Week 13 – Organising for the Scale-up Workshop
Week 13
Organising for the Scale-up Workshop
You are nearing the end of the 100 days. The team has been doing well. The team leaders have been managing team meetings and occasionally reaching out to you for advice.
Like every journey, the last experience is what will stick in the memory of the travellers. So, you want to make the Scale-up Workshop count. You also want the team to guide leaders on what they need to do to honour the work that has been done over the past 100 days, by taking steps to ensure that the impact is sustained. Finally, you want to create a sense of closure for the team.
Your Tasks This Week
Meet with the Team Leader
As usual, your first port of call is the team leaders. They have a pulse on team dynamics, and they hopefully now have full ownership of the process.
Like you did just before the Refresh Workshop, go over the objectives and the agenda of the Scale-up Workshop, adjust these as needed, and check to see where the leaders need support in facilitating the sessions. One option will be to ask the Challenge Strategist to facilitate the session on developing sustainability recommendations.
Share the objectives of the Workshop and, together, consider the following things:
- How close will the team be towards achieving their goal? Be sure to find ways to highlight the difference between the baseline and the current performance, versus dwelling on the possibility that the team may be a few percentage points short of achieving its goal.
- What questions would help elicit the most memorable experiences from team members? The most impactful moments or ideas?
- Aside from the Challenge Strategist, are there other leaders we may want to invite to participate in the workshop?
- Which segments of the agenda do the team leaders feel comfortable taking the lead on? And what support do they need to prepare for this?
- Timing and venue for the workshop, including who will handle the invitation and logistics.
- How will we appreciate the team’s work and celebrate the results achieved?
Revisit the Learning Deep Dive: Overview of the Scale-up Workshop
Preparing the Challenge Strategist
The Challenge Strategist briefing is more substantive than before the Refreshing Workshop. They will need to carry the “sustainability torch” after the Scale-up workshop and you need to help them get ready to do this. Set up a meeting with the Challenge Strategist a few days in advance of the Scale-up Workshop. Review the overall agenda and focus on the segment related to sustainability. You can share with the Challenge Strategist highlights of the discussion on sustainability at the Refreshing Workshop.
- For the first part of the agenda, where the team shares highlights of what they achieved, it would be helpful to suggest some questions that the Challenge Strategist can ask, giving the team an additional opportunity to brag about their achievements. This is especially important if there will be other leaders in the room who may be less familiar with the team’s work.
- For the part of the workshop where the team develops its sustainability recommendations, the Challenge Strategists need to be prepared to play an active role and contribute their ideas. In fact, you can ask the Challenge Strategists to facilitate this part of the discussion, which will signal their ownership of the follow-up. If there is a readiness to do this, go over the facilitation guide with the Challenge Strategist, help them practice, and see what support they might need at the session.
- Finally, go over the list of leadership invitees with the Challenge Strategist. Who else needs to come? Who may need special attention at the session? Who may need to be briefed in advance? Assign tasks as needed to make sure visitors are impressed, and to keep a positive energy in the room.
Prepare Your Menti survey and Word Cloud
Download the workshop feedback survey to print, or create a Mentimeter to collect the feedback. Please review the Mentimeter Learning Deep Dive included in this week’s Toolkit.
At the Scale-up Workshop, you can use Mentimeter to get team members to reflect on the experience. For the final session, you could use the Word cloud function in Mentimeter. As team members and leaders, provide 1, 2, or 3 words describing how they feel about the 100-Day Challenge experience. Watch this video to see how to create a Word cloud.
Revisit the Learning Deep Dive: Using Mentimeter for Workshop
Logistics for the Scale-up Workshop
Ensure that all your logistic arrangements are running smoothly:
- Draft an invitation and an agendas to the team and other leaders (for the last part). These could be sent from the Challenge Strategist.
- Visit the venue and make sure it has the proper amenities
- Projector
- Flip charts and Post-it Notes – check if you have enough for the team to use, as well as for your templates. On the day of the workshop, you may want to get to the venue early to set up for the various exercises.
- Print-outs and handouts: Print the agenda, attendance register, and workshop feedback.
- Refreshments
Downloads
The concepts and tools of good facilitation are woven into the guidance notes that follow. Please have a slide pack and facilitation ready when you go through the guidance notes in next week’s deep dive.
Download the slide pack and facilitation guide, and review to help you prepare to facilitate the workshop. The slide pack and facilitation guide can be edited.
