Team Workshop: “Breaking free offers new scope.”Pre-workshop tasks and facilitator’s guide.

2 Dear Facilitator.

Pre-workshop tasks for the facilitator.

You will be guiding the team through the 2-hour workshop. This guide is designed to assist you.

Please start with the following tasks: • Identify an exemplary person in the company who works flexibly

and consciously plans his or her mobility. This person will be your guest in the first part of the workshop and relay his or her experiences. If you are unable to identify anyone, e-mail us at travelsmart@sbb.ch. We will be happy to recommend someone from our network.

• Schedule a time and date with the whole team and the guest. Duration: 2 hours, the first 45 minutes with the guest.

• Book a room with block seating. • Read through the facilitator’s guide on the following pages. You can

read out the sentences provided in the workshop or use them as inspiration and write your own.

Required materials. • Facilitator’s guide.• Flip chart.• Room with block seating.• Plenty of post-it notes.• 1 marker pen per person.• 1 copy of the Team Focus 2 poster, printed on A3.• Presentation laptop, overhead projector and

screen or printed out posters and adhesive tape to display the posters in the room.

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“Breaking free offers new scope.” general.Programme for the Team workshop.

• 1. Agenda.• 2. What does “Breaking free offers new scope” mean?• 3. Why break free?

“Breaking free offers new scope.” in our team.• 4. Team Focus Part 1.• 5. Team Focus Part 2.• 6. Making new habits stick.

There is a poster for each item on the programme, which you will show to the team. The posters can be projected during the workshop or printed out beforehand on A3 and displayed in the room.

Important: Timekeeping.If the discussions overrun the scheduled time, try to find common ground and draw the item to a close. This also applies to all subsequent slides.

Feedback.We would greatly appreciate it if you would tell us your opinion of the online coaching and will be happy to provide any further assistance.

Best of luck. SBB (travelsmart@sbb.ch).

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Welcome ( 5 mins.).

“ Welcome to the Team Workshop. Today, we will be spending 2 hours reflecting on mobility in our team. Commuting has a lot to do with habit. If we can break free from these habits, we may establish new com-muting habits that enhance our well-being. To do this, we must have the option of working flexibly, in terms of location and hours. Flexible working succeeds when there is a properly thought-out framework for it. At the end of the team workshop, we will all embark on a trial phase to quickly experience how we can create scope by deliberately avoiding peak times. So, shut your laptops and put down your phones. We are going to focus completely on the team.”

Project the posters on “Agenda” and What does “Breaking free offers new scope.” mean?

Steps/preparation.

5Facilitator. Team.

“On the next two pages you will see a definition and possible scenarios for breaking free. Please take a look.”

“What is your impression or your preference? Who’d like to share their thoughts?”

“Thanks for your input. I think we’ve covered all the key things, so let’smove on.”

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The team examines the definition and the possible breaking free scenarios.

The team expresses opinions and discusses as a group.

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Why break free? ( 15 mins.).

“ Let’s now discuss whether and why it might make sense to deliberately avoid peak tines.»

Project the posters on “Why break free?”. Steps/preparation.

7Facilitator. Team.

“On the next three pages, you’ll see the potential advantages of breaking free. Pleaseread through them.”

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“What do you think of these advantages? Are there any others? Do you feel there are any risks that are cause for concern?”

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The team examines the advantages of breaking free.

The team discusses the advantages, adds to them, expresses any concerns and anticipates pos sible drawbacks.

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Other benefits

• …• …

• …• …

Concerns/ disadvantages

Write a list on the flip chart during the discussion.

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Best practice at our company ( 20 mins.).

“ Moving from theory to practice, I’d now like to introduce to you somebody who has already broken free. This is our guest. She/he will now share his/her experiences. Afterwards, you can contribute your own experiences from your professional life so far, then we can compare experiences.”

Project the “Best practice at our company” poster. Steps/preparation.

1. The guest talks freely or answers in the form of an interview. Sample questions:• Travel patterns: How do you travel and how

do you organise your working days? What ad vantages does this have for you?

• Personal circle: How does it go down with your colleagues? What do your friends/family members say about it?

• Tips: What advice can you share with us? What factors need special consideration?

2. If, during the preceding item “Why break free?”, any concerns/drawbacks were written down on the flip chart, refer to these now:As somebody with experience of breaking free, how would you respond to the concerns raised by our team?

9Facilitator. Team.

“This is our guest XY from team XY. It’s great to have you with us!”

“What are your personal experiences? Do they mirror the experiences of our guest?”

“Thank you so much to our guest and we hope to see you again soon. Let’s now take a 10-minute break.”

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The team listens to the guest.

Team members recount their own experiences and compare them with those of the guest.

The team says goodbye to the guest.

10-minute break.

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Team Focus Part 1 ( 50 mins.).

“ For us to introduce flexible working in our team, we all need to establish the conditions necessary and set workable rules for ourselves. So, I’d like us now to think about the conditions and rules you feel are appropriate and necessary, to enable off-peak commuting for us as a team.”

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Steps/preparation.Project the posters on “Team Focus Part 1”.

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Facilitator. Team.

“What conditions and rules must be in place to  enable new working arrangements?”

“Next, we’ll identify the conditions we need to establish as a team. Please read the next three slides.”

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“Let’s now take it in turns to present our ideas to the rest of the group and stick the post-its on the flip chart. Let’s try to group all related issues together as we do this.”

“Let’s now choose the three conditions and the three rules that we, as a team, think are the most important.”

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-Everyone individually writes down possible conditions and rules. One post-it per condition/rule.

Presentation to the group, grouping of issues and discussion.

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Team Focus Part 2 ( 10 mins.).

“ We now need to formally agree the three chosen conditions and rules.”

Steps/preparation.Project the poster on “Team focus Part 2”.

13Facilitator. Team.

“Let’s write down the chosen conditions and rules again here and put them straight onto the poster.”

“We’ll all now sign this agreement to make it valid.”

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The team helps write down the rules. Everybody must concur with the wording of the sentences.

Each participant signs on the poster.

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Making new habits stick ( 10 mins.).

“ Thank you all for taking part. As our final task, would you please now help me ensure that the measures we have agreed become habit? Who would like to volunteer to monitor the concept of “Breaking free offers new scope.”, display the poster in our workplaces and make sure that motivation and success are regularly discussed within the team?”

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Project the “Making new habits stick” poster. Steps/preparation.

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“Who would like to volunteer as a Breaking Free Champion?”

“Did you enjoy this team workshop? Has it been useful? I’d love to hear your feedback.”

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“Thank you all very much for taking part. If you have any further questions, ask the Breaking Free Champion.”

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Somebody volunteers (hopefully). Otherwise, pick a name out of the hat.

The team gives feedback on the workshop.

Facilitator. Team.

SBB AGPassenger Division Transport Business DevelopmentWylerstrasse 123/1253000 Bern 65, Switzerlandtravelsmart@sbb.ch

www.sbb.ch

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