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Final Draft : 22 Dec 08 Facilitator/Recorder Playbook
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  1. Final Draft: 22 Dec 08Facilitator/Recorder Playbook FT Drum Goal Setting Workshop 6-9 Jan 09

  2. Purpose • This Handbook provides a recommended approach for facilitators & recorders during the Fort Drum Goal SettingWorkshop. • Your Teams develop two products during this Workshop: • Initial Goals briefing (presented Thursday) • Final Goals briefing (presented Friday) • After Action Reports (AARs): • The AAR (submitted after the Goal Setting Workshop) consolidates & summarizes the Team info from the Pre-planning Workshop and the Goal Setting Workshop • Please don’t delete anything from the AAR or change the content – this is our deliverable to the Team • Be sure you have your Team Out Brief from the Pre-planning Workshop, as it is part of both the Goal Setting Workshop process & AAR • AAR is due from the facilitation teams to Mike La Duc by 19 Jan 09 • Templates for the two briefings & the AAR are provided (PowerPoint file: “Template AAR”)

  3. FT Drum Team Champions, Leaders & Facilitators

  4. Strategic Planning for Sustainability IMCOM “ABCDEF” Model Pre-planning (Start) 22-24 Jul 08 WHERE WE WANT TO BE HOW WE GET THERE Goal-Setting (ABC) 6-9 Jan 09 5-Year Plan (D) 6-10 Apr 09 G Get Better Continuous Improvement (EF) 16-18 Weeks

  5. FT Drum Goal Setting Workshop Agenda • Day One • Tuesday, 6 Jan 09 • 0730-0800 Registration, coffee • 0800-0845 Workshop Opening: • Administrative Remarks • Workshop Overview • Commander’s Welcome • 0845-0945 Keynote Speaker: Mr. Paul Wirt; Chief, EMO; FT Bragg • 0945-1000 Break • 1000-1100 Big Mo, Big Bro, Let's Go  • 1100-1115 Instructions for Afternoon Team Break-out Sessions  • 1115-1230 Lunch  • 1230-1630 Team Sessions

  6. FT Drum Goal Setting Workshop Agenda • Day Two • Wednesday, 7 Jan • 0730-0800 Registration, coffee • 0800-1200 Team Goal Setting Sessions • Training Enablers • Communities • Human Capital • 1230-1630 Team Goal Setting Sessions • Logistics • Infrastructure and Utilities

  7. FT Drum Goal Setting Workshop Agenda • Day Three • Thursday, 8 Jan • 0730-0800 Registration, coffee •  0800-0930 Team Goal Setting Sessions •  0930-1000 Break and Teams Move to Plenary Briefing Room •  1000-1045 Presentation of Initial Goals to Garrison Commander •  1045-1100 Attendees Vote for Final Goals •  1100-1330 Extended Lunch Break • 1100-1230 Final Goals Selections – Wall Walk • 1230-1330 Working Lunch Prepare Guidance for Teams to Finalize Goals •  1330-1600 Team Sessions - Final Directions Provided to Teams, develop Final Goals

  8. FT Drum Goal Setting Workshop Agenda • Day Four • 0730-0800 Registration, coffee • 0800-0900 Team Sessions, prepare presentations of Final Goals • 0900-0930 Break and Teams Move to Plenary Briefing Room • 0930-1030 Presentation of Final Goals to Command Group • 1030 -1100 Description of Next Steps and Concluding Remarks • 1100 Workshop Adjourns

  9. PLAYBOOK OUTLINE: • INTRO: Group Gets to Know Each Other • Step 1: Group Agrees on Rules and Roles • Step 2: Group Agrees on Purpose and Agenda • Step 3: Group Discusses Issues and Challenge • Step 4: Group Identifies Potential Desired End States • Step 5: Group Defines Initial Goals and Proponent • Step 6: Groups Brief Initial Goals & Vote • Step 7: GC Wall-walk to Review Votes/GC Feedback • Step 8: Refine Goals/Identify Objectives & Teams • Step 9: Final Presentations to GC

