module 3 session 3.6 visual 1 module 3 building the team session 3.6using a workshop approach for...
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Module 3 Session 3.6 Visual 1
Module 3
Building the Team
Session 3.6 Using a Workshop Approach for Project Launch; Project Launch Workshops (PLWs)
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Module 3 Session 3.6 Visual 2
Instructional Objectives
At the end of this session, learners will be able to: Describe the process for holding National Launch and
Stakeholder Implementation Planning Workshops.
Use a worksheet to plan project launch workshops.
Appreciate the value of PLWs.
Develop a plan to sell the value of PLWs to senior management.
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Module 3 Session 3.6 Visual 3
The Workshop Approach
Fosters stakeholder understanding & commitment
Builds teams
Is not a seminar, training, or a meeting!
Maximizes participant involvement & decision making
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The Workshop Is a Planning Tool
Use to start up any phase of project life cycle
Framework for implementation planning
Project and program evaluation
Best when done regularly throughout implementation
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Project Launch or Startup Workshops
Structured project startup activities
A gathering of stakeholders from implementing and coordinating organizations
A public launch of implementation
3 Types:• National Project Launch
(broad, “political”)• 100 participants
• Stakeholder Implementation Planning
• 50 participants
• Project Startup (core team)• 10 participants
Produce practical result: action plan for participants
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Benefits of Project Launch Workshops
Accelerates transition from design to implementation
Shifts “ownership” to implementors
Improves implementation skills & self-reliance
Supports team development & builds enthusiasm
Expands boundaries of the team
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Benefits of Project Launch Workshops
Builds feeling of joint participation
Orients new staff
Commits current political leadership
Encourages exchange of views among coordinating agencies
Enables donor staff to provide information & learn about issues
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Design of Project Launch Workshops
Duration: 2 to 5 days
Configuration: one or a series? Goals
Phase of program
Number of implementing organizations
Circumstances in the field
Our focus: National Launch and Stakeholder Implementation Workshops
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National Launch Workshop
Duration: 1 to 2 days
Objectives: Promote common understanding
Identify key issues
Develop strategic recommendations
Structure: Opening ceremony
Working sessions
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Opening Ceremony —National Launch Workshop
Participation by senior officials
Inclusive invitation list Ministers of state and general managers of
public corporations
Key government, political, and business leaders
Community leaders and officials
Representatives of beneficiaries, donor agencies
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Working Sessions — National Launch Workshop
Typically follows Opening Ceremony (fewer participants)
Participants represent key organizations
Purpose: Provide information
Develop strategic action recommendations
Obtain commitment and cooperation
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Stakeholder Implementation Planning Workshop
Usually follows National Launch Workshop
Lasts 4 or 5 days
May have as many as 50 people
Participants: Staff who have responsibility for
implementation, including regional/local agencies, middle management, and project management core team
Other important stakeholders
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Objectives for Stakeholder Implementation Planning Workshops
Common understanding of project and status of implementation
Identify and discuss key issues and priorities
Develop detailed action plans (12 month duration)
Obtain commitment and cooperation of key staff
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Common Elements in PLWs
Opening ceremony
Project description
Prioritizing project activities
Identifying problems and constraints
Assessing or mapping project environment
Developing a strategy
Preparing a plan of action
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Summary: Project Launch Workshops
Two types emphasized in this session: National (1 1/2 - 2 days)
Stakeholder (4-5 days)
Action oriented
Inclusive
Build understanding, commitment, and cooperation
• Design elements are similar for all types, but each must be customized
• Project Startup Workshops for core team are more detailed
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Thought Problems
Project: Lagos Water Supply Project
Problem 1. What cadres of staff to invite to: National Project Launch (3 days)
Stakeholder Implementation Planning (4-5 days)
Problem 2. What criteria to use for deciding whom to invite.
Problem 3. How to ensure communication between workshops.
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Solution to Thought Problems
Problem 1. National Launch: Everyone!
Stakeholder Implementation Planning: Who needs to be coordinated?
Problem 2. Selection Criteria Who needs to know what level of detail?
Whose input is necessary?
Whom do you want to involve?
Who has a role to play?
