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OneTeamGov Canada- Unconference Breakout Session Guide (view source)
Revision as of 20:35, 24 November 2019
, 20:35, 24 November 2019→More experienced at facilitating? Or feeling adventurous?
= '''<big>More experienced at facilitating? Or feeling adventurous?</big>''' =
= '''<big>More experienced at facilitating? Or feeling adventurous?</big>''' =
<big>'''1) <u>Communicate the Approach</u>''' to the room for the 55-minute discussion. “Today, we’ll take the next 55 minutes to:</big>
== <big>'''Introduce the session'''</big> ==
<big>'''1) Communicate the Approach'''</big>
<big>to the room for the 55-minute discussion. “Today, we’ll take the next 55 minutes to:</big>
* <big>Unpack what the idea means to us so we know what we’re talking about;</big>
* <big>Unpack what the idea means to us so we know what we’re talking about;</big>
* <big>Generate some opportunities and challenges related to the idea; and</big>
* <big>Generate some opportunities and challenges related to the idea; and</big>
== <big>'''Option 1''' - '''1-2-4-All'''</big> ==
== <big>'''Option 1''' - '''1-2-4-All'''</big> ==
'''<big>1. Structuring Invitation</big>'''
'''<big>1. Structuring Invitation</big>'''
* <big>The proposed idea on the card is the discussion theme.</big>
<big>● The proposed idea on the card is the discussion theme.</big>
'''<big>2. How Space Is Arranged and Materials Needed</big>'''
'''<big>2. How Space Is Arranged and Materials Needed</big>'''
* <big>Unlimited number of groups</big>
<big>● Unlimited number of groups</big>
* <big>Space for participants to work face-to-face in pairs and foursomes</big>
* <big>Chairs and tables optional</big>
<big>● Space for participants to work face-to-face in pairs and foursomes</big>
* <big>Paper for participants to record observations and insights</big>
<big>● Chairs and tables optional</big>
<big>● Paper for participants to record observations and insights</big>
'''<big>3. How Participation Is Distributed</big>'''
'''<big>3. How Participation Is Distributed</big>'''
* <big>Everyone in the group is included (often not the facilitator)</big>
<big>● Everyone in the group is included (often not the facilitator)</big>
* <big>Everyone has an equal opportunity to contribute</big>
<big>● Everyone has an equal opportunity to contribute</big>
'''<big>4. How Groups Are Configured</big>'''
'''<big>4. How Groups Are Configured</big>'''
* <big>Start alone, then in pairs, then foursomes, and finally as a whole group around the table.</big>
<big>● Start alone, then in pairs, then foursomes, and finally as a whole group around the table.</big>
'''<big>5. Sequence of Steps and Time Allocation</big>'''
'''<big>5. Sequence of Steps and Time Allocation</big>'''
* <big>Silent '''self-reflection''' by individuals on the idea, e.g.: What does this idea mean to you? '''3 min'''.</big>
<big>● Silent '''self-reflection''' by individuals on the idea, e.g.: What does this idea mean to you? '''3 min'''.</big>
* <big>Share your understanding of the idea '''in pairs''', building on ideas from self-reflection. What are some of the opportunities and challenges in realizing it? '''5 min'''.</big>
* <big>'''In foursomes''', build off the understanding you discussed in your pairs and generate ideas for actions and next steps towards exploiting opportunities or addressing challenges. '''10 min'''.</big>
<big>● Share your understanding of the idea '''in pairs''', building on ideas from self-reflection. What are some of the opportunities and challenges in realizing it? '''5 min'''.</big>
* <big>'''As an entire groupː'''</big>
** <big>Ask, “What is one idea that stood out in your conversation?” Each group shares one important idea with all (repeat cycle as needed). '''5 min'''.</big>
<big>● '''In foursomes''', build off the understanding you discussed in your pairs and generate ideas for actions and next steps towards exploiting opportunities or addressing challenges. '''10 min'''.</big>
** <big>Open the floor for reflection and comments. '''15 min'''</big>
** <big> Ask: if there’s one thing that you can do as individual to help realize this idea, what would it be? Write it on a sticky and hand it in before leaving the room. '''10 min'''</big>
<big>● '''As an entire group''',:</big>
