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Facilitation Fundamentals



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Ready to use recommendations on facilitation techniques integration into practice. Design of meeting structure using techniques step-by-step.

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Facilitation Fundamentals

  1. 1. Facilitation Fundamentals How to use facilitation on practice By Svetlana Mukhina
  2. 2. Introduction Svetlana Mukhina ICAgile ICP, ICP-ATF, ICP-BVA, PSM I, CSPO Agile and Career Coach at Luxoft Agile Practice Experience: 12+ years in IT, Project and department management, Computer Linguistics, Technical Writing, Quality Assurance Interests: Project management, Agile transformation, Career and performance coaching, Psychology Hobbies: Horse riding, music, poker, travelling
  3. 3. Session Plan Learning objectives  What is facilitation and who is facilitator  Agile Facilitator  Warmup to brake the Ice  Brainwriting to gather ideas  World-café to explore opinions  Five and fist to evaluate opportunities  Pro-Con analysis to make a decision  Meeting minutes to summarize and define next steps  Recommended materials  Agile Team Facilitation training  Agile Practice services
  4. 4. Facilitation, Facilitator, Agile Facilitator
  5. 5. Facilitation and Facilitator Manual and automated mode
  6. 6. Facilitation and Facilitator Stop working
  7. 7. Facilitation and Facilitator Self-organizing flow
  8. 8. Agile Team Facilitator Treasure Agile Values Follow Agile Principles Master Facilitation Techniques Team Facilitator Agile Guard
  9. 9. Techniques on Practice
  10. 10. Warmup to Brake the Ice What • Short informal sharing of personal facts. e.g. about your weekend Why • In order to find out more about the people you work with and to create open atmosphere When • On Monday, before standup, Planning, Product Backlog Refinement session Time • 5 min for a team of 8-10 people
  11. 11. Warmup  Gather your team  A team member come in front and says what she/he did during the weekend  If anyone did something similar this person/people come to the speaker and hive him/her high-five  Then the next person does similar actions, in turn all team members should share their weekend experience Use on practice  Tip: use warm-up while waiting all participant to join the meeting
  12. 12. Brainwriting To gather ideas What • Brainwriting is used to gather ideas on individual basis Why • In order everybody think about the question/problem and has a chance to contribute a solution When • When it is necessary to gather all opinions and ideas for discussion. Whenever you see that only a few participants are active, while you need all the team to be involved Time • 10 min for a team of 8-10 people
  13. 13. Brainwriting  Define a case for opinion gathering, e.g. necessity of auto-tests on the project (possible improvements for next Sprint, responsibilities with Scrum team, etc.)  Provide stickers and pens to the group  Ask everybody to write 2 pro and 2 contra opinions on auto-testing. One opinion per a sticker  Gather ideas or ask participants to put ideas to “ideas box” Use on practice  Tip: In case someone has problem with ideas generation, ask them to focus on the task and avoid doing side- activities (mobile use, whispering with neighbors). Ideas will come for sure, if remain thinking on the issue. There can be more and less productive periods during brainwriting.
  14. 14. World-Café To Explore Opinions What • The technique is used to explore various ideas in groups during a reasonable time-box Why • It helps to get familiar with lots of ideas and enrich your understanding of the issue When • In case there are lot’s of options to explore or one, but very complex option Time • 20 min for a team of 12-14 people
  15. 15. World-Café  Define a topic for discussion  In our case it is necessity of auto-testing on the project  Ask participants to form group of 3-5 people  Each group discuss the topic  In our case people share their pro/con ideas  Each group has 4-5 min for discussion  When you say “Go”, people switch tables, remaining one of them to welcome the coming group. The host should be chosen by participants on voluntary basis  Continue the exercise till all groups are at default tables, give them 5 min more to share the ideas they heard with their host Use on practice
  16. 16. Five-to-Fist To Evaluate Opportunities What • It is a group voting procedure Why • To understand distribution of voices for/against idea in a team When • Whenever a evaluation is necessary Time • 1-5 min. depending on quantity of evaluating items
  17. 17. Five-to-Fist Use on practice  Speak aloud some idea/suggestion  In our case it is a benefit or disadvantage of auto- testing for the project  Ask participants to vote for it using fingers  Write down voting results for the idea  E.g. auto-testing will reduces manual work, 3 people voted with 4 fingers, 1 with fist (zero), 3 with 2 = 18  Calculate the champion  In our case the biggest disadvantage and the best benefit  Tip: use this approach to see the distribution in voices, when there is no 100% “yes” and “no” answers.
  18. 18. Pro-con Analysis To make a decision What • Decision-making mechanism Why • To summarize evaluated information, to visualize decision-making for all team members When • Whenever there is distribution in opinions over an idea/issue Time • 5-10, depending on quantity of items
  19. 19. Pro-con Analysis • Auto-testing is executed by tools, so it is faster than a manual approach 16 • It is more accurate and reliable 12 • Anyone can rut auto-tests 12 • Auto-tests can be re-used 11  51 Use on practice • Investment is required for testing frameworks, cost, time 12 • It can’t help to improve usability 10 • Auto-test should be kept up-to-date on regular basis 18 • It requires accuracy of test data 6  46
  20. 20. Meeting Minutes To summarize and define next steps What • Summary on meeting decisions, way forward, action items Why • To summarize decision(s), share information with all interested parties, integrate meeting results on practice When • During or at the end of a meeting Time • 5-10
  21. 21. Meeting Minutes Use on practice What Who When Setup next meeting on our progress with auto-testing implementation Mike by Aug 21 Investigate popular frameworks, present the results Ann by Aug 28 Explore company trainings on auto-testing, share info Olga by Aug 28 Discuss auto-testing experience on other project within the company, summarize it for our team Mike by Sep 05 Identify critical parts of our app to cover in first turn Alex and Ivan By Sep 05 Present our approach on auto-testing to stakeholders Mike By Sep 11
  22. 22. Meeting Structure The designed flow warmup brainwriting world-café five-to-fist pro-con analysis meeting minutes
  23. 23.
  24. 24. Recommended Materials Recordings and presentations of my webinars on facilitation:  How to facilitate product backlog refinement sessions backlog-svetlana  How to facilitate meetings, Scrum events and group discussions events-group-svetlana  Agile Team Facilitator Mindset & Behaviour  Facilitation and Facilitator Stance  The Power on Visualization visualization  Designing Meetings for Collaboration  Silent voting technique  Facilitating decision-making and feedback gathering svetlana
  25. 25. Way Forward – ICAgile Agile Team Facilitation ICAgile Certified Professional - Agile Team Facilitation Details - Registration - For Luxoft employees - For non-Luxoft – email me
  26. 26. Available Services of Agile Practice  ICAgile Certified Professional - Agile Fundamentals  ICAgile Certified Professional - Business Value Analysis  ICAgile Certified Professional - Agile Team Facilitation  Professional Scrum Master  Custom Workshops: • Coaching and self-coaching; • Agile project management; • Agile project metrics; • Motivation models; • Feedback gathering; • etc.
  27. 27. Personal Coaching in Facilitation If you need assistance with meeting design, structure, facilitation, you can get a coaching session with me on facilitation in general or your work-case in particular. Write me email with the request
  28. 28. THANK YOU