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Draft 2 Feb 10 Facilitator Playbook

Draft 2 Feb 10 Facilitator Playbook. USAG Grafenwoehr Goal Setting Workshop. 9-11 February 2010. Purpose.

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Draft 2 Feb 10 Facilitator Playbook

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  1. Draft 2 Feb 10Facilitator Playbook USAG Grafenwoehr Goal Setting Workshop 9-11 February 2010

  2. Purpose • This Handbook provides a recommended approach for facilitators & recorders during the Goal SettingWorkshop. You may find it useful to prepare a modified copy specific to your team that includes their information from the preplanning session and hides the slides you don’t want to project. • Your Teams develop two products during this Workshop: • Initial Goals briefing (presented Day 2, Wednesday) • Final Goals briefing (presented Day 3, Thursday) • 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 12 Feb 10 • Templates for the two briefings & the AAR are provided (PowerPoint file: “Template AAR”)

  3. USAG GrafenwoehrTeam Leaders & Facilitators

  4. US Army Garrison Grafenwoehr Installation Strategic Sustainability Plan Goal Setting Workshop 9-11 February 2010 Tuesday, 9 February 2010 Executive Session 0815-0855 Registration PAI/PAO 0900-0905 Opening Remarks COL Sorenson 0905-0920 ISSP Overview Lynn Odom 0920-0925 Key Note Speaker Intro COL Sorenson 0925-0945 Key Note Speaker BG Salazar 0945-1000 JMTC Mission BG Salazar/COL Higgenbottom/COL Carson 1000-1020 Break 1020-1035 Economic Impact Mr. Kammerer 1035-1050 Forest/Land Management Mr. Maushake 1050-1105 Environmental Management Mr. Rieck 1105-1120 Infrastructure Mr. Spendlove 1120-1135 Workforce Ms. Cooper 1135-1150 Medical Support B-MEDDAC 1150-1205 Services Ms. Binder 1205-1220 Security and Emergency Response LTC Driscoll 1220-1222 GTA 100 Year Celebration COL Higgenbottom 1222-130 Discussion and closing COL Sorenson/COL Higgenbottom 1230-1330 Lunch Break 1330-1630 Team Working Sessions

  5. US Army Garrison Grafenwoehr Installation Strategic Sustainability Plan Goal Setting Workshop 9-11 February 2010 Wednesday, 10 February 2010 0730-0800 Registration, Coffee 0800-1200 Team Working Sessions 1200-1300 Lunch Break 1300-1430 Team Sessions Continue 1430-1500 Break and move/reconvene all teams to plenary location 1500-1545 Presentation of Initial Goals to Garrison Commander 1545-1600 Attendees Vote for Final Goals 1600 Main Body of Summit Adjourns 1600-1700 Final Goals Selections- Wall Walk (COL Sorenson, Team Leaders, Facilitators)

  6. US Army Garrison Grafenwoehr • Installation Strategic Sustainability Plan Goal Setting Workshop • 9-11 February 2010 • Thursday, 11 February 2010 • 0730-0800 Registration, Coffee • 0800-1030 Team Working sessions to develop Final Goals and Presentations • 1030-1100 Break, Teams move to plenary location • 1100-1200 Presentation of Final Goals to Command Group • 1200 - 1230 Concluding Remarks, Next Steps • 1230 Workshop Adjourns

  7. 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

  8. List of Posters and Worksheets • Posters (large), one copy per team • Slides 22-24, Definitions • Slide 35, Significant Issues • Slide 36, Sustainable Installation • Posters (11X17 inches), 2-3 copies per team • Slides 5-7, Agenda • Slides 29-31, Suggested breakout agendas • Slides 52-53, Final Goal template • Worksheets (8.5X11 inches) • Slide 40, Desired end state template, 25-30 copies per team • Slide 44, Initial Goal template, 20 copies per team • Slide 62, Draft Objectives template • Slide 59, Quick win projects template, 20 copies per team • Slide 10, Sign-In Sheet, 3 copies per team

  9. Sign-In Sheet

  10. INTRODUCTION: Group gets to know each other

  11. INTRODUCTION • 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? • Icebreaker (what are you reading? what did you have for dinner last night, who did you root for in the SuperBowl?) • Who participated in the previous planning session? • 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)