<big>○ Ask, “What is one idea that stood out in your conversation?” Each group shares one important idea with all (repeat cycle as needed). '''5 min'''.</big>
<big>○ Open the floor for reflection and comments. '''5 min (15 min)'''</big>
<big>○ Ask: if there’s one thing that you can do as individual to help realize this idea, what would it be? Write it on a sticky and hand it in before leaving the room. '''(10 min)'''</big>
== '''<big>Conversation Café</big>''' ==
== '''<big>Conversation Café</big>''' ==
'''<big>1. Structuring Invitation</big>'''
'''<big>1. Structuring Invitation</big>'''
* <big>Invite all the participants to gather in small groups to listen to one another's thoughts and reflect together on the proposed idea on the card.</big>
<big>● Invite all the participants to gather in small groups to listen to one another's thoughts and reflect together on the proposed idea on the card.</big>
'''<big>2. How Space Is Arranged and Materials Needed</big>'''
'''<big>2. How Space Is Arranged and Materials Needed</big>'''
* <big>Unlimited number of groups [suggest 4-6 groups for Open First Day]</big>
<big>● Unlimited number of groups [suggest 4-6 groups for Open First Day]</big>
* <big>Space for participants to work face-to-face in groups</big>
* <big>Chairs and tables optional</big>
<big>● Space for participants to work face-to-face in groups</big>
* <big>Flipcharts or smart sheets for participants to record observations and insights</big>
* <big>6 talking objects</big>
<big>● Chairs and tables optional</big>
<big>● Flipcharts or smart sheets for participants to record observations and insights</big>
<big>● 6 talking objects</big>
'''<big>3. How Participation Is Distributed</big>'''
'''<big>3. How Participation Is Distributed</big>'''
* <big>Everyone is included</big>
<big>● Everyone is included</big>
* <big>Everyone has an equal opportunity to contribute</big>
<big>● Everyone has an equal opportunity to contribute</big>
'''<big>4. How Groups Are Configured</big>'''
'''<big>4. How Groups Are Configured</big>'''
* <big>Mixed, diverse groups of 5–7 participants</big>
<big>● Mixed, diverse groups of 5–7 participants</big>
'''<big>5. Sequence of Steps and Time Allocation</big>'''
'''<big>5. Sequence of Steps and Time Allocation</big>'''
* <big>State the theme of the conversation, usually in the form of a question</big>
<big>● State the theme of the conversation, usually in the form of a question</big>
* <big>Build a common understanding of what this means. No one can talk more than 1 min. (5 min.)</big>
* <big>Explain there will be five rounds of conversation at every table, two first rounds using a talking object, the third one as open conversation, a fourth round with the talking object, and a fifth to share takeaways as a group. Give the duration of each round.</big>
<big>● Build a common understanding of what this means. No one can talk more than 1 min. (5 min.)</big>
* <big>Distribute the talking objects</big>
* <big>First round with the talking object: each person shares what he or she is thinking, feeling, or doing about the idea. 1 min. per person '''[6 mins total''']</big>
<big>● Explain there will be five rounds of conversation at every table, two first rounds using a talking object, the third one as open conversation, a fourth round with the talking object, and a fifth to share takeaways as a group. Give the duration of each round.</big>
* <big>Second round with the talking object: each person shares thoughts and feelings after having listened to everybody at the table. 1 min. per person '''[6 mins total''']</big>
* <big>'''Ask someone in each group to be a note taker'''</big>
<big>● Distribute the talking objects</big>
* <big>Third round: open conversation on opportunities and challenges (option to use talking object). 10 min.</big>
* <big>Fourth round with the talking object: each member shares “takeaways.” Write them down 10 min.</big>
<big>● First round with the talking object: each person shares what he or she is thinking, feeling, or doing about the idea. 1 min. per person '''[6 mins total''']</big>
