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Designing Meetings for CollaborationWebinar
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Introduction
Svetlana Mukhina
ICAgile ICP, ICP-ATF, ICP-BVA, PSM I
Agile and Career Coach at Luxoft Agile Practice
Experience: 12+ years in IT, Project and department management,
Computer Linguistics, Technical Writing, Quality Assurance
Interests: Project management, Agile transformation, Career and
performance coaching, Psychology
Hobbies: Horse riding, music, poker, travelling
Linkedin: https://www.linkedin.com/in/svetlanamukhina
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Session Plan
Meeting Flow;
Meeting Design Checklist;
Questions to Sponsors;
Meeting Organizing Tools;
Video on graphic facilitation;
Do and Do not of graphic facilitation;
Meeting structure template and sample
Agenda
Facilitator Guide
Q/A
Attendance code
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Designing Meetings for Collaboration
Evaluate Design Conduct Document Evaluate
Decide
Evaluate
ExploreDiscussionBrainstormingMindmappingWorld CaféHand signalsRound Robin
Multi-VotingRome votingFist of FiveConsensus
Screening MatrixAffinity line
Pro/ConPareto analysis
Worst/Best analysisCartesian
coordinates
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Meeting Design Checklist
Prepare
• Define topic and goal • Work out agenda and
structure• List participants • Identify key
stakeholders/sponsors • Prepare agenda and
meeting structure• Set timings • Define tools and
techniques • Define input and output
documents• Arrange environment • Work out plan B
Conduct
• Opening• Introduce participants• Gather information• Explore meeting subject
matter and objectives• Evaluate resulted data • Make decisions• Closing
Follow-up
• Send minutes of meeting in the format of action items
• Track commitments• Inform about next events
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Questions to Sponsors
Purpose and Objectives
What is the primary purpose of this meeting?
What are the desired objectives?
What decisions, if any, will be made at this meeting? How much can the group realistically expect to accomplish?How will you know it’s been successful?
Participants and Roles
Who are the group members?
What are the backgrounds of the individuals and organizations? What are the interpersonal dynamics?
Who will serve as the meeting leader?
Is the facilitator neutral and perceived as such? What decision making authority does the group have? Will there be other people helping?Will the appropriate people be present to finalize decisions?
Logistics
Where will the meeting be held?
Who is the contact person for logistical arrangements?
Is this the most appropriate location?
What kind of space, furniture, lightingWhat are the starting and ending times? Are there breaks?Have arrangements been made for food and beverages? Is any additional equipment needed?
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Meeting Organizing Tools
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Great Video on Graphic Facilitation
https://www.youtube.com/watch?v=S5DJC6LaOCI
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Graphic Facilitation: Accurate Printing
1. Write in capital letters 2. Write in straight letters 3. Write in plain letters
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Graphic Facilitation: Different Colors
1. Mono Means Monotonous2. Dark colors for general information 3. Bright colors for highlighting
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Graphic Facilitation: Plain Formatting
1. Bulleting 3. Margins 2. Outline
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Graphic Facilitation: Graphical Elements
1. Banners for
titles
2. Arrow for connections 3. Icons for animation
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Graphic Facilitation: Convenient Environment
1. Title flipchart
pages
2. Make sure people read what you write3. Add more more flipchart
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Drawing Banner
https://www.youtube.com/watch?v=
YzsJRzZ9MP0
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Recording of the Webinar on Data Visualization
https://www.linkedin.com/pulse/20141202230246-48371619-follow-up-on-the-webinar-the-power-on-
visualization
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Facilitating Full Participation Template
Explore
Evaluate
DecideO
pen C
lose
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Facilitating Full Participation Sample
6 Thinking Hats
Screening Matrix
Consensus
Trib
es
Actio
n Ite
ms [W
hat, W
ho,
Wh
en]
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Warm-up: Tribes
A person stands out of the group and says 3 facts about oneself:
I’m Svetlana
I’m Agile coach
My team enjoy going to cinema
The teams join the person
High-five
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Six Thinking Hats by Edward de Bono
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Screening Matrix
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Consensus
Consensus is a group decision-making process in which group members develop, and
agree to support, a decision in the best interest of the whole. It has its origin in the
Latin word cōnsēnsus (agreement), which is from cōnsentiō meaning literally feel
together.
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Sample Agenda (LO 2.2.3)
The purpose of the technical workshop is to discuss, analyze and decide on the implementation approach for Phase II deliverables 10 00–10 20 Introduction
10 20-10 30 Warmup
10 30-11 30 What are the Phase II deliverables?
11 30-11 45 Break
11 45-12 30 What are known implementation approaches for the deliverables?
12 30-1 00 What parameters of the deliverables should be taken into account?
1 00-2 00 Lunch
2 00-2 30 What are the risks of discussed implementation approaches?
2 30-3 30 What is the final list of chosen implementation approaches?
3 30-3 50 Break
3 50-4 30 What are our next steps?
4 30-4 50 Who will be responsible for the next steps?
4 50-5 30 Q/A and closing
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Facilitator Guide (LO 2.2.3 )
It is document that presents information for a facilitator about how to prepare to deliver professional facilitation service to groups and individuals.
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