The Method

The meeting or workshop is just one part of 3rd Eye Facilitation's method. It is important that effective client contact establishes the business need for that meeting and then ensures that all parties are fully prepared for it. When the workshop or meeting has taken place, the method ensures that it is fully documented and that effective follow up is undertaken.

 

Business Need
There is always a need for meetings within and between any organisation. Many of these meetings are straightforward and involve few people. However, when there is a need to get an agreement from a diverse group of people with a number of different viewpoints a more structured approach is required, especially where time is of the essence. The method provided by 3rd Eye Facilitation supplies that structure.

The method provides great benefits by gathering a lot of information from a number of sources and reaching consensus in a controlled and intensive environment.

The first thing the facilitator will do when a client gets in touch with a requirement is to determine whether the method will be of benefit. If a more straightforward meeting without facilitation is more appropriate the facilitator will say so.

If it is applicable the facilitator's work will begin by ensuring everyone involved is committed. It may be necessary for the Facilitator to consider giving presentations to people who are unfamiliar with the concept, so that they are aware of what is expected of them during the workshop.

 

Preparation
The preparation stage is vital to the success of the worksop. Ideally two to four weeks notice should be given to ensure people's diaries are free and that all necessary preparation has been carried out.

The facilitator and the client will work together to identify the participants and set a date and venue.

It is critical that the scope and objectives of the workshop are confirmed by the client and facilitator together. An agenda is created and sent to all the participants together with an invitation, a detailed Workshop Objectives Document and any other documentation which may be required for participants to prepare thoroughly. This will include relevant project documentation and, perhaps, details about the structured facilitated method being used. The client and facilitator will also agree the deliverables to be produced following the workshop and involve a documentor who will take responsibility for their production. The Workshop Objectives Document will contain information on workshop purpose, required deliverables, workshop scope, the context of the workshop in relation to the business, any hazards, participants names and roles, an understanding of the preparation involved and anything else which will maximise the chances of success of the workshop.

Business familiarisation for the facilitator is necessary in order for them to lead the workshop effectively. The facilitator will start by interviewing the client and will interview the key participants to find out their objectives for the session and to confirm their roles and responsibilities in the workshop. They may review any existing pertinent documentation and also consider visiting the business area.

Individual preparation by all the participants is very important. It is essential that they are committed to the successful outcome of the workshop and support its objectives. They should read any documentation provided and ensure that they are fully familiar with the requirements and responsibilities of their area. Everyone has been invited for a reason and should clearly understand their role in the business area and the workshop.

It should be clear that the workshop is only a part of the method. The success of a workshop is dependent on the amount of preparation that goes into it.

 

The Workshop
The workshop is a very intensive session lasting anything from one to three days. If longer is needed then the work should be organised into smaller sessions with clearly defined and related objectives.

A specially prepared room should be used away from the usual workplace of the participants, to ensure that they concentrate fully on the workshop and are not side-tracked by messages or distracted by colleagues.

Visual aids are used by the facilitator to lead the group through the structured agenda and produce input to the deliverables.

The facilitator's aim is to produce the pre-determined deliverables with the agreement of all parties. The consensus views of the group will be captured by the facilitator and kept visible throughout the workshop. A document of these views will be created by the documentor. Issues which cannot be resolved are recorded and assigned owners and target dates. Next steps are identified towards the end of the workshop to ensure a plan containing target dates and ownership is put in place to move the task forward when the workshop ends. Groundrules are used by the Facilitator to assist the group in achieving its aims.

 

Follow-up
A document of the agreements reached in the workshop is created by the documentor and circulated to all participants within 24hrs where possible.

The follow-up activities are initiated as agreed in the workshop and someone will be given the responsibility of ensuring that these activities are completed.

The Facilitator will review the outcome of the workshop with the client and/or sponsor as appropriate to ensure that it achieved its objectives and note any feedback from the workshop participants. They will also review the need for further workshops.