RUNNING SUCCESSFUL AGILE COLLABORATIVESESSIONS Las Vegas IIBA Meeting

July 7, 2009

Steve Blash, PMP

Greta Blash, PMP

Blash Enterprises, Inc.

702 917-2444

AGENDA

Introduction to Facilitated Collaborative Meetings

FCM Framework

FCM Planning

FCM Process

FCM Results

“The time has come,” the Walrus said,“to talk of many things.”

INTRODUCTION TO FACILITATED COLLABORATIVE MEETINGS (FCM)

Background

… JAD

Chuck Morris, IBM Raleigh and

Tony Crawford, IBM Toronto - 1970s

… SCRUM

Hirotaka Takeuchi and Ikujiro Nonaka - 1986

BENEFITS

Accelerated Sessions

Improved Communication

Increased Quality

Enhanced Teamwork

Reduced Wasted Time

Superior Documentation

MEETING CATEGORIES

Informational

… One-time

… Recurring

Training/Coaching

Decision Making

Problem-Solving

… Single session

… Multiple sessions

“It would have made a dreadfullyugly child: but it makes rather a handsome pig, I think”

FCM FRAMEWORK

Planning

Executing

Monitoring and Control

Closure/Results

FCM PLANNING

Why - Purpose

What – Content and Outcome

Who – Roles

How - Techniques

When and Where - Logistics

“Would you tell me, please, which way I ought to go from here?”

“That depends a good deal on where you want to get to,” said the Cat.

MEETING CONTENT

• Subject matter of the meeting

• Purpose of meeting related to subject matter

• Medium used

• High Tech

• Low Tech

• Content must be:

- Defined before or created in meeting

- Stated and written for all to view

- Discussed and understood by all participants

- Refined or modified to meet expectations

PARTICIPANTS

Team oriented individuals

Have the most important role

Are responsible for what transpires in meeting

Perform the work

Make decisions

Solve problems

MEETING ROLES

Participants must:

- Play a role in the meeting

- Understand the responsibility of each role

- Control the quality of the content

- Have a profile on their background related to the meeting

FCM EXECUTION

Needs to be controlled

Needs to be orchestrated 

Requires participants to speak and listen

Needs rules regulating behavior of participants

ELICITATION TECHNIQUES

Flip-charting

Brainstorming

Facilitated Dialogue

Nominal Group

Affinity Analysis

Prioritization Techniques

Break-out Groups

“Curiouser and curiouser,”

MEETING SESSIONS

Opening

… Ground rules

… Process review

Content Preparation

… Build

… Review

Closing

TEAM MEMBERS• Presenter: Presents the context of meeting

• Facilitator: Conducts and controls meeting

• Recorder: Responsible for documenting content, issues and notes of meeting

• Participants:

– Generates meeting content

– Identify issues

– Assure the quality of meeting

• Stakeholder: Advocates meetings

• Observers: View meeting, but does not participate

• Mentor (optional)

FCM MONITOR/CONTROL

Facilitator must ensure that the meeting content is related to the:

- Purpose of the meeting

- Meeting objectives

- Meeting agenda

- Meeting deliverables

WORKSHOP BEHAVIOR RULES (1 OF 3)

• Meeting Process Rules

– Don't talk on top of others

– Be aware of time

– The facilitator is in charge

“Take care of the sense, and the sounds will take care of themselves”

WORKSHOP BEHAVIOR RULES (2 OF 3)

• Meeting Content Rules

– Listen attentively to others

– Focus on subject matter

– Don't worry about correcting spelling or grammar errors 

WORKSHOP BEHAVIOR RULES (3 OF 3)• Participant Rules

– Limit side conversations

– Each person has the right to speak

– All team members are equal

– Criticize the work, not the person

– If you can't be nice, don't participate

– What's said - stays in the room (not only in Vegas)

FCM CLOSURE/RESULTS

The artifacts of the meeting must include:

… Planning documents

… Session conversation

… Finalized deliverables

… Review/feedback

SUMMARY

FCM can be used to improve problem-solving or creative meetings

Planning, Execution, Monitoring and Control and Closure are essential for success

- “Begin at the beginning,” the King said, very gravely, “and go on till you come to the end: then stop.”

For more information please feel free to contact us:

Steve Blash, PMPGreta Blash, PMPgreta@blashenterprises.comsteve@blashenterprises.com702 917-2444

Graphics : http://victorianweb.org/art/illustration/tenniel

Thank You

WORKSHOP BEHAVIOR RULES

• Meeting Process Rules

– Don't talk on top of others

– Be aware of time

– The facilitator is in charge

• Meeting Content Rules

– Listen attentively to others

– Focus on subject matter

– Don't worry about correcting spelling or grammar errors 

• Participant Rules

– Limit side conversations

– Each person has the right to speak

– All team members are equal

– Criticize the work, not the person

– It's O.K. to disagree

– If you can't be nice, don't participate

– What's said - stays in the room (not only in Vegas)