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those that bring about change in the office
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from continuous improvement to major reorganization.
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We'll look together at the four stages of these transformational meetings,
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including the qualities you will need in order to lead them.
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Imagine meetings on workload issues or improving customer service or
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the image of the IT department within the company,
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or the impact of a redundancy plan on the department.
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These are themes that require exchanges and discussions in a group.
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There are 4 stages to these reflection meetings catharsis,
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It's a time to open up.
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Participants express themselves.
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Freely they give their opinions on the subject.
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After a first round of free speech,
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you can facilitate the catharsis with questions like this.
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How do you perceive the change?
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What are the risks and benefits?
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And take note of what they express
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so that participants feel heard.
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If the topic is sensitive,
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don't hesitate to purge fears and frustrations about it.
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Here is an example to set the catharsis in motion.
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The character tree.
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You can make it easier to speak by projecting the image of the
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character tree which you can find on the internet or below and asking them
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which is the character that best represents them concerning the subject at hand,
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the proposed change,
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and why they chose this image.
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Does the collaborator feel close to others?
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Are they climbing?
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Are they falling?
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Do they feel like they are carrying everything?
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Are they having fun on the swing?
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Are they at the top of the tree?
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It's an opportunity to testify,
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to give one's feelings.
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Catharsis time makes it easier to speak the truth,
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which is sometimes so difficult in a company.
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take note of all the positive and negative comments and
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say that the main points will be taken up again
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and that the maximum number of answers given in the next phases.
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As a facilitator of this catharsis time,
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you will need to have the talents of a manager coach,
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facilitate everyone's participation,
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encourage sincere expression,
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You will have prepared the right questions to ask.
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You will have set out the rules for speaking beforehand,
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respect for others,
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fair speaking time,
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Allowing free speech is a complicated exercise
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that requires of the facilitator three great qualities
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If you don't allow the team to express themselves freely at that step,
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chances are that you'll have to then struggle to
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move everyone forward into the following phases of reflection.
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Note that the more complex the subject,
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the longer and the more emotionally charged the catharsis will be.
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If your topic of reflection is the organization of a Christmas tree,
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chances are that the first phase of catharsis,
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alias free speech on the subject will be lighter.
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It's now a matter of continuing the process of
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openness by allowing everyone to freely express ideas,
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all of which will be noted without censorship or self-censorship.
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You can ask everyone to write down as many ideas as possible.
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One Post-it note,
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one idea for 5 minutes.
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imagine our department at its best in 10 years.
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Imagine a new name for the company.
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Our service of 6 people will be running at
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5 in 6 months because of a non-replaced departure.
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Give all your ideas to make it work.
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Allow for answers outside the box with humor.
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Creativity will be more unbridled.
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As a facilitator,
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think beforehand about a few examples that are out
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of the ordinary and add some powerful ideas.
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The first time you brainstorm,
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participants will be a little inhibited.
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Don't get discouraged.
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Everyone should have at least 5 Post-it notes filled in.
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Participants are then invited to read and stick their Post-it notes on the wall.
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They can provide more information if you feel it's necessary.
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The group's comments will help to bounce around on the ideas.
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Welcome everything.
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If more ideas come along the way,
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you can write them on new post-its and stick them on the wall.
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you will group the ideas by theme
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and come up with
00:05:12
interesting ideas to explore.
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the exploration phase.
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You have chosen a few ideas together.
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It's time to explore them,
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to see how to put them into practice and analyze their feasibility.
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You can divide the ideas to be explored into subgroups,
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pairs or groups of three.
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Each subgroup will then work on one of the selected ideas to turn
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them into a concrete scenario to make the idea a realistic project.
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You can give the subgroups a few questions that will
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enrich their thinking about the scenarios that they will work on
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questions such as
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what can be done to make this idea feasible.
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What are the advantages of pursuing this idea?
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What are the risks?
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How long will it take to implement it?
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What resources are needed?
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What do you recommend to minimize the risks and maximize success?
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In your opinion,
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what other alternative would be better than this idea?
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The pairs or trios can write their answers to
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these questions on the craft paper on their table.
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They can also add drawings illustrating their reflections.
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Each pair or trio can then display the craft paper
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on the wall and present their work to the group.
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We've worked on the idea one.
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Here's what we've come up with.
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The group will supplement the work presented with questions and comments.
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During the sharing and development process,
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the facilitator will regularly listen,
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and summarize what is said.
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It is difficult to tell you how long this phase should last.
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Between 5 and 20 minutes.
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It all depends on the size and difficulty of the project.
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The facilitator must be very open minded during this exploration phase.
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He or she can go from table to table to give ideas and energy to struggling groups.
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there is no need to worry that some of the ideas explored may lead to dead ends.
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This is to be expected.
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Note that this 3rd phase of exploration can be
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done in sub working groups outside the meeting.
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the proposal and decision phase.
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You have summarized the selected suggestions and enriched them.
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You may still have to vote if a choice is to be made.
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It's up to you to decide whether it will be by majority or not.
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You can write the main ideas on a flip chart
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and give stickers to the participants to facilitate their vote.
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You also have online tools that allow voting.
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about which ideas you are abandoning and which ones need more
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exploration in subgroups and which ones are ready for action.
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Participants will be ready to act when you have a clear plan of action.
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who does what and by when?
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You need to be very focused and dynamic to push for commitment and action.
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Why not get everyone standing around a timeline where you had the actions?
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Once you have decided who does what by when,
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you will still have to run follow up and readjustment times.
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you need to lead a reflection on a subject to launch a product,
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lead your team in a small or big change.
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Use the reflection and decision meeting.
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To get your head around the format,
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you can start with the topic.
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How can we improve our team meetings.
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Here's a reminder of the four steps
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a time for free speech,
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then brainstorming.
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We move forward in the opening.
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Then a time to explore the avenues,
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and finally a time to make proposals.
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We close with the decision making and the action plan.
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