  10. List of Posters and Worksheets • Posters (large), one copy per team • Slides 21-23, Definitions • Slide 33, Significant Issues • Slide 34, Sustainable Installation • Posters (11X17 inches), 2-3 copies per team • Slides 5-8, Agenda • Slides 27-29, Suggested breakout agendas • Slides 49-50, Final Goal template • Worksheets (8.5X11 inches), 25-30 copies per team • Slide 38, Desired end state template • Slide 42, Initial Goal template

  11. INTRODUCTION: Group gets to know each other

  12. INTRODUCTION (30 minutes) • Activity: • Go around room and have everyone introduce themselves providing the answers to questions below. • Questions: • Name, real job when not at meetings? • Years of work experience? • What are your expectations for this Workshop? • Purpose/Product: • Recorder captures jobs, years of experience, and expectations on three separate sheets. • Facilitator reviews list of types of jobs, years of experience, and expectations. • (Message – The TEAM has multiple disciplines and perspectives, lots of years of experience, and many expectations. This group will be able to accomplish the task at hand)

  13. Step 1: Group Agrees on Rules and Roles

  14. RULES AND ROLES AND DEFINITIONS (15 minutes) • Activity:  • Facilitator discusses jobs of facilitator, team leader, timekeeper, & team members (Slides 15-19 ) • Facilitator explains survey via thumbs (reminding group to go for good, not perfect) • Thumbs up = OK, I can support this idea; • Thumbs down = no, can’t live with it; • Thumbs sideways = keep talking; • When does the group move on? Unanimous thumbs up. • If you have a “holdout” after further discussion, then you’ve probably got a parking lot issue that the team leader captures. • Elect timekeeper (survey with thumbs) • Discuss & post suggested ground rules on butcher paper (example slide 20); encourage group to add to or discuss any example item • Agree on ground rules (survey with thumbs) • Present & Discuss definitions (on slides # 21-23) • Purpose/Product: • Establish group cohesion and understanding of HOW they will work together • Start using ground rules (thumbs especially)

  15. Team Leader’s Role • Take permanent role in determining/recruiting team members • Help facilitator keep team focused during Workshop • Help Commander choose final goals at Workshop • Participate / contribute ideas, opinions, etc. • Lead follow-on strategic planning meetings

  16. Team Member’s Role • Contribute ideas/technical expertise at Workshop and follow-on team meetings • Do specific planning tasks requested by team leader • Communicate relevant plan elements back to organizational leadership and staff • Execute relevant plan objectives • Report back to team leader on progress towards objectives

  17. Facilitator’s Role • Help team establish ground rules • Build teamwork / full participation /consensus • Get team to identify THEIR desired results • Keep team active, balanced, focused & on-time

  18. Recorder’s Role • Capture and summarize team members’ ideas • Prepare team PowerPoint presentations at Workshop • Document team results at end of Workshop

  19. Timekeeper’s Role • Keep Team on time during the Workshop: • Watch Your Watch • Enforce Rules for Breaks • Reconvene Team at the End of a Break • Consider Using the 50/10 Rule … • Work for 50 Minutes then Break for 10 • Give Team Five & One Minute Warnings • Be Tough on Time

  20. Example Ground Rules • No Bad Ideas • (emphasize “yes, and …” discourage “no but …”) • Respect Each Other’s Ideas • Go for Good not Perfect • First Names Only - Check Titles at the Door • Actively Participate - Listen More than You Talk • Seek Consensus • Consensus means we all understand and can live with a position • Survey with “thumbs” to gain consensus

  21. Useful Definitions Sustainment (DoD Joint Publication 1–02, DOD Dictionary of Military and Associated Terms) The provision of personnel, logistic, and other support required to maintain and prolong operations or combat until successful accomplishment or revision of the mission. Sustainability(DoD Joint Publication 1–02, DOD Dictionary of Military and Associated Terms) Military capability: The ability to achieve a specified wartime objective (win a war or battle, destroy a target set). It includes four major components…. d. sustainability--The ability to maintain the necessary level and duration of operational activity to achieve military objectives. Sustainability is a function of providing for and maintaining those levels of ready forces, materiel, and consumables necessary to support military effort. Sustainability(Brundtland Commission, 1987) Meeting the needs of the present generation without compromising the ability of future generations to meet their own needs. Sustainability (Fort Bragg, 2002) Managing our human and natural resources to support the present mission without compromising our ability to accomplish the mission in the future.

