Getting to action plans that reflect the mission, vision and values of the organization need not take months of meetings. There is a way to squeeze time out of the planning process without draining energy and enthusiasm.
How it works
A planning session is generally broken into two parts: creative and analytical.
During the creative session, participants are asked to suspend judgment, listen to each other, and spin each thought into a rich idea. And no speeches are allowed.
Once a group has generated ideas, the analytical session begins. At this point, participants narrow ideas to a manageable few, merge ideas to create strength, and attack ideas, not people.
In just three or four hours, the group will have decided on tasks that need to be done, who will do them, and when.
The role of the facilitator
The key to the planning process is in the preparation. The facilitator, based on input from the organization, provides a design plan for the session. Once the design is approved, the facilitator guides participants through the process.
A neutral facilitator pushes for innovative ideas, keeps the group focused on its objectives and presses for decision making. Using an impartial, outside facilitator is especially important to protect ideas and egos, while avoiding any manipulation.
Preparing for a session
Recruit eight to 12 people to participate. Participants should include the people who will have responsibility for implementing the plan. An outside expert might also be helpful.
Be sure participants understand the time commitment involved. It is important that they attend the entire session – unless people are present from start to finish, they won’t be able to participate fully and effectively. Emphasize no phone calls or interruptions. Participants cannot bounce in and out of the session. Often, it’s better to take people off-site and ban or turn off cell phones, pagers, etc.
Let participants know they do not have to do any advance preparation. Bringing everyone up-to-date is part of the planning process.
Provide refreshments. Break periods are also essential; and food energizes the thought process.
Just do it
The process is flexible and an excellent tool for business and market planning, project planning, process improvement, problem solving, strategic planning, crisis management planning and partnering sessions.
Purpose
Why professionally facilitated
Advantages