Guide to Facilitating Virtual PDRI Sessions

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Table of ContentsIntroduction ............................................................................................3Background .............................................................................................3 What is the Project Definition Rating Index? ........................................3

The Value of a PDRI Assessment ...........................................................3

Learn More About PDRI.........................................................................3

How a PDRI is Conducted ......................................................................3

Role of the Facilitator ..............................................................................4Key Considerations for Virtual PDRI Sessions ...........................................5 The Importance of a Scribe/Co-facilitator ............................................5

Planning ................................................................................................6

Virtual Session Logistics ........................................................................7

Facilitator Orientation ..........................................................................8

Attendee Preparation ...........................................................................8

Virtual Meeting Room Setup ................................................................9

Carve for PDRI Facilitation ..................................................................10

Session Agenda ...................................................................................11

Facilitations Tips .................................................................................12

Summary ............................................................................................... 12Valency’s Expertise in PDRI Facilitation ..................................................13Additional Resources ............................................................................. 14Sources.................................................................................................. 14Checklist for a Virtual PDRI session ........................................................15

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Planning and logistics have always been important components of conducting a productive PDRI session. With the rapid changeover to virtual environments, it is important to understand the factors that contribute to effective PDRI facilitation. Valency has put together this guide to help you prepare for upcoming virtual PDRI sessions.

BackgroundWhat is the Project Definition Rating Index?The Project Definition Rating Index (PDRI) is a methodology used by capital projects to measure the degree of scope definition, identify gaps, and take appropriate actions to reduce risk during front end planning.1

The Value of a PDRI AssessmentUsing PDRI to assess your project team’s progress on scope definition helps identify gaps and mitigate risks that can be addressed during front end planning, before detailed design begins. Project teams realize many benefits: improved cost and schedule performance, increased team alignment, transparency.1

Learn More About PDRITo learn more about PDRI, visit our web page: https://valencyinc.com/pdri

How a PDRI is ConductedThe Construction Industry Institute (CII) developed a series of PDRI templates which consist of three sections (except PDRI MATRS which has four). Each section is broken down into categories and elements. Each element is evaluated and scored by the project team through a facilitated session.

Traditionally, PDRI sessions are in-person meetings that take place over a 4 - 6 hour scheduled time period.

It is becoming increasingly common to conduct PDRI sessions virtually. If project team members are disbursed in different locations, PDRI sessions will have local participants on premise and remote participants joining virtually. The 2020 global pandemic has forced organizations to transition to virtual meeting environments entirely, in some cases.

There are some important considerations to ensure your PDRI sessions are highly productive in a virtual setting.

Introduction

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An Effective Facilitator:

Facilitation is such an important role within the PDRI session that we dedicate a significant portion of our training (PDRI Principles & Practices) to developing facilitation skills for a productive and effective PDRI session.

Role of the Facilitator

Is an expert in group dynamics

Helps a team with problem

solvingRuns the session

Neutral party in dispute

resolution

“A facilitator is a person who helps a group of people to work together better, understand their common objectives, and plan how to achieve these objectives, during meetings or discussions. In doing so, the facilitator remains “neutral”, meaning they do not take a particular position in the discussion.”2“

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Key Considerations for Virtual PDRI Sessions

Importance of a Scribe/Co-facilitatorEvery PDRI session should have a scribe to support the facilitator. The scribe is responsible for capturing all the action items and comments as the session progresses so that the facilitator can remain focused on engaging the group and ensuring key stakeholder voices are heard.

Responsibilities of the Scribe• Assist the facilitator in administrative tasks (such as attendance record)• Captures discussion, score, comments and action items in the PDRI assessment for

each element• Relay participants that need to be heard• Observe body language, subtle signals• Provide prompts to the facilitator to help keep the session on schedule• Manage the chat box• Address any technical connection issues participants encounter

Preparation is key to ensuring a productive PDRI session regardless of the format (virtual, in-person, or a hybrid).

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Key Considerations for Virtual PDRI Sessions

PlanningIdentify Participants

Identify key members of the project team and where they are located as well as a scribe who will assist the facilitator.

� Scribe / Co-facilitator

� Project participants

Note:It is not recommended that the Project Manager facilitate the PDRI session for their own project.

Establish Key Dates

The Project Leader/Sponsor and facilitator should work together to define key dates such as:

� Kick off / introductory call between facilitator, project leader/sponsor

� Pre-meeting / background materials needed for review and discussion

� Pre-session logistics (test audio, visual, become familiar with the virtual meeting functions)

� PDRI session date

� Debrief

� Summary review

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Key Considerations for Virtual PDRI Sessions

Virtual Session Logistics

� Number of participants • Ideal size is less than 20 participants; more than this can be difficult to manage in a

virtual environment.