* <big>Fifth and final round: Each team shares its takeaways – take notes.</big>
* <big>[If time] move to open discussion. Facilitators prompt participants.</big>
<big>● Second round with the talking object: each person shares thoughts and feelings after having listened to everybody at the table. 1 min. per person '''[6 mins total''']</big>
<big>● '''Ask someone in each group to be a note taker'''</big>
<big>● Third round: open conversation on opportunities and challenges (option to use talking object). 10 min.</big>
<big>● Fourth round with the talking object: each member shares “takeaways.” Write them down 10 min.</big>
<big>● Fifth and final round: Each team shares its takeaways – take notes.</big>
<big>● [If time] move to open discussion. Facilitators prompt participants.</big>
== '''<big>What, So What, Now What? W³</big>''' ==
== '''<big>What, So What, Now What? W³</big>''' ==
'''<big>1. Structuring Invitation</big>'''
'''<big>1. Structuring Invitation</big>'''
* <big>Introduce the discussion topic and and explain that we’ll go through an exercise to answer</big>
<big>● Introduce the discussion topic and and explain that we’ll go through an exercise to answer:</big>
** <big>“WHAT? Does this idea mean to you? What is your understanding of what it means? Then, after all the salient observations have been collected, we’ll ask,</big>
** <big>“SO WHAT? Why is this idea important for the public service, government and/or other stakeholders and users? What are the opportunities? Are there barriers that need to be addressed? Then, after the sense making is over, we’ll ask,</big>
<big>○ “WHAT? Does this idea mean to you? What is your understanding of what it means? Then, after all the salient observations have been collected, we’ll ask,</big>
** <big>“NOW WHAT? What actions make sense?”</big>
<big>○ “SO WHAT? Why is this idea important for the public service, government and/or other stakeholders and users? What are the opportunities? Are there barriers that need to be addressed? Then, after the sense making is over, we’ll ask,</big>
<big>○ “NOW WHAT? What actions make sense?”</big>
'''<big>2. How Space Is Arranged and Materials Needed</big>'''
'''<big>2. How Space Is Arranged and Materials Needed</big>'''
* <big>Unlimited number of groups [suggest 4-6 groups for Open First Day]</big>
<big>● Unlimited number of groups [suggest 4-6 groups for Open First Day]</big>
* <big>Chairs for people to sit in small groups of 5-7; small tables are optional</big>
* <big>Paper to make lists</big>
<big>● Chairs for people to sit in small groups of 5-7; small tables are optional</big>
* <big>Flip chart or smart sheets may be needed with a large group to collect answers</big>
* <big>Talking object * (optional)</big>
<big>● Paper to make lists</big>
<big>● Flip chart or smart sheets may be needed with a large group to collect answers</big>
<big>● Talking object * (optional)</big>
'''<big>3. How Participation Is Distributed</big>'''
'''<big>3. How Participation Is Distributed</big>'''
* <big>Everyone is included</big>
<big>● Everyone is included</big>
* <big>Everyone has an equal opportunity to contribute at each table</big>
* <big>Small groups are more likely to give voice to everyone if one person facilitates and keeps everybody working on one question at a time</big>
<big>● Everyone has an equal opportunity to contribute at each table</big>
<big>● Small groups are more likely to give voice to everyone if one person facilitates and keeps everybody working on one question at a time</big>
'''<big>4. How Groups Are Configured</big>'''
'''<big>4. How Groups Are Configured</big>'''
* <big>Individuals</big>
<big>● Individuals</big>
* <big>Groups of 5-7</big>
* <big>Whole group</big>
<big>● Groups of 5-7</big>
* <big>Groups can be established teams or mixed groups</big>
<big>● Whole group</big>
<big>● Groups can be established teams or mixed groups</big>
'''<big>5. Sequence of Steps and Time Allocation</big>'''
'''<big>5. Sequence of Steps and Time Allocation</big>'''
