Purpose of the Report & Recognition Meeting

1. Report & Recognition Meeting Overview Purpose of the Report & Recognition Meeting The Report & Recognition Meeting is your opportunity to recognize the Rapid Action Team for their actions taken and results achieved. The meeting is also an opportunity for you to demonstrate your leadership by taking action on recommendations presented to you for fast decision. What to Do Before the Meeting: • Take 15 minutes to review the Sponsor Manager notes in this section of your guide to prepare for the meeting. • Meet with your Team Leader to complete the Report & Recognition Prep Session. Coordinate and confirm roles and responsibilities for the meeting and complete all logistics (refer to the detailed meeting agenda in the previous section of your guide for details). • Take the lead in communicating with and inviting any additional guest to the meeting. • Plan to arrive 10 to 15 minutes prior to the meeting to assist the Team Leader in preparing the room arrangements and to be available to welcome any guest that plan to attend.

2. What to Do During the Meeting: • Follow the notes in the guide and execute the game plan that you and the Team Leader prepared for this meeting. • Take the lead in welcoming and introducing the team and any invited guests to the meeting. • Turn the meeting over to the Team Leader to review the Team Charter and recap the team’s activities, time investment and overall accomplishments. • Applaud the team’s specific accomplishments where appropriate and work with the Team Leader to confirm any follow-up actions needed on the Final Action Commitments Poster. • Listen carefully to any recommendations for action, make decisions and commit to any actions needed to implement the recommendations. • Applaud the team’s overall accomplishments and conduct or announce the team recognition you have planned. What to Do After the Meeting: • Meet with your Team Leader to debrief the meeting and process and confirm the plan for completing the final action commitments documented in the meeting. • Make a special effort to thank the Team Leader for leading the team. • Begin the planning process (after a short break) for your next Rapid Action Team project. A Final Note on Report & Recognition Meetings Report & Recognition Meetings are first and foremost business meetings. They are designed to be completed in about 1½ to 2 hours. This timeframe provides enough time for Champions to present their implemented actions and recommendations and at the same time maintain the attention of invited guests. Most Report & Recognition Meetings include a lunch or dinner in addition to the formal meeting. This is another way to recognize the team. These can be conducted on or off site and typically follow immediately after the formal meeting.

3. Final Action Report Final Action Report Results Control Plan Final Action Commitments Poster Final Action Commitments Poster Operating Performance Results Assessment Idea Bank Financial Gain Assessment Report & Recognition Meeting Quick Guide RunningClock Time (Approx.) Meeting Activity Tools and Concept Flow • Welcome and review of meeting objective. Pages 1 to 2 • 2. Meeting agenda review • and warm-up discussion. Pages 3 to 4 • 3. Introduction and review of final Action Commitments tool. • Pages 5 to 6 • 4. Presentation of Final Action Reports. • Page 7 • 5. Presentation of Team Summary Report. • Page 8 • 6.Sponsor Manager final comments. • Page 9 • 7. Recap of Final Action Commitments. • Page 10 • 8. Time to Celebrate! • Page 11 5 minutes Note: The best practice is for the Sponsor Manager to lead steps 1 and 2 of the R&R Meeting. 10 minutes 15 minutes Note: Sponsor Manager transitions to Team Leader 1 hour 5 minutes Note: Champions present. Team Leader assists Note: Team Leader Presents. 1 hour 15 minutes 1 hour 20 minutes 1 hour 25 minutes 1 hour 30 minutes

4. Report & RecognitionMeetingSponsor Manager / Team Leader Notes(Use these notes to guide your role in the Report & Recognition Meeting)

5. Running ClockTime What to do: • Meet with your Team Leader prior to the meeting. • Commit to taking an active role co-leading the meeting. Use the notes provided in this section of the guide. • You should lead the meeting through the page 4 of the Presentation Slides and then transition to the Team Leader. 0:00 Activity Time 0 Minutes What to say:

6. What to say: (cont’d) #1

7. Running ClockTime What to do: • 1. NOTE: These notes are prepared for both the Sponsor Manager and Team Leader. The best Report & Recognition Meetings are the ones that Sponsor Managers take an active role in co-leading. • As Sponsor Manager, you should lead the meeting through page 4 of the Presentation Slides and then transition to the Team Leader. • Use the notes below as a guide. 0:00 Activity Time 5 Minutes What to say: • Welcome to our Report & Recognition Meeting. • Before we get started, I’d like to do some quick introductions. (Introduce the team and all invited guests. Conduct a safety briefing if appropriate and cover meeting ground rules for those folks unfamiliar with the process.) • Our goal in this meeting is to give the team an opportunity to report on their actions and results. • We will also confirm what support is needed to sustain the gains. • Everyone has done a lot of hard work and is excited about the opportunity to share the results of their efforts.