� Individual location considerations• Time zone • Language(s)• Internet/bandwidth quality

� Meeting platform (e.g. Microsoft Teams, Adobe Connection, WebEx, Zoom) • Check with your IT department, you likely have a corporate subscription to one of these

platforms• Computer and phone audio options (redundancy in case of technical issues) • Schedule sessions/set-up

� Computer setup • Contact IT if required (e.g. permissions, applications installs)• Peripherals (web-cam, microphone, headset) can contribute significantly to quality

and comfort during virtual sessions

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Key Considerations for Virtual PDRI Sessions

Facilitator OrientationIt’s important for the facilitator to be familiar with the project and the team dynamics prior to the PDRI session. This allows them to highlight key factors and ask appropriate questions.

� Review background materials, timelines, project stage, participant list, etc.

� Understand dynamics of project team, stakeholders, etc.

� Discuss any questions / details with project leader

Attendee PreparationYour project team is responsible for coming to the meeting prepared. They should understand the purpose of the session, what it entails and how their role impacts the outcome.

� Provide your team with the agenda, facilitation package and any recommended project documents for review well in advance.

� Expectations and benefits for the PDRI session: communicate the expectations and benefits of the session based on participants’ role.

� Provide introductory training on PDRI sessions for those who are new to the process.

� Technology: Request everyone ensure their computer equipment and peripherals are working prior to the session (e.g. webcam, internet, phone connection). Participants should work with IT ahead of time if necessary.

On Demand Training:Introduction to the Project Definition Rating Index (PDRI)One-hour introductory training for PDRI session participants.

LEARN MORE

https://valencyinc.com/education/introduction-to-pdri-val-122-course-outline/

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Key Considerations for Virtual PDRI Sessions

Virtual Meeting Room SetupIt’s very important to make sure your meeting room is set up and tested prior to your session start. Schedule a test session a day (or more) ahead of time. There’s no quicker way to lose participant engagement than by having to troubleshoot technology issues during the session.

� The meeting lobby should display key information to ensure a timely start to the session:• Session name, date (so participants know they are joining the correct meeting)• Dial-in/connection information• Technical support contact

� Materials available for download

• Facilitation package• Project background materials and reference documents

� Engagement tools - identify opportunities to use engagement tools such as polls. Set these up and test them ahead of time to ensure they’re working as expected.

� Facilitator video should be visible throughout the session to visually connect with participants.

� Keep attendee list visible (especially if not all participants are on video).

� Audio connection and other support details should be readily available for those who are late or who may have technical difficulties through the session.

� Setup a private chat box between facilitator and scribe.

� Visually engaging assessment process. A virtual PDRI session can run 4-6 hours (or more) so it’s very important to use an assessment tool that is user-friendly and easy for participants to see.

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Key Considerations for Virtual PDRI Sessions

Carve for PDRI FacilitationCarve is a project assurance platform that provides an engaging environment to conduct your PDRI assessment. It will present results to your project stakeholders in a visual manner that easily highlights the overall readiness of a project as well as at the specific gaps at the element level. Your assessment results are compared to relevant industry and portfolio benchmarks giving you better insight into your front-end planning practices.

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Key Considerations for Virtual PDRI Sessions

Participant introductions – encourage participants to use their video for introductions.

Ice breaker – questions or activities are helpful in ‘warming up’ the group.

Housekeeping items – how to raise hand, use the chat window, and other steps to help the session run more smoothly.

Schedule frequent breaks

Session Agenda A virtual PDRI session takes more time and patience than an in-person session. For example, each time a participant is talking while they’re muted, it takes time to restart that discussion. Also, engaging and encouraging participants requires more effort to make that human connection in a virtual environment. In developing your agenda, consider:

Tips to Maintain Engagement

9 Check-in with each participant by name, especially if they have been quiet for a long time.

9Monitor the chat box constantly as some participants prefer to type rather than speak.

9 Leverage tools like polling and hand signals (e.g. raised hand, thumbs up).

9 Keep connected with your scribe during the session using private chat.

9 Seek clarification on comments or actions when needed.

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Key Considerations for Virtual PDRI Sessions

Facilitation TipsEngaging with participants is very important when facilitating a PDRI session. This is considerably more difficult in a virtual environment versus in-person. We have three tips referred to as “The 3 V’s” to remember when leading a virtual session: Vision, View and Voice.

Vision – look at your audience through your webcam, be sure to arrange your materials so that you can maintain eye contact as much as possible.

View – ensure your background is free of distractions, that you have good lighting so that participants’ focus is on you as the facilitator.

Voice – use inflections, pace, pitch to keep participants engaged, check your volume level so that you’re easy to hear and understand.

Valency Inc. Tel: +1 (519) 883-7136Email: info@valencyinc.comWeb: https://valencyinc.com/

Questions?Contact Valency for PDRI training, implementation, facilitation support, and for access to our Carve for PDRI application.

25%Cost

Savings

17%ScheduleReduction

The Construction Industry Institute (CII) has benchmarked over $96 billion in capital projects3, showing up to 25% cost savings and 17% schedule reduction through effective use of PDRI during front end planning.

SummaryWith good preparation, the benefits of a PDRI session can be fully achieved in a virtual or hybrid environment.