* <big>If needed, describe the sequence of steps. If the group is 10–12 people or smaller, conduct the debrief with the whole group. Otherwise, break the group into small groups.</big>
<big>● If needed, describe the sequence of steps. If the group is 10–12 people or smaller, conduct the debrief with the whole group. Otherwise, break the group into small groups.</big>
* <big>[If needed, get a common understanding of the topic. Ask if person who wrote the idea is in the room.]</big>
* <big>First stage: '''WHAT?''' Individuals work 2 min. alone on '''WHAT?''' Does this idea mean to you? What is your understanding of what it means? Write concise insights on stickies. Then 8 mins in small group – use smart sheets to capture your understanding of the idea. '''10 mins total'''.</big>
<big>● [If needed, get a common understanding of the topic. Ask if person who wrote the idea is in the room.]</big>
* <big>Second stage: '''SO WHAT?''' People work 2 min alone on “Why is this idea important for the public service or government? What are the opportunities? Are there barriers that need to be addressed?” then 8 mins in small group. '''10 mins total'''. Write concise insights on stickies.</big>
* <big>Third stage: '''NOW WHAT?''' Participants work 1 min. alone on “Now what? What actions make sense?” Write concise insights on stickies. Then 8 mins in small group – use smart sheets to capture your understanding of the idea. '''10 mins total'''.</big>
<big>● First stage: '''WHAT?''' Individuals work 2 min. alone on '''WHAT?''' Does this idea mean to you? What is your understanding of what it means? Write concise insights on stickies. Then 8 mins in small group – use smart sheets to capture your understanding of the idea. '''10 mins total'''.</big>
* <big>Actions are shared with the whole group – each group provides a 3-min debrief , discussed, and collected. Additional insights are invited. '''15 min total'''.</big>
<big>● Second stage: '''SO WHAT?''' People work 2 min alone on “Why is this idea important for the public service or government? What are the opportunities? Are there barriers that need to be addressed?” then 8 mins in small group. '''10 mins total'''. Write concise insights on stickies.</big>
<big>● Third stage: '''NOW WHAT?''' Participants work 1 min. alone on “Now what? What actions make sense?” Write concise insights on stickies. Then 8 mins in small group – use smart sheets to capture your understanding of the idea. '''10 mins total'''.</big>
<big>● Actions are shared with the whole group – each group provides a 3-min debrief , discussed, and collected. Additional insights are invited. '''15 min total'''.</big>
== '''<big>TRIZ</big>''' ==
== '''<big>TRIZ</big>''' ==
<big>In this three-step process, participants will work individually and in groups to answer the following questions related to the idea:</big>
<big>In this three-step process, participants will work individually and in groups to answer the following questions related to the idea:</big>
* <big>1. “Make a list – one item per stickie - of all you can do to make sure that you achieve the worst result imaginable with respect to this idea.”</big>
<big>● 1. “Make a list – one item per stickie - of all you can do to make sure that you achieve the worst result imaginable with respect to this idea.”</big>
* <big>2. “Go down this list item by item and ask yourselves, ‘Is there anything that government is currently doing that in any way, shape, or form resembles this item?’ Be brutally honest to make a second list – one item per stickie - of all your counterproductive activities/programs/procedures.”</big>
* <big>3. “Go through the items on your second list and decide what first steps will help you stop what you know creates undesirable results towards the realization of the idea?”</big>
<big>● 2. “Go down this list item by item and ask yourselves, ‘Is there anything that government is currently doing that in any way, shape, or form resembles this item?’ Be brutally honest to make a second list – one item per stickie - of all your counterproductive activities/programs/procedures.”</big>