  12. Step 1: Group Agrees on Rules and Roles

  13. RULES AND ROLES AND DEFINITIONS • Activity:  • Facilitator discusses jobs of champion, facilitator, team leader, timekeeper, & team members (Slides 15-20) • 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 21); encourage group to add to or discuss any example item • Agree on ground rules (survey with thumbs) • Present & Discuss definitions (on slides # 22-24) • Purpose/Product: • Establish group cohesion and understanding of HOW they will work together • Start using ground rules (thumbs especially)

  14. 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

  15. 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

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

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

  18. 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

  19. 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

  20. 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 (IMCOM, 2009) Sustainability is about managing resources so we always have them when we need them to accomplish the mission. Our mission critical resources include but are not limited to: Human Capital (including knowledge), Natural Resources, Infrastructure (fixed and mobile), Information Technology, Financial Resources, and Energy.

  21. 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. What do we look like 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”

  22. 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 or term if specific year not known: short- (1-3 yrs), mid- (4-9 yrs) or long-term (10-25 yrs)

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

  24. GROUP PURPOSE • 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. • Good time to ask who participated in the preplanning session if you did not ask during introductions – have them help you answer questions about the challenge or major activities. • Survey with thumbs to confirm all understand the challenge statements and the teams’ scope of activities. • If a senior staff proponent/team champion (Deputy CDR or Director-level) is participating on the team, consider asking for their expectations of the workshop if not done during introductions. • 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. (optional exercise – many groups really can’t provide useful feedback on agenda since they haven’t been through the process – alternative approach is to tell them that we’ve developed an agenda that will get them though on time if we follow it.) • Questions: • The challenge statement from the Preplanning session is given for our group. Is there anything about it that we need to discuss? Does everyone understand it? Any questions? If so, address questions and park concerns.

  25. Review challenge statement (Insert the slides from Challenges and Command & Control session Results Briefing)

  26. Deliverables due This Week • Initial goals briefing – 1500 Wednesday • Final goals briefing – 1100 Thursday • Deliverables due Post – Workshop • Workshop AARs – from Facilitators to Mike La Ducby 12 Feb 10

  27. Suggested Breakout Agenda Day 1 • Sustainability Workshop Teams • Tuesday 9 Feb • 1230-1330 • 1330-1400 Introductions – Groups Get to Know Each Other • 1400-1415 Step 1, Rules and Roles • 1415-1430 Step 2, Purpose & Agenda • 1430-1500 Sustainability Presentation/Discussion • 1500-1630 Step 3 Discussion of Activities, Issues and Challenge and Identification of Additional Issues • 1630 Workshop Adjourns for the Day

  28. Suggested Breakout Agenda Day 2Sustainability Workshop Teams Wednesday 10 Feb 0800-1000 Step 4, Identify Potential Desired End States 1000-1200 Step 5, Define Initial Goals and Proponents 1200-1300 Lunch Break 1300-1330 Step 5 continued, complete Initial Goals 1330-1430 Prepare Briefing 1430-1500 Break and move to plenary room. Facilitators and Recorders ensure that briefings are transferred electronically to plenary room projection computer by 1440, that three copies of initial goals are printed by 1450 (four copies if your briefer wants one), and that team members have voting dots. • -1545 Plenary – Step 6, Brief Initial Goals 1545-1600 Initial Vote 1600-1700 Step 7, Team Leaders, Facilitators and Recorders participate in Wall Walk with GC to select Final Goals

  29. Suggested Breakout Agenda Day 3 • Sustainability Workshop Teams • Thursday 11 Feb • 0800-1000 Step 8, Teams develop Final Goals & Teams • 1000-1040 Step 9, Prepare Briefing • 1040-1100 Break, Teams move to Gabriel Auditorium. Facilitators and Recorders ensure that briefings are transferred electronically to plenary room projection computer by 1040, • that two copies of the briefing are printed by 1045 (three • copies if your briefer wants one) • 1100-1200 Presentation of Final Goals to Command Group • 1200-1230 Concluding Remarks, Next Steps • 1230 Workshop Adjourns

