Preparations for the Refuelling Workshop

Preparations for the Refuelling Workshop

Preparing for the Refuelling Workshop

ALRIEN - I THINK WE CAN DO AWAY WITH THHIS WHOLE GUIDANCE NOTE. THE KEY OUTPUTS AND VIDEO AND AGENDA/SLCIES GO GO INTO FACILITATING THE REFUELING, AND THE GREY BOX IS ALREADY IN TIPS FOR WEEK 4. THE DISTINCTION BETWEEN PREPARING FOR THE WORKSHOP AND LEARNING TO FACILITATE IT MAY GET LOST ON MOST PEOPLE.

The Refuelling workshop is a structured opportunity to pause, reflect, pivot (if needed), and get re-energised. It is a chance to recommit to the 30-day goal. And if good progress is being made, it is a time to kick–off the thinking and the planning for sustaining the impact beyond the 30 days.

What sucess looks like at the end of the Workshop

Team members are energised for the second part of the 30-Day Challenge, with fresh ideas, more confidence, and new insights on working together in the last two weeks. They are also beginning to think about ways to sustain the gains that will have been made by the end of the 30 days.

Watch the video to see the essence of the Workshop.

Key outputs

  • Revised Work Plan.
  • Revised Team Operating Agreement.
  • A short note to Mentors outlining initial thoughts on sustaining the gains the team will make.

To prepare for the workshop, meet with the Mentor and Team Leader to consider the following things:

  • How well is the team doing against the plan? Is a major pivot needed? If so, skip the whole segment of the agenda on initial thoughts on sustainability and build more time for adjusting the work plan.
  • How well is the team agreement holding up? Are there issues that will likely come up during that discussion? This will help you prepare to facilitate this session.
  • Aside from the Mentor, are there other leaders we may want to invite to participate in the latter part of the meeting?
  • Timing and venue for the workshop?

The remainder of this guidance note will help facilitate the 4 agenda topics of the Refueling Workshop. Please download the slide pack template. It’ll help you keep track of the guidance note.  

Download slide pack

Agenda of the Refueling Workshop

ALRIEN – I MODIFIED THE SLIDE BELOW IN THE SLIDE PACK

Thought starter reflection questions

Jot down thoughts on these questions – to the extent they are relevant to your experience at the session:
  • When did the mood in the event shift from “why are we here?” to “this could be interesting – I am excited to be part of this.” What triggered this shift? 
  • When did you have to go “off script” on the agenda or to change the agenda? What triggered this? What did you adjust? How did it go?
  • What was most surprising to you at the event?
  • What new insights did you gain about the issue at hand, and about the way leaders in the system interacted with each other?
  • Where did the conversation get stuck? What got it unstuck?
  • How would you characterise the level of trust among participants in the meeting? To what extent did this shift as the meeting progressed? To what do you attribute this shift, if indeed it happened?

Thought starter...

Reflection Questions 

Jot down thoughts on these questions – to the extent they are relevant to your experience at the session:

  • When did the mood in the event shift from “why are we here?” to “this could be interesting – I am excited to be part of this.” What triggered this shift? 
  • When did you have to go “off script” on the agenda or to change the agenda? What triggered this? What did you adjust? How did it go?
  • What was most surprising to you at the event?
  • What new insights did you gain about the issue at hand, and about the way leaders in the system interacted with each other?
  • Where did the conversation get stuck? What got it unstuck?
These are 100-Day Challenge Mentors. 

They did some work before you received the Challenge Note. This included:

  • Writing the Challenge Note, and making sure that the leaders of all the organisations represented on the team are comfortable with it – and committed to supporting the work of the team
  • Helping the leaders of these organisation recruit you and your colleagues to the team
  • Gathering some baseline data and other information that will help you and your teammates set your 100-Day goal and develop your plan.
  • Making sure all the preparations are made for a successful Lift-Off workshop, when you and your teammates will meet and get your 100-Day Challenge started. This includes venue, facilitation support, food, swags, comms, travel arrangements and whatever else is needed.

 

Mentors will participate in all or part of the Lift-Off Workshop, mostly at the start to provide context and answer questions, and at the end to give you and your teammates feedback about the goal and plan you develop.

During the 100 days following the Lift-Off Workshop, here’s what the Mentors will do:  

  • They will check in every two weeks with the team leaders to see how the team is doing and what support they and the team need.
  • They will keep other organisational leaders informed and engaged during the 100 days, and pull them in to help as needed.
  • They will participate in the last part of the Refuelling Workshop, halfway through the 100 days, to see what additional support the team needs, and to begin to plan with the team for sustainability and scale-up.
  • They will work with the team at the Sustainability Workshop to finalise recommendations on sustaining the results and building on the work of the team.