Facilitating the Scale-up Workshop
Facilitating the Scale-up Workshop
First, a quick reminder about the purpose of the Scale-up Workshop: to celebrate the team, and to map the way forward beyond this project. As part of mapping the way forward, the team will present their ideas, and they will elicit feedback, decisions, and commitments from leaders. The agenda items organise these into different conversations, and end on a high note with gratitude and appreciation.
Key outputs
- Decision on steps the team will take, if any, to complete the 30-Day project, and support. needed to complete these steps
- Decisions on steps Leaders will sponsor, if needed, to ensure that the team’s gains can be sustained and even amplified.
- Decision on where to focus the next 30-Day Project(s) to continue on the organisational GBVF maturity journey.
Agenda
Share and Celebrate
Complete the Project
Sustain the Gains
Continue the maturity journey
Reflect and Close Out
This Deep Dive focuses on facilitating each section of the Scale-up Workshop. Please download the slide pack and have it in front of you. At the end of this guidance note, you can download a summary of the facilitation guide.
Share and Celebrate
Purpose: Send a message that we are an organisation that values teamwork and commitment to ending GBVF.
Timing: 60 minutes
Opening
Opening to set the tone that today celebrates success and learning.
- Welcome team members, the sponsor and other leaders to the Workshop and share the objectives and agenda.
- Check-in: Use a positive, inspiring question. For example, share one thing that surprised you about yourself in the past 30 days – a small discovery, a moment you savoured, etc.
Listen
Ask stakeholders in the room (from outside the team) to take notes during the show & tell:
- Questions to ask afterwards
- Team practices to try in other parts of the organisation
- Suggestions for the team
Show and Tell
In the midst of all the creative work the team has done to present their experience, make sure the team touches on the following:
- The 30-Day goal
- Progress towards the goal
- Other achievements the team is proud of
- Problems encountered, and how these were handled
- Innovations the team tried – and what they learned from these
- Personal shifts and transformations – how team members were affected by the experience
Reflections and Comments
- Invite others in the room (leaders and possibly members of other 30-Day teams) to comment on what they heard: what took them by surprise? What inspired them? Where do they see the possibility of replicating some of what they heard? What questions do they have?
- Offer your own reflections on the experience and support the team. Make these reflections about the team and not about yourself.
Complete the Project
Purpose: Ensure that the 30-Day Project safely lands
Note: this agenda item can be skipped if there are no lingering actions the team needs to do to complete the project.
Set the Stage
Applaud the team’s incredibly hard work over the past 30 days. And despite that, “the team is eager to complete a few more tasks that will enable them to declare complete victory as they cross the finish line.”
Present Plan
Invite the team to present the “Final Sprint” Plan they developed in preparation for the Scale-up Workshop
Invite the Leaders to Comment
Invite the Sponsor and Leaders to comment on the plan:
- “Does this seem reasonable?”
- “Are you OK with extending the team mandate by another x days?”
- “Can you commit to the support they are requesting to complete their final sprint?”
Sustain the Gains
Purpose: Increase the odds that the gains made in the 30-Day project are sustained.
Timing: 40 minutes
Set the Stage
“The team has done some thinking on what it will take to ensure that the gains they made in the last 30 days can be sustained and even amplified. They will present action recommendations to leaders. It may not be possible to make decisions on these here and now, but we’d love to hear initial perspectives on these from the leaders in the room.”
Present Recommendations
Invite the team to present the Sustainability Action Recommendations they developed in preparation for the Landing Workshop
Solicit Feedback
from Leaders
For each recommendation:
- “What are your initial thoughts on this?”
- “Is there consensus or decision that that organisation can commit to this?”
- “If yes, who will be responsible for making sure it happens?”
- “If this requires more deliberation by leaders, when will you be able to get back to the team with a decision on this? And who will own this decision?”
Continue the maturity journey
Purpose: Make sure the organisation continues to build on the momentum, by committing to doing additional 30-Day Project that help improve their GBVF maturity
Timing: 30 minutes
Set the Context
“The team will share their thoughts on where to go from here, in terms of additional 30-Day Projects that will move us forward on our GBVF maturity journey.”
Propose Road Map Ahead
Invite the team to present their thoughts on what to focus on next.
- Follow-on 30-Day Project?
- New focus area for 30-Day Project?
- Multiple 30-Day Projects at once?
Leadership Decisions
Invite leaders to have a conversation about the options proposed by the team. If a decision is made to proceed with one or more options, facilitate a conversation to decide on (a) a Sponsor for each 30-Day Project and (b) the timing to get this underway. Leaders can also decide on team members for each 30-Day Project and the coach, if there is time and energy.
Reflection and Close Out
End on a high note, strengthen the relationships built in the 30 days and create a sense of closure to an intense experience.
Timing: 30 minutes
Gratitude
Thank the leaders for their engagement and for “agreeing to be on the spot.”
Assessment of the 30-Day Experience
Use a Mentimeter you created before the workshop to get feedback from participants on their experience of the 30-Day Project.
Questions to include :
- Rate your perceptions of the extent to which the three hallmark behaviours emerged in the past 30 days? You can use a scale from 1-5 with one Not changed and 5 being dramatically more
- More intense collaboration?
- Faster innovation?
- More disciplined implementation?
- “To what extent would you recommend this experience to colleagues and peers invited to participate in a 30-Day Project or 100-Day Challenge on GBVF?”
- This is the Net Promoter Score (a method of using a single survey question to gauge satisfaction with a product or experience). Vote from 1 to 10, with 1 standing for: “Are you kidding me? I’ll tell them to run to the hills…” And 10 standing for “I would recommend it wholeheartedly and with zero reservations”.
- Write a short note to future 30-Day Project team members with advice to them.
- Rate your perceptions of the extent to which the three hallmark behaviours emerged in the past 30 days? You can use a scale from 1-5 with one Not changed and 5 being dramatically more
Workshop Feedback
(5 min) Ask the team to complete the short workshop feedback survey to help improve your facilitation.
Appreciations
Ask team members to reflect (individually and silently) on specific things that others did during the 30 days that were over and above the call of duty and that they particularly appreciated. Find a creative way to have them share this among themselves.
Final Closing
End the 30-Day journey with an uplifting closing. Here are some ideas:
- Tell an inspiring story from this or past team experiences – that goes beyond results and performance.
- Generate a word cloud using Mentimeter.” one word that describes this experience”, or that describes how you are feeling now”
- Invite participants to offer closing remarks and ask the mentors to have the last word.
Remember to take group photos and photos of the flip charts in case these get lost.
Downloads
Click to download the slides and facilitation guide that gives you a summary of the steps in each of the sections.
