deliverables and Outcomes

Analyse Parts and Relationships

1

2

3

OUTSIDE (Plan)

INSIDE (Do)

OUTSIDE (Check)

Take Action

1 2 3Work ON X Function

Work IN X Function

Check ON X Function

Page 23: Transformation Planning Workshop Template

Theme and Feel for the Day (Example Based on Preparatory Interviews) What kind of experience do we want to create?

23

Energized!

I feel that I will supported. It’s achievable!

I know WIIFM (What’s in it for

me?”

I have a contribution to

make.

Learned something new.

Clear on what happens next.

I will be challenged but it’s going to be

rewarding. This will help me in my role.

Page 24: Transformation Planning Workshop Template

Appendix: Ways to Grasp Knowledge 24

Conceptualising

Experimenting

Experiencing

Reflecting

Page 25: Transformation Planning Workshop Template

Appendix: The “Parking Lot”

Stop Start

Park

Rona Puntawe Ptschelinzew