How do you navigate large group change and transformation sessions?

1 Define the purpose and scope

The first step to navigate large group change and transformation sessions is to define the purpose and scope of the session clearly and explicitly. This means identifying the desired outcomes, the key questions, the relevant stakeholders, the available resources, and the potential risks and challenges. You should also clarify the roles and responsibilities of the facilitator, the sponsor, the participants, and any other parties involved. By defining the purpose and scope, you will set the direction and boundaries for the session and avoid confusion, ambiguity, and conflict.

2 Design the process and methods

The second step to navigate large group change and transformation sessions is to design the process and methods that will enable the group to achieve the purpose and scope. This means selecting and sequencing the appropriate activities, tools, and techniques that will facilitate dialogue, collaboration, creativity, learning, and action. You should also consider the logistics, timing, and materials that will support the process and methods. Some examples of large group methods are Open Space Technology, World Cafe, Appreciative Inquiry, Future Search, and Scenario Planning. By designing the process and methods, you will create the structure and flow for the session and engage the group in meaningful and productive ways.

3 Prepare the environment and participants

The third step to navigate large group change and transformation sessions is to prepare the environment and participants for the session. This means creating a physical and psychological space that is conducive to participation, interaction, and innovation. You should also communicate the purpose, scope, process, and methods to the participants in advance and invite their feedback and input. You should also anticipate and address any concerns, expectations, or needs that they may have. By preparing the environment and participants, you will establish the context and culture for the session and build trust and rapport with the group.

4 Facilitate the session and adapt to emergent situations

The fourth step to navigate large group change and transformation sessions is to facilitate the session and adapt to emergent situations. This means guiding the group through the process and methods, ensuring that they follow the ground rules and principles, and supporting them to achieve the outcomes. You should also monitor the group dynamics, energy, and mood, and intervene when necessary to resolve conflicts, clarify issues, stimulate ideas, or redirect focus. You should also be flexible and responsive to any unexpected changes, opportunities, or challenges that may arise during the session. By facilitating the session and adapting to emergent situations, you will enable the group to co-create and co-own the change and transformation.

5 Harvest and synthesize the results

The fifth step to navigate large group change and transformation sessions is to harvest and synthesize the results of the session. This means collecting and organizing the data, insights, and outputs that the group generated during the session, and summarizing them in a clear and coherent way. You should also highlight the key themes, patterns, and learnings that emerged from the session, and link them to the purpose and scope. You should also acknowledge and celebrate the achievements, contributions, and feedback of the group. By harvesting and synthesizing the results, you will capture and communicate the value and impact of the session and reinforce the commitment and motivation of the group.

6 Follow up and sustain the momentum

The sixth and final step to navigate large group change and transformation sessions is to follow up and sustain the momentum of the session. This means sharing the results with the relevant stakeholders, providing support and guidance for the next steps, and evaluating the effectiveness and outcomes of the session. You should also solicit and incorporate feedback from the participants, the sponsor, and yourself, and identify any areas for improvement or further action. You should also maintain contact and connection with the group, and celebrate and recognize their progress and achievements. By following up and sustaining the momentum, you will ensure that the session leads to lasting and meaningful change and transformation.