<big>● 3. “Go through the items on your second list and decide what first steps will help you stop what you know creates undesirable results towards the realization of the idea?”</big>
'''<big>2. How Space Is Arranged and Materials Needed</big>'''
'''<big>2. How Space Is Arranged and Materials Needed</big>'''
* <big>Unlimited number of small groups of 4 to 7 chairs, with or without small tables</big>
<big>● Unlimited number of small groups of 4 to 7 chairs, with or without small tables</big>
* <big>Paper or smart sheets for participants to record</big>
<big>● Paper or smart sheets for participants to record</big>
'''<big>3. How Participation Is Distributed</big>'''
'''<big>3. How Participation Is Distributed</big>'''
* <big>Everybody involved in the work is included</big>
<big>● Everybody involved in the work is included</big>
* <big>Everyone has an equal opportunity to contribute</big>
<big>● Everyone has an equal opportunity to contribute</big>
'''<big>4. How Groups Are Configured</big>'''
'''<big>4. How Groups Are Configured</big>'''
* <big>Groups with 4 to 7 participants</big>
<big>● Groups with 4 to 7 participants</big>
* <big>Established teams or mixed groups</big>
<big>● Established teams or mixed groups</big>
'''<big>5. Sequence of Steps and Time Allocation</big>'''
'''<big>5. Sequence of Steps and Time Allocation</big>'''
* <big>Introduce the idea that the group will be discussing.</big>
* <big>Facilitate an entire group discussion of what the idea means to the group to generate a general understanding of what the idea entails. '''5 mins'''</big>
* <big>Ok, now facilitate an entire group discussion on what the worst possible result imaginable with respect to the idea. '''5 mins'''</big>
* <big>'''Now, in teams...'''</big>
* <big>Each group make '''a first list''' of all it can do to make sure that it achieves this most unwanted result. '''10 min''':</big>
** <big>First self-reflection, then as a team. Write your list of things that will achieve the unwanted result.</big>
** <big>Each group makes '''a second list''' of all that government is currently doing that resembles items on their first list. '''10 min'''.</big>
** <big>First self-reflection, then as a team. Write your list of things that government is currently doing that resembles items on their first list.</big>
<big>● Introduce the idea that the group will be discussing.</big>
* <big>Each group then determines for each item on its '''second list''' what first steps will help it stop this unwanted result, activity, behaviour or practice. '''10 min'''.</big>
* <big>One person from each group then reports on the first steps that they would take to stop the unwanted result, activity, behaviour or practice.</big>
<big>● One person from each group then reports on the first steps that they would take to stop the unwanted result, activity, behaviour or practice.</big>
== '''<big>Min Specs</big>''' ==
== '''<big>Min Specs</big>''' ==
'''<big>1. Structuring Invitation</big>'''
'''<big>1. Structuring Invitation</big>'''
* <big>In the context of the discussion idea, invite the participants to first generate the entire list of all the do’s and don’ts that they should pay attention to in order to achieve a successful outcome. This is the list of maximum specifications (Max Specs).</big>
<big>● In the context of the discussion idea, invite the participants to first generate the entire list of all the do’s and don’ts that they should pay attention to in order to achieve a successful outcome. This is the list of maximum specifications (Max Specs).</big>
* <big>After the list of Max Specs has been developed, ask the participants to reduce it to the absolute minimum needed to achieve their purpose. Invite them to sift through the list one item at a time and eliminate every rule that gets a positive answer to the question, “If we broke or ignored this rule, could we still achieve our purpose?”</big>
<big>● After the list of Max Specs has been developed, ask the participants to reduce it to the absolute minimum needed to achieve their purpose. Invite them to sift through the list one item at a time and eliminate every rule that gets a positive answer to the question, “If we broke or ignored this rule, could we still achieve our purpose?”</big>