  22. Planning Definitions • Strategic Goals • Long-range change targets that move toward a sustainable installation; the “headline” that captures the essence • Strategic Objectives • Measurable, intermediate end-states that accomplish the goals in whole or in part during current POM cycle (FY08-15); they may represent a category of solutions (e.g., sustainable infrastructure requires sustainable siting, energy, water, materials, & operations) • Action Plans • 1- to 2-year long initiatives and specific tasks/activities within an initiative; includes responsible office/individual • End-State • An explanation of what we mean by the goal. How does Fort Huachuca look when we’ve gotten where we want to go? • A concrete description of the future reality: “Zero boot print Army” • NOT a description of activity or condition, such as “Installation of Choice”

  23. Planning Definitions (cont.) Issue = The situation or challenge that needs to be resolved to ensure mission sustainability Milestones = Qualitative & quantitative measures of results Metrics = Annual intermediate end-states that measure progress toward each objective (aka “targets”) Proponent = Owner of the process that must changed to meet the goal Stakeholders =Every organization (internal & external) that is affected by the ability to achieve the goals Timeframe = Year the final end-state is reached

  24. Step 2: Group Agrees on Their Purpose and Agenda

  25. GROUP PURPOSE STATEMENT AND AGENDA (15 minutes) • Activity: • Facilitator draws upon guidance from Command staff for the Workshop and the team and outlines a basic agenda for the group to discuss to reach a shared understanding • Survey with thumbs to confirm all understand Command staff’s challenges and the teams’ scope of activities • Outline a suggested agenda (next two slides). Discuss and fill in gaps by asking the group to brainstorm ideas, then survey with thumbs for concurrence. • Questions: • The challenge statement from Command Staff is a given for our group. Is there anything about it that we need to discuss? Any questions? If so, address questions and park concerns. • Do we agree that by following this agenda we will accomplish the Workshop mission??

  26. Deliverables due This Week • Initial goals briefing – 10:00 Thursday • Final goals briefing – 09:30 Friday • Deliverables due Post – Workshop • Workshop AARs – from Facilitators to Mike La Duc by 19 Jan 09

  27. Suggested Breakout Agenda Days 1 and 2 • Sustainability Workshop Teams • Tuesday 6 Jan • 1230-1300 Introductions – Groups Get to Know Each Other • 1300-1315 Step 1, Rules and Roles • 1315-1330 Step 2, Purpose & Agenda • 1330-1630 Step 3 Discussion of Activities, Issues and Challenge and Identification of Additional Issues • 1630 Workshop Adjourns for the Day • Wednesday 7 Jan • 0800-0900 Step 4, Identify Potential Desired End States • 1000-1200 Step 5, Define Initial Goals and Proponents • - OR - • 1230-1330 Step 4, Identify Potential Desired End States • 1330-1630 Step 5, Define Initial Goals and Proponents

  28. Suggested Breakout Agenda Day 3 • Sustainability Workshop Teams • Thursday, 8 Jan • 0800-0930 Continue Step 5, Define Initial Goals, Prepare Briefing • 0930-1000 Break and move to plenary room. Facilitators and Recorders ensure that briefings are transferred electronically to plenary room projection computer by 0940, that two copies of initial goals are printed by 0950, and that team members have voting dots. • 1000-1045 Plenary – Step 6, Brief Initial Goals • 1045-1100 Initial Vote • 1100-1330 Team Members released for lunch • 1100-1230 Step 7, Team Champions, Leaders, Facilitators and Recorders participate in Wall Walk with GC to select Final Goals • 1330-1400 Teams reconvene, receive feedback from Team Leader and Facilitator on preparing final goals • 1400-1600 Step 8, Prepare Final Goals & Teams • 1600 Adjourn for Day