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Valency’s Expertise in PDRI Facilitation Valency specializes in virtual training and facilitation practices. To provide some context, Valency led a Construction Industry Institute fast-track research team to develop the Project Definition Rating Index for the Manufacturing and Life Sciences sector in 2017. Leveraging structured virtual workshops was the only option that would allow the team to complete the research on schedule. This was a great success, and we took what we learned and transitioned all our public training to a virtual classroom environment in 2017. We also support our clients in facilitating in-person, hybrid and virtual PDRI sessions.

Experience in facilitating PDRI sessions in-person and virtually, world-wideInterfacing with large groups on a project-by-project basis, our facilitators are trusted, neutral third-parties that work with capital project teams to increase alignment and team engagement. Our facilitators are proficient in harmonizing cross-functional teams that come together to deliver many of the world’s most complex capital projects.

Provider of Industry Leading PDRI trainingValency offers accredited courses to support capital project professionals in learning PDRI principles and practices. These courses are offered as both public training and with company-specific delivery options. Valency is a Registered Provider for the Construction Industry Institute (CII), and a Recertification Point Provider for the Construction Management Association of America (CMAA).

Become a Certified PDRI FacilitatorValency has developed the industry-leading Certified PDRI Facilitator Program. This program demonstrates mastery of facilitation skills and knowledge of the Project Definition Rating Index for use in the front-end planning phase of capital projects.

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Additional Resources and SourcesAdditional Resources1. White Paper: Introduction to PDRI: https://valencyinc.com/project/white-paper-introduction-to-pdri/

2. Training - PDRI Principles & Practices: https://valencyinc.com/education/pdri-principles-practices-val-102-course-registration/

3. Web Page: What is PDRI: https://valencyinc.com/resources/what-is-pdri/

4. Web Page - Carve for PDRI: https://valencyinc.com/carve-for-pdri/

5. Blog Post – Facilitating Engaging Virtual Sessions: https://valencyinc.com/virtual-meetings

Sources1. White paper: “Introduction to the Project Definition Rating Index (PDRI)”, Valency Inc.

2. Wikipedia: https://en.wikipedia.org/wiki/Facilitator

3. “Assessment of Effective Front End Planning Processes,” Research Summary 268-1a, Construction Industry Institute, 2013.

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Checklist for a Virtual PDRI Session

valencyinc.com

Identify Participants � Facilitator

� Scribe / co-facilitator

� Project participants

Establish Key Dates � Kickoff off / introductory call between facilitator, project leader/sponsor

� Pre-meeting / background materials review and discussion

� Pre-session logistics (test IT audio, visual, make sure you’re familiar with the meeting functions)

� PDRI session date

� Debrief

� Summary review

Session Agenda � Participant introductions – encourage participants to use their video for introductions

� Ice breaker questions or activities are helpful in ‘warming up’ the group

� Housekeeping items - how to raise hand, use the chat window, etc. will help the session run more smoothly

� Main meeting content should be clean and easy to read

� Video of the facilitator should always be visible so they can maintain that visual connection

� Schedule breaks

Identify Logistics � Number of participants

• Ideal size is 10-20 participants, more than this can be difficult to manage in a virtual setting

� Individual locations

• Time zones• Language(s)• Internet / bandwidth quality

� Meeting platform (e.g. Microsoft Teams, WebEx, Zoom)

• Check with your IT department, you likely have a corporate subscription to one of these platforms

• Scheduled sessions/set-up

� Computer setup

• Contact IT if required (permissions, application installs)

• Peripherals (web-cam, microphone, headset)

Facilitator Orientation � Provide background materials, timelines, project stage, participant list, etc.

� Understand dynamics of project team, stakeholders, etc.

� Discuss any questions / details with project leader

16

Checklist for a Virtual PDRI Session

valencyinc.com

Virtual Meeting Room Set-up � Meeting lobby should display key information to ensure a timely start to the session:

• Session name, date (so participants know they are joining the correct meeting)

• Dial-in/connection information• Technical support contact

� Materials available for download

• Facilitation package• Background materials

� Engagement tools

• Identify opportunities to use engagement tools such as polls

• Set up and test them ahead of time to ensure they’re working as expected

� Facilitator video should be visible throughout the session to visually connect with participants

� Keep attendee list visible

� Audio connection and other support details should be readily available in case of technical difficulties through the session

� Private chat window between facilitator and scribe

� Visually engaging assessment process

Attendee Preparation � Agenda should be provided in advance

� Facilitation package should also be provided in advance

• Describes each element within the PDRI assessment

• Provides definition level descriptions for scoring each element

� Communicate the expectations and benefits of the session based on participants role

� Provide introductory training on PDRI sessions for those who are new to the process

� Technology: Ensure all computer equipment and peripherals are working prior to the session (e.g. webcam, internet, phone connection, etc.)

151 Frobisher Drive, Unit B108 Waterloo, ON, Canada, N2V 2C9

Tel: +1 (519) 883-7136Email: info@valencyinc.com

Web: https://valencyinc.com/