'''<big>2. How Space Is Arranged and Materials Needed</big>'''
'''<big>2. How Space Is Arranged and Materials Needed</big>'''
* <big>Groups of 4 to 6 around the table</big>
<big>● Groups of 4 to 6 around the table</big>
* <big>Paper or smart sheets to record Max and Min Specs</big>
<big>● Paper or smart sheets to record Max and Min Specs</big>
'''<big>3. How Participation Is Distributed</big>'''
'''<big>3. How Participation Is Distributed</big>'''
* <big>Everyone involved can participate</big>
<big>● Everyone involved can participate</big>
* <big>Everyone has an equal opportunity to contribute</big>
<big>● Everyone has an equal opportunity to contribute</big>
'''<big>4. How Groups Are Configured</big>'''
'''<big>4. How Groups Are Configured</big>'''
* <big>Start individually then small groups of 4 to 7</big>
<big>● Start individually then small groups of 4 to 7</big>
* <big>Whole group for sharing</big>
<big>● Whole group for sharing</big>
'''<big>5. Sequence of Steps and Time Allocation</big>'''
'''<big>5. Sequence of Steps and Time Allocation</big>'''
* <big>Facilitate an entire group discussion of what the idea means to the group to generate a general understanding of what the idea entails. Form a purpose statement related to the idea (it might already be phrased as one) '''5 mins'''</big>
<big>● Facilitate an entire group discussion of what the idea means to the group to generate a general understanding of what the idea entails. Form a purpose statement related to the idea (it might already be phrased as one) '''5 mins'''</big>
* <big>Form groups of 4-6</big>
* <big>Self-reflection: Each of you individually generate the list of all must-do and must-not-do activities to realize the idea (Max Specs) '''3 mins'''</big>
<big>● Form groups of 4-6</big>
* <big>Then share, consolidate and expand in your groups. Make list as complete as possible in a short time. '''6 min'''.</big>
* <big>Each group tests each spec on its Max Spec list against the purpose statement. If the spec can be violated and the purpose still achieved, the spec is dropped from the list. “If we broke or ignored this rule, could we still achieve our purpose?” '''10 min'''.</big>
<big>● Self-reflection: Each of you individually generate the list of all must-do and must-not-do activities to realize the idea (Max Specs) '''3 mins'''</big>
* <big>Do a second round ''if needed''. '''5-10 mins'''.</big>
* <big>Each group shares their refined list. Compare across small groups and consolidate to the shortest list as a whole group. '''15 min'''.</big>
<big>● Then share, consolidate and expand in your groups. Make list as complete as possible in a short time. '''6 min'''.</big>
<big>● Each group tests each spec on its Max Spec list against the purpose statement. If the spec can be violated and the purpose still achieved, the spec is dropped from the list. “If we broke or ignored this rule, could we still achieve our purpose?” '''10 min'''.</big>
<big>● Do a second round ''if needed''. '''5-10 mins'''.</big>
<big>● Each group shares their refined list. Compare across small groups and consolidate to the shortest list as a whole group. '''15 min'''.</big>
== '''<big>Tools for a Lean Coffee</big>''' ==
== '''<big>Tools for a Lean Coffee</big>''' ==
<big>Here’s what you need:</big>
<big>Here’s what you need:</big>
* <big>a pad or two of sticky notes (3″x3″ is fine)</big>
<big>● a pad or two of sticky notes (3″x3″ is fine)</big>
* <big>something to write with (markers work well because they’re visible from farther away)</big>
* <big>a timing device (eg. a smart phone)</big>
<big>● something to write with (markers work well because they’re visible from farther away)</big>
* <big>table & chairs</big>
* <big>people</big>
<big>● a timing device (eg. a smart phone)</big>
* <big>optional: a camera (to take pictures of actions & idea maps)</big>
<big>● table & chairs</big>
<big>● people</big>
<big>● optional: a camera (to take pictures of actions & idea maps)</big>
<big>As you see, nothing here is expensive or hard to find.</big>
<big>As you see, nothing here is expensive or hard to find.</big>