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Solution to Thought Problems (continued)
Problem 3. Communication Summarize the results of the first workshop
in the second
Distribute report
Discuss key findings with management
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Module 3 Session 3.6 Visual 19
Module 3
Building the Team
Session 3.6 Using a Workshop Approach for Project Launch; Planning & Getting Approval
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Planning and Holding PLWs: 3 Stages
Preparing
• Discuss and plan
Conducting
• Run, evaluate, produce report
Following up
• Meet with participants and replan
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Preparing Project Launch Workshops
• Obtain agreement and commitment of senior officials
• Develop preliminary budget and sources of funding
• Make administrative and logistical arrangements
• Prepare preliminary workshop designs and agenda
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Thought Problem
• What can happen if people are invited to a national launch prior to completing the preparation activities?
• When should participants be invited?
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Conducting Project Launch Workshops
• Prepare final workshop designs and agendas
• Confirm all administrative and logistical arrangements
• Conduct the workshops
• Prepare report on workshop proceedings
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Following Up on Project Launch Workshops
• Conduct 3 to 6 months after PLW
• Take stock of developments since PLW
• Replan as needed
• Reinforce commitment to effective implementation
• Best done in workshop setting with participants
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Project Management’s Overall Roles & Responsibilities
• Host workshops
• Make preliminary plans & hire facilitators
• Supervise facilitators & approve workshop agendas
• Make administrative and logistical arrangements as agreed with the facilitation team
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Project Management: Workshop Preparation
• Select core team workshop coordinator
• With facilitation team, determine:
• Workshop configuration
• Opening ceremony arrangements & details
• Administrative/logistical plans
• Interview/meet with sponsors and key stakeholders
• Review and approve draft workshop agendas prepared by facilitators
• Implement tasks on action plan
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Project Management: Conducting the Workshop
• Host opening ceremony
• Describe project and deliverables
• Serve as resource during workshop sessions
• Participate in workshop sessions
• Provide feedback and guidance during plenary sessions at stakeholder workshops
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Project Management: Follow Up
• With support of facilitation team:• Schedule follow-up meetings
• Supervise planning
• Participate in activities
• Implement action items
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Facilitation Team’s Overall Roles & Responsibilities
• Provide three facilitators per 40 participants
• Serve as neutral “outsiders”
• Have experience & proven track record
• Be adaptable, flexible, quick thinking, good listeners
• Be able to develop trust with project management, sponsors, key stakeholders
• Play a “facilitating” role (don’t be a “star”)
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Facilitation Team: Workshop Preparation
• Guide and work with project management (administrative & logistic arrangements)
• Have primary responsibility for preparing agendas
• Follow these design principles:
• Keep design simple.
• Keep design flexible.
• Keep workshops active.
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Facilitation Team: Conducting the Workshop
• Work daily with project management to finalize plan (1 week before)
• After the opening ceremony—be in charge of workshop process:
• introduce each session
• provide guidelines for working group sessions
• keep processes on track yet responsive
• Prepare workshop report
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Facilitation Team: The Follow-Up
• One (or more) members of facilitation team assist project management in planning
• Visit participants, working groups, and stakeholders
• Identify “rough spots”
• Renew commitment of participants
• Report to project management
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Potential Risks
• Participation threatening
• Unrealistic expectations
• Unacceptable proposals/demands
• Nonrepresentative constituency
• Inappropriate approach
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Countering Potential Risks (Part 1)
1. Perception that participation is threatening
• present benefits clearly• understand concerns• include senior officials• share information
• clearly state objectives and expectations at each stage
2. Unrealistic expectations by participants and officials
• Potential Risks of Doing PLWs and How to Address Them:
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3. Unacceptable proposals generated by the workshop
• acknowledge proposals as valid• indicate if subject was considered
and basis for alternate decisions• if appropriate, indicate that
proposals will be considered in the future
• be inclusive at Opening Ceremony• hold mini-workshops for
beneficiaries
• hire experienced facilitators• work closely with facilitators
5. Inappropriate approach and inadequate skills of the facilitators
4. Involvement of beneficiaries and/or other stakeholders
• Potential Risks of Doing PLWs and How to Address Them:
Countering Potential Risks (Part 2)
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Getting Approval
• Hard to perceive value until experience
• Be ready to respond to common objections• Negative issues or criticisms will surface
• Everyone knows everything about the project that they need to know
• Participants can not make a contribution
• Indicate how PLWs can help superior/organization succeed
• Customize your approach
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Conclusion
• PLWs promote understanding, commitment, cooperation
• Process/Structure similar for all types of PLWs• Planning is essential
• Facilitation team critical for conducting successful workshops
• Follow up important
• Rewards justify the risks
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Conclusion (continued)
“The workshop served an important
purpose in drawing stakeholders together
and stimulating high motivation and
interest.”