8. What to say: (cont’d) #2 • Let’s review our agenda for staying on track …

9. Running ClockTime What to do: • Most Report & Recognition Meetings take about 90 minutes. This provides enough time for Champions to present their reports and take questions. • Depending upon the number of ideas to present, it could take up to two hours. • Confirm the time allocated for the meeting and plan accordingly. • Comment on the post-meeting game plan (lunch, dinner, etc. as appropriate). 0:05 Activity Time 1 Minute What to say: • We have _____________ (90 minutes) scheduled for this meeting. • This is the agenda we plan to follow. • The Team Leader will review the Team’s Charter and provide an overall summary to set the stage for individual Team Member presentations. • Each Champion will present their Final Action Report and respond to any questions that come up. • The Team Leader will present the Team Summary Report which highlights results achieved, the plan for sustaining gains and any ideas banked for future consideration. • The Sponsor Manager and invited guests will have an opportunity to comment on the team’s work. • We will close out the meeting with some recognition for the team. (Comment on the post-meeting game plan – lunch, dinner, etc. as appropriate.) • As you can see, we have a full agenda so let’s get going.

10. What to say: (cont’d) #3 • Before we get to the reports, let’s do a quick check in on our team’s overall experience …

11. Running ClockTime What to do: • Encourage all Team Members to respond to the questions and offer their feedback. • The Sponsor Manager should take the lead in asking this question. 0:06 Activity Time 5 Minutes What to say: • I’d like to do a quick check-in with you on your team experience. • I’d like everyone to weigh in on these two questions. • Let’s go around the table … starting with the first question – What words describe how you were feeling in your first meeting? • (Go around the table and give everyone a chance to comment. Encourage full participation.) • Let’s move on to the second questions – What are your feelings now? • (Again, go around the table and give everyone a chance to comment. Encourage full participation.) • Thanks for sharing.

12. What to say: (cont’d) #4 • Let’s get down to the business at hand … (Team Leader takes over using the notes on the following page)

13. Running ClockTime What to do: • This is the point in the meeting where the Team Leader takes on the role of leading the meeting. • The Team Leader sets the stage for the individual Champion Reports by providing an overview of the team’s Charter and overall accomplishments. • Ask attendees to follow along in their handout packets. 0:11 Activity Time 4 Minutes What to say: • Note: Turn the meeting over to the Team Leader at this point. • I’d like to start by quickly reviewing our Project Charter. (Refer to the Project Charter Poster and review the team’s mission. Provide a quick recap of team activities – number of meetings and overall time investment.) • For those of you not familiar with the process, I’d like to provide a quick recap of what we did. • We met for a couple of hours a week, every week, for the past two months. In between meetings, we worked to put as many of our ideas into action as possible. • We followed a structured process for brainstorming, sorting and prioritizing ideas and for developing action plans for putting the best ideas into action. • Over the last two weeks, we devoted some time to documenting the results of our work and creating control plans to sustain the gains. • In total, we’ve implemented ____________ ideas, have ______________ recommendations for decision by our Sponsor Manager and have identified gains of about _______________ dollars to the bottom line. • In a few minutes, you will be hearing from the individual Champions responsible for each action taken. • Are there any questions before we get started?

14. What to say: (cont’d) #5 • We will use this next tool to help ensure nothing slips through the cracks in this meeting …

15. Running ClockTime What to do: • Briefly introduce the Final Action Commitments Poster. 0:15 Activity Time 1 Minute What to say: • As Champions review their Final Action Reports, we may identify some commitments we need to document and follow through on to sustain results from our work. • We will use the Final Action Commitments Poster in our meeting to document any final actions we need to take after this meeting. • As Team Leader, I will be responsible for capturing the Final Action Commitments. • Any questions on how we will use this tool?

