Facilitating the Scale-up Workshop
Facilitating the Scale-up Workshop: A Step-by-Step Guide
The Scale-up Workshop marks the formal conclusion of the team’s 100-day journey. Its dual purpose is to honour the team’s hard work while securing the strategic commitments from leadership needed to institutionalise and expand the impact created. It transforms a temporary project into a permanent legacy.
Deep Dive Video
Overview of the Workshop Steps and Agenda
The workshop moves from emotional celebration to practical planning and finally to formal closure.
Share & Celebrate
Activity: Create “Show & Tell” and reflections.
Goal: Showcase achievements and personal transformations.
Complete Project
Activity: Presenting the “Final Dash” plan.
Goal: Ensure the project “safely lands” by tying up loose ends.
Sustain the Gains
Activity: Presenting the “Final Dash” plan.
Goal: Secure firm commitments to embed changes into policy or process.
Map the Way Forward
Activity: Strategic roadmap (Reset, Build, or Scale).
Goal: Decide on the focus and leadership for the next 100 days.
Reflect & Close
Activity: Gratitude, Net Promoter Score (NPS) assessments, and word cloud.
Goal:End on a high note of appreciation and collective pride.
Share & 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, Challenge Strategists, and other leaders to the Workshop and share the objectives and agenda.
- Check-in – Use a positive and inspiring check-in question. For example, share one thing that surprised you about yourself in the past 100 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 100-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 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 supporting the team. Make these reflections about the team and not about yourself.
Complete the Project
Purpose: Ensure that the 100-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 100 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 “Dash to the Finish Line” Plan they developed in preparation for the Scale-up Workshop.
Invite the Leaders to Comment
Invite the Challenge Strategist 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 dash?”
Sustain the Gains
Purpose: Increase the odds that the gains made in the 100-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 100 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 Scale-up Workshop
Solicit Feedback
from Leaders
For each recommendation:
What are your initial thoughts on this?”
“Is there a consensus or decision that the 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?”
Map the Way Forward
Purpose: Make sure the organisation continues to build on the momentum, by committing to do additional 100-Day Challenges.
Timing: 30 minutes
Set the Context
“The team will share their thoughts on where to go from here, in terms of additional 100-Day Challenges that will move us forward on our journey.”
Propose Road Map Ahead
Invite the team to present their thoughts on what to focus on next.
- Follow-on 100-Day Challenge?
- New focus area for 100-Day Challenge?
- Multiple 100-Day Challenges 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 Challenge Strategist for each 100-Day Challenge and (b) the timing to get this underway. Leaders can also decide on team members for each 100-Day Challenge if there is time and energy.
Reflection and Close Out
End on a high note, strengthen the relationships built in the 100 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 “put on the spot” and responding to questions in public, and without advance notice or preparation.
Assessment of the 100-Day Experience
Use the mentimeter you created before the workshop to get feedback from participants on their experience of the 100-Day challenge. Questions to include:
- Rate your perceptions of the extent to which the three hallmark behaviours emerged in the past 100 days? You can use a scale from 1-5 with 1 as “no change at all” and 5 as “dramatically improved”:
- Intense collaboration
- Frequent innovation?
- Disciplined implementation?
- “To what extent would you recommend this experience to colleagues and peers invited to participate in a 100-Day Challenge?”
- 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 100-Day Challenge team members with advice to them.
Workshop Feedback
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 100 days that were over and above the call of duty and that they particularly appreciated. Find a creative way to have them share this with each other.
Final Closing
End the 100-Day sprint 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.
Facilitation Toolkit
Make sure you have downloaded and reviewed the latest versions of your materials. It is helpful to have these open while you go through your final “mental walkthrough” of the workshop.
Facilitation Guide: Your step-by-step roadmap for the day.
Workshop Slides: The visual framework to keep the conversation focused and on track.
Be sure to join the Guru Hour if you have questions related to facilitating the workshop.
