workshop facilitation for success handbook

Workshop Facilitation for Success Handbook Conduct Session – Implement Improvements – Celebrate Success

Workshop Facilitation for Success Handbook Conduct Session – Implement Improvements – Celebrate Success

Rod Baxter

2015

Copyright © 2015 by Rod Baxter

All rights reserved. This book or any portion thereof may not be reproduced or used in any manner whatsoever without the express written permission of the publisher, except for the use of brief quotations in a book review or scholarly journal.

First Edition: 2015

ISBN 978-1-329-63457-2

Value Generation Partners, LLC 8083 San Vista Circle Naples, Florida 34109 [email protected]

www.valuegenerationpartners.com

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Contents Introduction: Workshop Facilitation for Success ......................... 1

The Workshop Facilitator ......................................................... 3 Seven-Step Workshop Facilitation Approach .............................. 5

Step One: Set-up the Workshop Charter ................................. 5 Workshop Charter ................................................................ 6 SMART Workshop Goal ....................................................... 7

Step Two: Understand the Logistics ........................................ 8 Step Three: Create the Team .................................................. 9 Step Four: Clarify Roles and Responsibilities ........................ 10 Step Five: Execute the Workshop ......................................... 10 Step Six: Share Status of Workshop ..................................... 14 Step Seven: Salute the Team ................................................ 14

Workshop Facilitator’s Toolbox ................................................. 17 5 Why Root Cause Analysis .................................................. 17 Action Plan ............................................................................. 18 Affinity Diagram ..................................................................... 19 Brainstorming ......................................................................... 21 Cause-and-Effect (C&E) Diagram ......................................... 22 Cause-and-Effect (X-Y) Matrix ............................................... 24 Communication Plan .............................................................. 26

Informative Communication ............................................... 27 Concise Communications .................................................. 29

Conflict Resolution ................................................................. 30 Consensus Building ............................................................... 32 Control Plan ........................................................................... 34 Decision Tree ......................................................................... 36 Fault Tree Analysis (FTA) ...................................................... 38 Force Field Analysis .............................................................. 41 Failure Modes and Effects Analysis (FMEA) ......................... 43 Impact/Effort Analysis ............................................................ 46 Mind Mapping ........................................................................ 48 Multivoting .............................................................................. 50 Nominal Group Technique (NGT) .......................................... 51 Pairwise Comparison ............................................................. 53 Process Maps ........................................................................ 55 Pugh Matrix ............................................................................ 60 RACI ...................................................................................... 62

Contents

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SIPOC .................................................................................... 64 Six Thinking Hats ................................................................... 66 Solution-Selection Matrix ....................................................... 68 SWOT Analysis ...................................................................... 70 Team Building ........................................................................ 73 Training Plan .......................................................................... 77

Summary: Workshop Facilitation for Success ........................... 79 Index .......................................................................................... 81

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With the purchase of this book, you are eligible to receive a complementary MS Excel® file, which contains the templates referenced in these chapters.

To download your copy of the Workshop Facilitation for Success Toolbox, enter into your web browser the URL below.

http://www.valuegenerationpartners.com/downloads.html

Then, please complete and submit the download form. Thank you.

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Introduction: Workshop Facilitation for Success

Workshop Facilitation for Success is an efficient and effective ap-proach to managing and achieving goals and objectives in a face-to-face, cross-functional environment. Workshop facilitation (also known as Kaizen events, continuous improvement events, quality improve-ment events, workout sessions, and process improvement events) may be conducted as one-day to five-day events. Workshops are conducted to achieve goals and objectives based on many purposes, such as process improvement, waste reduction, cost-of-quality reduc-tion, project selection, and strategy development and deployment. Much thought and consideration must be given to planning and con-ducting workshop facilitation to ensure successful outcomes.

Workshop facilitation may be useful when:

• There are many and varying opinions on how to achieve goals and objectives

• Goals and objectives must be completed in a short cycle time • Team and cross-functional collaboration are necessary to ensure

success of goals and objectives • It is necessary for a group to work in a face-to-face environment

to achieve goals and objectives • Goals and objectives include waste reduction, cycle-time reduc-

tion, process improvement, or quality improvement This simple seven-step approach, called Workshop Facilitation for Success, may be applied to achieve goals and objectives in any industry – healthcare, construc-tion, manufacturing, service, hospitality, non-profit, govern-ment, financial, etc.