16. What to say: (cont’d) #6 • Okay, we’re ready to hear from our first Champion …

17. Running ClockTime What to do: • The Team Leader should “call out” the Champions to present their Final Action Reports one at a time in the order planned. • Champions can “present” from their seats or in front of the group. Whatever makes them most comfortable. • Encourage everyone to hold questions until each Champion completes their presentation. • Encourage Champions to work from their notes. Provide handouts for everyone in attendance. • Support Champions by adding comments that clarify the action and reinforce the benefits. • Manage the follow-up discussion, get closure on any requests for support and document any Final Action Commitments. 0:16 Activity Time 50 Minutes What to say: • We are going to ask each Champion to follow this outline as they present the Final Action Report for the idea they accelerated into action. • They will start by providing a brief recap of the idea and sharing any new work products produced. • Next, they will highlight the benefits of the action taken. • Then, they will outline any next steps or support needed to complete the action and sustain results. • Finally, they will comment on any lessons learned and potential best practices that can be applied in other parts of the organization. • Please hold your questions until after each Champion finishes their presentation. • You can follow along with each Champion by referring to the Final Action Reports in your handout packet. • Let’s get started. I’d like to ask our first Champion to kick things off. (Invite the first Champion to make their presentation.)

18. What to say: (cont’d) #7 • Thanks for some great reports. The next item on the agenda is to share an overall Team Summary …

19. Running ClockTime What to do: • The Team Leader uses the Team Summary Report to present the Results Assessment, Control Plan and Idea Bank. 1:06 Activity Time 10 Minutes What to say: • As you can see, the team has done a lot of great work. • I’d like to take the next few minutes to share the Team Summary Report. It highlights three specific areas. • First, I will share an assessment of the impact the team’s actions have had on both operating performance and the bottom line. • Then, I will summarize the game plan for sustaining results and preventing things from reverting back to the old, inefficient way of doing things. • Lastly, I will share a couple of ideas the team did not get a chance to take action on but felt were important enough to share with you for future consideration. • If you have any questions, do not hesitate to ask them. • Please follow along with me by referring to the Team Summary Report in your handout packet.

20. What to say: (cont’d) #8 • It’s time for a few words from our Sponsor Manager …

21. Running ClockTime What to do: • As discussed in the pre-meeting with your Sponsor Manager, this is an opportunity for the Sponsor to comment on the team’s work. • Sponsor provides a summary of overall impressions of the team. 1:16 Activity Time 5 Minutes What to say: • I’d like to provide our Sponsor Manager with an opportunity to comment on our team’s work. • Does anyone have any additional comments to share or questions they would like to ask.

22. What to say: (cont’d) #9 • Before we depart, let’s recap any post-meeting action commitments …

23. Running ClockTime What to do: • The Team Leader provides a quick recap of any post-meeting action commitments on the Final Action Commitments Poster. 1:21 Activity Time 3 Minutes What to say: • Let’s take a quick look at our Final Action Commitments Poster. • Have we captured what needs to be done after today to sustain results? • Are we clear and committed about who will do what, by when? • Is anything missing? • I’d like to wrap-up this meeting by thanking my team for their great work and our Sponsor Manager for providing us with the support we needed to be successful on this project.

24. What to say: (cont’d) #10 • Now It’s time to celebrate …

25. Running ClockTime What to do: • Congratulate all Team Members and distribute recognition as planned. • Involve the Sponsor Manager and any invited guests as appropriate. • Individually congratulate / recognize every Team Member. • End with lunch, dinner, refreshments or other social activities as planned. 1:24 Activity Time 6 Minutes What to say:

26. What to say: (cont’d) #11

27. What to do: • The final checklist on the next page provides a short list of to review with your Team Leader after the Report & Recognition Meeting. What to say:

28. Time Out! Please take a minute now to check-off the final actions that will complete your role as a Sponsor Manager of this Rapid Action Team: • Meet with your Team Leader to debrief the Report & Recognition Meeting and to confirm the transition plan. • Monitor the completion of all Final Action Commitments.