  29. Suggested Breakout Agenda, Day 4 • Sustainability Workshop Teams • Friday, 9 Jan • 0800-0900 Step 8/9, Refine Goals and Teams, Prepare Briefing • 0900-0930 Break and move to plenary room. Facilitators and Recorders ensure that briefings are transferred electronically to plenary room projection computer by 0910, that at least one copy of the briefing is printed by 0920 • 0930-1030 Plenary - Final Presentations to Whole Workshop • 1030-1100 Plenary • Next Steps • Command Group Concluding Remarks • 1100 Workshop Adjourns

  30. Review challenge statement from GC

  31. Step 3: Group Discusses Baseline Issues

  32. BASELINE SUSTAINABILITY ISSUES (90 minutes total) •  Activities: • Team Leader or Facilitator goes through Pre-planning Workshop Team Briefing in Team AAR PowerPoint file (20 min) • Facilitator discusses definitions of “significant issue” and “sustainable installation” on next 2 slides (5 minutes) • Team discusses issues & challenges not covered in Pre-planning Workshop (60 min) • (Facilitators – capture any additional issues not covered in workshop 2 on a slide for the After Action Report)

  33. Issues are significant if they: • Constrain military mission • Reduce soldiers/families/community quality of life • Aggravate local/regional concerns about the economy or environment • Cost a lot of money to manage • Damage the environment or deplete resources past the point of recovery

  34. A Sustainable Installation... • Optimizes the military mission • Provides for the well-being of soldiers and families • Great Facilities • Strong cultural/community services • Has a mutually-beneficial relationship with the local community • Is life-cycle cost-effective to operate • Systematically decreases its dependence: • on fossil fuels and mining; • on non-biodegradable and toxic compounds; • Does not use resources faster than nature can regenerate them; • Operates within its “fair share” of earth’s resources

  35. Additional Significant Issues

  36. Step 4: Group Identifies Potential Desired End States

  37. Desired End States (45 min) • Activity • Group lists possible end states to address baseline issues. • Use “think-write-talk” to capture key ideas: • 1)Have each person write down 1-3 bullet ideas to challenge the group to think of actions that move FT Drum to a more sustainable “end state”, as presented by the guest speakers. • 2)Go around table and ask each person for one end state to address any issue listed, • 3) Group into columns of similar ideas or themes, => it may be helpful to ask the team to clump them on the fly • 4)Review themes with group and use them to organize the issues into logical themes. • 5) Review Sustainability definitions • 6) Review end states and themes with respect to the definition of significant • 7)Use “thumbs” to survey / get concurrence on the potential desired end states. • MATERIALS: Need 8 ½ X 11 sheets, sharpies, tape • Questions: • For baseline issues that are significant, ask “What do you want FT Drum to look like/accomplish in this challenge area by 2034?” • *Baseline issues are a “pre-curser” to the challenge statements” • Purpose/Product: Identify the basis for strategic goals.

  38. Template for Desired End States Issue: Desired End State: Timeframe:

  39. Step 5: Group Determines Initial Strategic Goals and Proponents

  40. CREATING INITIAL STRATEGIC GOALS -  Top 5-10 Initial Goals for presentation to plenary session and voting. • Activity: Group lists and prioritizes strategic goals. • 1) Discuss the elements of strategic goals on slides # 22 (and poster), and example goal on slide # 41. Review the required components of each strategic goal. • Issue: • The desired end-state: • The metric: • The timeframe to achieve the goal: • Proponent Organization: • 2) Break into teams to work on initial strategic goals from desired end states developed in previous step. • 3) Use initial strategic goal template shown on slide # 42 to develop proposed initial sustainability goals. Capture related issues and desired end states on the notes pages of each initial goal • MATERIALS: Need “blank” pages with goal templates to distribute • 4) Have each team brief initial goals to workgroup and make changes to reach consensus. • 5) Questions • What is the desired end-state (or outcome)? • How are we going to measure it? • What year will we accomplish it? • Who should be the proponent? • Facilitators take 8 ½ x 11 sheets and post on large sheet when done