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Workshop Facilitation for Success is designed for facilitators of all levels, regardless of their role, business, and industry. It combines the most effective and efficient elements of workshop facilitation ap-proaches into the following seven steps: 1. Set-up the Workshop

Charter – define, devel-op, and approve a workshop charter that out-lines the workshop description, clear goals, deliverables, objectives, in/out of scope, success criteria, and timeline for completion

2. Understand the Logis-tics – determine the workshop budget, where and when it will be con-ducted, and the duration of the workshop

3. Create the Team – identify participants and experience required to conduct the workshop and achieve the goals and objectives

4. Clarify Roles and Responsibilities – conduct a workshop kick-off call with the participants to describe workshop purpose, goals, and deliverables; roles and responsibilities before, during, and af-ter the workshop; provide participants with pre-work assignments

5. Execute the Workshop – conduct the workshop using a defined agenda, along with tools and techniques as described in the Workshop Facilitator’s Toolbox section of this handbook, to man-age through a full and clear understanding of current-state (as is) condition and defining future-state (to be) condition, along with an executable action plan

6. Share Status of Workshop – conduct report-out at the conclu-sion of the workshop, then conduct ongoing status reporting post workshop until all action items are complete

7. Salute the Team – recognize the team and celebrate success Benefits of workshop facilitation include:

• Provide a collaborative team environment • Provide a consistent approach for facilitating workshops


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• Increase focus and attention on goals and objectives • Save cost and time through rapid goal and objective achievement • Provide an efficient and effective approach for achieving goals

and objectives Workshop Facilitation for Success Handbook may be supple-mented with the following handbooks based on the goal, objectives, scope, and deliverables of the workshop. • Strategy Driven for Success Handbook if the workshop scope

and deliverables include strategic planning, strategy mapping, KPI development, or balanced and cascading scorecards

• Project Management for Success Handbook if the workshop will lead to the launch of formal projects

• Problem Solving for Success Handbook if the workshop goal and objectives include the need for root cause analysis and prob-lem solving

We wish you much success in your pursuit of Workshop Facilitation for Success, thereby generating greater organizational value!

The Workshop Facilitator

A workshop facilitator requires a special and specific skillset. From the Tao Te Ching text, "When I give up trying to impress the group, I become very impressive. Let go in order to achieve. The wise facilitator speaks rarely and briefly, teaching more through being than doing.” Workshop facilitators are confronted with a wide variation of conditions and pressures. Workshops often bring together a diverse group of individuals who do not normally work together and many times do not have the same goals and performance metrics. Workshops are disruptive to the participants’ daily functions and may require extra work and hours to maintian daily business, along with participating in the workshop. Often workshop particpants are chosen, rather than volunteering to particpate in the workshop. The facilitator must be prepared with a wide variety of tools and techniques to ensure smooth and successful workshops. The section in this workbook titled, “Workshop Facilitator’s Toolbox,” is a useful set of tools and techniques to provide for successful workshops.


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Qualities and characteristics of an effective workshop facilitator:

1. Has fun and brings fun to the workshop session 2. Is able to manage conflict and build consensus 3. Brings about complete involvement of all workshop participants 4. Manages the workshop agenda with flexibility, while maintaining

focus on the goals and objectives 5. Provides for a safe environment where participants are able to

express opinions and ideas without fear 6. Is able to guide conversation in a way that brings out innovative

ideas from the participants 7. Is masterful at listening and stimulating ideas and interaction 8. Utilizes ground rules to protect the participants 9. Manages to the needs of the individuals as well as the team 10. Takes a neutral position, allowing for the participants to generate

the ideas and solutions 11. Recognizes that the participants are the topic or process experts

and draws on their expertise 12. Utilizes a variety of tools, techniques, and approaches to engage

the participants and achieve the goals and objectives 13. Is honest, sincere, and open with the participants Workshop Facilitation for Success provides the reader with a seven-step process, along with many tools and techniques for facilitating succesful workshops. For best results, utilize the workshop charter and SMART goal, in conjunction with the steven-step process and Workshop Facilitator’s Toolbox, to design and conduct a successful workshop.

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Index 5

5 Why Root-Cause Analysis, 11, 12,

17, 18, 23, 40

A

Action Plan, 2, 11, 14, 15, 18, 19, 22, 27, 38, 40, 41, 42, 49, 50, 52, 68, 71, 72, 73

Affinity Diagram, 11, 19, 20, 22 Agenda, 2, 4 Analyze, 38, 40 Archimedes’ Principle, 29

B

Blended learning, 77 Block Diagrams, 56, 57, 65 Brainstorming, 11, 13, 20, 21, 22,

25, 46, 48, 51, 67, 68, 71 Budget, 2, 9

C

C&E Cause-and-Effect Diagram,

Fishbone Diagram, Ishikawa Diagram, 11, 20, 22, 23, 25, 40, 59, 68

Cascading Scorecards, 3 Cause-and-Effect Matrix, 24

X-Y Matrix, 11, 24, 25, 59 Celebrate, i, iii, 2, 77 Charter, 2, 5, 6, 79 checklist, 7 Communication Plan, 12, 26, 27 Concise, 14, 29, 73, 74 Continuous Improvement, 1, 29,

