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

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Fast excellence through facilitation
FASTEXCELLENCE THROUGH FACILITATION

Gary RushThe FAST ProcessMGR [email protected]


The problems gathering information

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


Fast is the solution

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


Interactive design defined
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


Meetings vs fast
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


Key elements
KEY ELEMENTS

PROPER

SUPPORT

STRUCTURE

FLEXIBILITY

TOOLS

for

COMMUNICATION

DEFINED

ROLES


Key elements structure
KEY ELEMENTSSTRUCTURE

Built on proven techniques

Agenda, Purpose, Objectives

Orchestrated - NOT Ad Hoc


Key elements proper support
KEY ELEMENTSPROPER SUPPORT

Documentation Support:

Documentors

CASE and other Automated Tools

Methodology Support

TRAINED Session Leaders

Proper facilities

Management Commitment


Key elements communication tools
KEY ELEMENTSCOMMUNICATION TOOLS

Group Dynamics

Facilitation

Visual Aids

Concentrated Exchange

Team Building


Defined roles
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


Ten roles
Ten Roles

Technical Partner

Methodologist

Business Partner

Executive Sponsor

Coordinator

Facilitator

Team Members

Participants

Documentors

Observers


The roles the session leader

Key to Success of Process

Neutral - Impartial

Manages the Process - Context

Facilitates

THE ROLESTHE SESSION LEADER


The roles documentors

Chief Documentor:

- Manages Documenting Process

- Assists Session Leader and Documentor

- Takes Backup Notes

Documentor:

- Takes Notes

- Uses Automated Tool

THE ROLESDOCUMENTORS


The roles methodologist

Assists Session Leader and Project Manager

Helps Define the Methodology - Keeps people on track with deliverables

THE ROLESMETHODOLOGIST


The roles executive sponsor

Responsible for:

Purpose

Scope

Objectives

Constraints

Of the Project.

THE ROLESEXECUTIVE SPONSOR


The roles technical business partners

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.


The roles team member

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


The roles participant

Responsible for Content to create the Project Deliverable.

Need to Know Business

Their Decisions

Strive for Consensus

THE ROLESPARTICIPANT


The roles coordinator

Generally a part-time role to create the Project Deliverable.

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


The roles observer

Monitor Workshop to create the Project Deliverable.

Watch and Listen

5 - 6 per Workshop

THE ROLESOBSERVER


Three phases
THREE PHASES to create the Project Deliverable.


Three phases1

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.


The fast philosophy

"Workshops are driven by the User-defined Deliverables - objectives, estimate and plan workshops, prepare participants, develop agendas, and complete logistics. 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


The benefits of fast

Analysts now have better, more complete information objectives, estimate and plan workshops, prepare participants, develop agendas, and complete logistics.

The information is consensus-based

Better involvement and understanding by all parties

Increased Quality and Productivity

THE BENEFITS OF FAST


Requirements for success

Commitment objectives, estimate and plan workshops, prepare participants, develop agendas, and complete logistics. 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


Next steps
NEXT STEPS objectives, estimate and plan workshops, prepare participants, develop agendas, and complete logistics.

COMMITMENT

PEOPLE

PREPARATION


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