  41. Example goal • Goal: 50% increase in energy efficiency and conservation through secure, renewable and sustainable energy systems and services • Metric(s): • % energy purchased from outside sources • % energy from renewable energy sources • # of power distribution sources • # of redundant power sources • Total energy use (conservation efforts) • Life-cycle costs on energy supply and services • Timeframe: 2033 • Proponent: DPW

  42. Initial Strategic Goal Goal: End State: Issues Addressed: Proponent: Timeframe:

  43. Step 5 continued: Group Prepares Initial Strategic Goals and Proponents Briefing and Poster for Voting

  44. PREPARE for INITIAL GOAL PRESENTATION and VOTING • Elect/select a presenter from the group, preferably the team leader • 2) Facilitator and recorder assist Presenter and support his/her team in preparing for the plenary presentation. REHEARSE THE BRIEFING – you will only have 10 MINUTES TO BRIEF. • 3) Create the initial goal briefing in PowerPoint. It should have a copy of slide # 42 for each goal. Capture the related end states and issues for each initial goal in the notes pages. Print at least two copies of this file, one for the briefer, and one to post on butcher paper for voting. • 4) Before sending group back to plenary session, pass out a strip of dots to each person. Explain that after the initial goals are presented, and CMD Group provide some feedback, everyone will get to vote for the final goals. They can use all of their dots on one goal, or spread them in any combination among different goals. • 5) FACILITATORS - After the initial goal briefs, while voting is going on, get all the initial goals briefings from the main computer in the plenary room. Final deliverable back to installation will contain as backups slides each initial goal that was consolidated into the final goal(s) for that team.

  45. Presenter GuidelinesInitial Goals Brief Ask presenter to start briefing by • Greeting the senior military officers and civilians present • Introducing themselves and their topic

  46. Step 6: Plenary – Initial Goal Briefs and Voting (90 minutes) Step 7: GC Wall-walk with Facilitators and Team Leaders - Feedback for Goal Refinement (60 minutes)

  47. Step 8: Group Prepares Final Goals and Defines Teams (120 minutes)

  48. Prepare final goals, supporting objectives, and define teams (80 min) • CMD Group rep will identify final goals, provide feedback on them, and assign them back to the groups for final polishing. Each group will have 1 -3 final goals to work with. Recorder will capture any suggested changes to wording. • Activity: • 1) Facilitator / Recorder will review final wording of goal based on feedback received. Group will reach consensus on proposed changes using survey with thumbs. • 2) Review the definition of “stakeholder”. Ask each group member to list the organizations that must be on each team in order to accomplish the goal, and what their role/responsibility will be. These should include organizations external to FT Drum where appropriate. • 3) Go around the table and ask each person for 1 stakeholder/role, keep going around until no new ideas. Survey with thumbs for consensus on team make up and responsibilities. • Questions: • Who are the stakeholders? (see definition of stakeholders on poster.) What role does each one play? What will they be expected to contribute to accomplishment of goal? Should they be a permanent member of the team, or brought in as needed on specific objectives? • Purpose/Product: Polished final goals, with proponent, team members, roles/responsibilities outlined.

  49. Final Strategic Goal - Slide 1 • Goal: • Metric(s): • Timeframe: • Proponent: Deliverable

  50. Final Strategic Goal - Slide2 • Proponent Organization: • Team Member/Role: • Team Member/Role: • Team Member/Role: • Team Member/Role: • Team Member/Role: • Team Member/Role: • Team Member/Role: Deliverable