  30. Sustainability Presentation/Discussion (basic slides to be provided)

  31. Step 3: Group Discusses Baseline Issues

  32. BASELINE SUSTAINABILITY ISSUES •  Activities: • Team Leader or Facilitator goes through Pre-planning Workshop Results Briefing in Team AAR PowerPoint file. • Facilitator discusses definitions of “significant issue” and “sustainable installation” on next 2 slides • Team discusses issues & challenges not covered in Pre-planning Workshop • When identifying additional issues, make sure team members provide enough information be able to tell what the issue is… • “Warehouse Space” is not an issue statement, • “Insufficient warehouse space results in damage to equipment from improper storage.” or “Lack of centralized warehouse space causes delays in issuing equipment to units/soldiers.” are a little wordy, but identify the issue(s). • Solutions are not issues. Sometimes folks will list projects they think the Garrison should pursue, or endstates instead of issues. Encourage them to translate these ideas into the underlying problem. • And remember – “Money” is not an issue. What is it that cannot or will not be done properly? – that’s the issue • Capture the issues on an easel pad or in the addition issues slide in AAR. If you get a lot of additional issues it may be easier to have the team members write the issues down on paper or post-it notes (one issue per piece), then organize or “clump” related issues together before starting the next step (desired end states). Clumping is not necessary, but may be useful if you end up with more than 12-15 separate issues when some are clearly related. • Determine (from both the original issues and the additional issues) which are “significant” enough to carry through this strategic planning process (group consensus or vote) • (Facilitators – capture additional issues not identified during Preplanning on a slide for the After Action Report)

  33. Sustainability Issues • What is making your job difficult now? • What will become a problem if we don’t start doing something different? • What do you see coming in the future that we’re not ready for? • What would you like to change if you could? • What takes up a lot of your time/money? • Look at the Significant Issues poster to generate more questions. 33

  34. 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

  35. 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

  36. Additional Significant Issues

  37. Step 4: Group Identifies Potential Desired End States What do you want USAG Grafenwoehr to look like or accomplish in this challenge area by 2035?

  38. Desired End States • 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 (each on a separate piece of paper) to challenge the group to think of actions that move to a more sustainable “end state”, as presented by the speakers, the “Sustainable Installation” slide, and start answering the Challenge statement. • 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. • Alternate Approach: If you “clumped” issues in the previous step, break the team into sub-groups, give each group one of the issue clumps, have them draft one or more desired end states for each “clump”. • Materials: Need 8 ½ X 11 sheets, sharpies, tape, “Desired End States” template (next slide) • Questions: • For baseline issues that are significant, ask “What do you want to look like/accomplish in this challenge area by 2035?” • *Baseline issues are a “pre-curser” to the challenge statements” • Purpose/Product: Identify the basis for strategic goals.

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

  40. Example Desired End States Issue: Regional traffic congestion created by population growth complicated by inadequate infrastructure Desired End State: Traffic flow unimpeded by infrastructure constraints Timeframe: 2015 40

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

  42. 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 # 23 (and poster), and example goal on slide # 45. Review the required components of each strategic goal: • Goal Statement • The desired end-state • Issues Addressed • The timeframe to achieve the goal (specify either short (1-3 yrs), mid (4-9 yrs) or long term (10-25 yrs))? • 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 # 44 to develop proposed initial sustainability goals. Capture related issues and desired end states on the notes pages of each initial goal • 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)? • Can the goal be accomplished in the short (1-3 yrs), mid (4-9 yrs) or long term (10-25 yrs)? • Who should be the proponent? • Process Note: Encourage team to develop three or more initial goals, do not consolidate too soon into a single goal. The additional detail of multiple goals helps to communicate the scope the team was addressing to the greater audience during the briefing and voting, also helps with the pre-wall walk clumping. • Facilitators take 8 ½ x 11 sheets and post on large Post-It sheet when done

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

  44. Example Initial Strategic Goal Goal: Infrastructure self-sufficiency, including on-post renewable sources for energy End State: Comprehensive use of existing and emerging technologies to sustain infrastructure (including solar, wind, geothermal, and biomass) Issues Addressed: Need to enhance security, disaster recovery, reliability, and conservation of energy Proponent: Public Works Timeframe: Long term (10-25 yrs) 44

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

  46. 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 # 44 for each goal. Capture the related end states and issues for each initial goal in the notes pages. Print at least three copies of this file, including one for the Commander, one for the Deputy, one for the briefer (if he/she desires), 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.

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

  48. Step 6: Plenary – Initial Goal Briefs and Voting Step 7: GC Wall-walk with Facilitators and Team Leaders - Feedback for Goal Refinement

  49. Step 8: Group Prepares Final Goals and Defines Teams

  50. Prepare final goals, supporting objectives, and define teams • 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 Riley 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.

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