45, 64, 69, 79 Control, 12, 34, 35, 43, 59 Control Plan, 12, 34, 35 CTC

Critical-to-Customer, 25, 64, 65

CTQ Critical-to-Quality, 25

D

Define, 7, 11, 19, 20, 31, 32, 37, 40, 42, 59, 65

Deployment Flowchart Swimlane Map, 56, 58

Desired, 34, 48, 66, 70, 71 Detection, 45

E

eLearning, 77 Expected, 14, 36, 37, 38, 39, 64,

65, 74

F

Facilitation, 2, 4, 7, 33, 68, 80 Fault Tree Analysis (FTA), 11, 38,

39, 40, 68 Fishbone Diagram, 22 Flowcharts, 56 FMEA

Failure Modes and Effects Analysis, 11, 12, 35, 40, 43, 44, 45, 68

Force Field Analysis, 12, 41 Forming, 74 FTA

Fault Tree Analysis, 12, 38

I

Impact/Effort Analysis, 46 Impact/Effort Matrix, 13, 46 Improve, 7, 39 Informative, 27 Input/Output Process Map, 56, 57 Instructor-led, 77 Ishikawa Diagram, 22

Index

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K

Kaoru Ishikawa, 22 KPI

Key Performance Indicator, 3

L

Lifecycle, 18

M

Mind Mapping, 11, 48, 49, 68 Minutes, 8, 22, 28, 29, 52 Mission, 76 Mitigate, 12, 41, 42, 43, 72 Monitor, 19 Murphy’s Law, 43

N

NASA, 43 National Aeronautics and

Space Administration, 43 NGT

Nominal Group Technique, 13, 51

Nominal, 13, 33, 51, 52 Nominal Group Technique (NGT),

11, 52, 68 Norming, 74 NVA

Non-Value Added, 55 NVAN

Non-Value Added but Necessary, 55

O

Occurrence, 44, 45 Operational Excellence, 29, 64,

71

P

Pairwise Comparison, 32, 33, 53 Performing, 75 Peter Drucker, 5, 7, 10

Problem Solving for Success, 3 Process, 1, 4, 10, 11, 12, 13, 15,

17, 19, 22, 23, 24, 25, 27, 31, 32, 33, 34, 35, 39, 41, 43, 44, 45, 46, 49, 50, 51, 53, 54, 55, 56, 57, 58, 59, 60, 61, 64, 65, 66, 67, 68, 69, 73, 75, 77, 79, 80

Project Management for Success, 3

Pugh Concept Selection, 11, 13, 22,

33, 36, 60, 61, 68 Pugh Matrix, 11, 22, 33, 36, 60,

61, 68 Purpose, 2, 6, 8, 10, 15, 66, 73,

76 Pythagorean Theorem, 29

R

RACI, 11, 13, 62, 63, 64 Report, 15 Requirements, 35, 40, 44, 45, 53,

60, 68 Resource Plan, 42 Root Cause, 18 RPN

Risk Priority Number, 45

S

Salute, 2, 5, 14, 15, 80 Schedule, 9, 19, 51 Scope, 2, 3, 5, 6, 11 Severity, 12, 44, 45 SIPOC, 11, 13, 25, 64, 65, 66 SMART, 4, 5, 7, 8, 68 SME

Subject Matter Expert, 9 Solution, 37 Solution-Selection Matrix, 11, 13,

22, 68, 69 Stakeholder Analysis, 41 Step Five

Index

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Execute the Workshop, 2, 5, 10, 80

Step Four Clarify Roles and

Responsibilities, 2, 5, 9, 10, 80

Step One Set-up the Workshop Charter,

2, 5, 79 Step Seven

Salute the Team, 5, 14 Step Six

Share Status of Workshop, 2, 5, 11, 14, 80

Step Three Create the Team, 2, 5, 9, 80

Step Two Understand the Logistics, 2, 5,

8, 79 Storming, 74 Strategy Driven for Success, 3 Strategy Maps, 3 Swimlane

Deployment Flowchart, 13, 56, 58, 59

SWOT, 11, 13, 70, 71, 72

T

Training Plan, 11, 13, 27, 77, 78 Transformation, 29, 64, 65

V

VA Value Added, 55

Values, 30, 37, 38, 48 Virtual, 77 Vision, 73

W

Workshop, i, iii, vii, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 14, 15, 17, 27, 29, 30, 76, 79, 80

Workshop Facilitation for Success, i, iii, vii, 1, 3, 4, 5, 7, 8, 9, 10, 14, 15, 79, 80

X

X-Y Matrix Cause-and-Effect Matrix, 24,

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