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FAST EXCELLENCE THROUGH FACILITATION

FAST EXCELLENCE THROUGH FACILITATION. Gary Rush The FAST Process MGR Consulting www.mgrconsulting.com grush@mgrconsulting.com. POWER - Politics, Security, Misunderstandings CONSENSUS - Clear, Agreement, Shared Knowledge TWO HEADS ARE BETTER THAN ONE -

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FAST EXCELLENCE THROUGH FACILITATION

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  1. FASTEXCELLENCE THROUGH FACILITATION Gary RushThe FAST ProcessMGR Consultingwww.mgrconsulting.comgrush@mgrconsulting.com

  2. POWER - Politics, Security, Misunderstandings CONSENSUS - Clear, Agreement, Shared Knowledge TWO HEADS ARE BETTER THAN ONE - Building on ideas, Completeness, Selective Memory COMMUNICATION - Words, Assumptions The Problems GatheringInformation

  3. When it is properly integrated with methodology and tools Conducted by a well-trained Facilitator with the right participants FASTIS THE SOLUTION Helps correct Communication Problems Consolidates Resource Commitments Eliminates Serial Interviewing

  4. INTERACTIVE DESIGN - DEFINED A structured meeting designed to extract high-quality information from users in a compressed time-frame using visual aids and a workshop process to enhance the communication process. This structured meeting uses a neutral facilitator to guide participants through a structured, yet flexible, process towards a common goal. IT IS NOT It is NOT a replacement for analytical methodologies

  5. MEETINGS VS FAST Repeatable Consistent Tested Formal yet Flexible Process Known Objectives Facilitated to manage "Stakes" Depends on skills of leader Untested Unpredictable Too many "Stakes" "Redesign the Wheel" for each one

  6. KEY ELEMENTS PROPER SUPPORT STRUCTURE FLEXIBILITY TOOLS for COMMUNICATION DEFINED ROLES

  7. KEY ELEMENTSSTRUCTURE Built on proven techniques Agenda, Purpose, Objectives Orchestrated - NOT Ad Hoc

  8. KEY ELEMENTSPROPER SUPPORT Documentation Support: Documentors CASE and other Automated Tools Methodology Support TRAINED Session Leaders Proper facilities Management Commitment

  9. KEY ELEMENTSCOMMUNICATION TOOLS Group Dynamics Facilitation Visual Aids Concentrated Exchange Team Building

  10. DEFINED ROLES • Separation of expertise • Brings all required parties together • Not always full time jobs • Sometimes people play more than one role • Key roles must come from business community

  11. Ten Roles Technical Partner Methodologist Business Partner Executive Sponsor Coordinator Facilitator Team Members Participants Documentors Observers

  12. Key to Success of Process Neutral - Impartial Manages the Process - Context Facilitates THE ROLESTHE SESSION LEADER

  13. Chief Documentor: - Manages Documenting Process - Assists Session Leader and Documentor - Takes Backup Notes Documentor: - Takes Notes - Uses Automated Tool THE ROLESDOCUMENTORS

  14. Assists Session Leader and Project Manager Helps Define the Methodology - Keeps people on track with deliverables THE ROLESMETHODOLOGIST

  15. Responsible for: Purpose Scope Objectives Constraints Of the Project. THE ROLESEXECUTIVE SPONSOR

  16. MANAGE THE PROJECT LISTEN PARTICIPATE HELP PREPARE UNDERSTAND RISK ANALYSIS THE ROLESTECHNICAL & BUSINESS PARTNERS The Technical Partner knows the methodologies and the technology. The Business Partner knows the participants and Business.

  17. Team Members pull together the output of numerous workshops to create the Project Deliverable. These people vary according to the type of work. Most Team Members are permanent -- some are temporary (e.g., a Methodologist). THE ROLESTEAM MEMBER

  18. Responsible for Content Need to Know Business Their Decisions Strive for Consensus THE ROLESPARTICIPANT

  19. Generally a part-time role Coordinates across numerous projects May be from Data Administration, Process Improvement, or office of the President Helps business to set priorities Coordinates resources Coordinates communication across projects THE ROLESCOORDINATOR

  20. Monitor Workshop Watch and Listen 5 - 6 per Workshop THE ROLESOBSERVER

  21. THREE PHASES

  22. Meet with management and participants to determine objectives, estimate and plan workshops, prepare participants, develop agendas, and complete logistics. THREE PHASES PREPARATION: WORKSHOP: REVIEW & RESOLVE: Concentrated environment with extensive use of visuals striving for Win-Win situations - Consensus. Complete documentation, resolve open items and communicate with upcoming participants.

  23. "Workshops are driven by the User-defined Deliverables - NOT Process for the sake of Process." "Users" are both Business-Users and Project Team Users - they all have a stake in the outcome. THE FAST PHILOSOPHY

  24. Analysts now have better, more complete information The information is consensus-based Better involvement and understanding by all parties Increased Quality and Productivity THE BENEFITS OF FAST

  25. Commitment from all management involved Well-trained Facilitator trained in both facilitation and technical skills Availability and commitment of resources Proper Application of the concepts and structures of the process integrated with methodology and tools. REQUIREMENTS FORSUCCESS

  26. NEXT STEPS COMMITMENT PEOPLE PREPARATION

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