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What do you do if your Facilitation project is too complex to manage?

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Facilitation is a skill that helps you design and lead effective meetings, workshops, and events. It involves planning, engaging, and guiding participants towards a shared goal. But what if your facilitation project is too complex to manage? How do you cope with multiple stakeholders, diverse perspectives, conflicting agendas, and unclear outcomes? Here are some tips to help you simplify and streamline your facilitation project.

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Sarisha Naidoo

Former lawyer I Fractional Executive Business Advisory I IoD Ambassador I Board Advisor I Coach & Mentor I DEI…
Gary Rush IAF Certified Professional Facilitator Master

Transforming your workforce by developing collaborative leadership increasing performance 'n engagement | 5X LinkedIn…
Morgan Davis, PMP, PROSCI, MBA

Fractional Chief of Staff | Transforming Organizations & Driving Results | NW Indiana’s Influential Leader in…

1 Define the purpose and scope

The first step to manage a complex facilitation project is to define the purpose and scope of your facilitation. What is the main problem or opportunity you are addressing? What are the desired outcomes and deliverables? Who are the key stakeholders and participants? What are the boundaries and constraints of your project? By clarifying these questions, you can establish a clear vision and direction for your facilitation, and avoid unnecessary distractions and detours.

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Gary Rush IAF Certified Professional Facilitator Master

Transforming your workforce by developing collaborative leadership increasing performance 'n engagement | 5X LinkedIn Top Voice - Facilitation, Team Facilitation, Team Management, Team Leadership, Team Building
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First off, you don't manage the project, the Project Manager does. In a 'scoping' workshop you can get the team to define the purpose and scope along with roles and responsibilities. They get to manage complexity. Begin with the key stakeholders to make the project theirs. Get them to define what problem is being solved.

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2 Break down the project into manageable chunks

The second step to manage a complex facilitation project is to break down the project into manageable chunks. You can use a tool like a work breakdown structure (WBS) to identify and organize the tasks, subtasks, and dependencies of your project. A WBS helps you visualize the scope and sequence of your project, and allocate the resources and time needed for each task. You can also use a tool like a Gantt chart to schedule and track the progress of your project, and adjust it as needed.

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Sarisha Naidoo

Former lawyer I Fractional Executive Business Advisory I IoD Ambassador I Board Advisor I Coach & Mentor I DEI Advocate I Facilitator I Speaker ????????
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Breaking down a complex facilitation project into manageable chunks is a key strategy for success. By using tools like a work breakdown structure (WBS), you can systematically organise tasks, subtasks, and dependencies, providing clarity on the project's scope and sequence. This structured approach allows for better resource allocation and time management, ensuring that each task receives the attention it requires. Additionally, utilising tools like Gantt charts enables you to schedule and track progress effectively, making it easier to identify any potential issues and adapt as needed. Ultimately, breaking down the project into manageable steps sets the stage for a smoother and more successful facilitation process.

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Gary Rush IAF Certified Professional Facilitator Master

Transforming your workforce by developing collaborative leadership increasing performance 'n engagement | 5X LinkedIn Top Voice - Facilitation, Team Facilitation, Team Management, Team Leadership, Team Building
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Again, get the team to break down the project into clear 'chunks'. The most successful project that I ever facilitated was a major corporation implementing a new global solution. They had no project management experience and the plan they developed in the workshop I facilitated would have sent PMI screaming - it had flaws. Being a previous project manager, I saw the flaws but said nothing - luckily. At the close of the project, the team received an award for being the first project delivered under budget, early, and functioning as required - a huge success. This was because their ownership was more a positive factor than being 'correct'. Honor the wisdom of the group.

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Melissa Celis Malatesta

Socia Directora en Gradual Human Talent | Executive Coach | Empleabilidad | Facilitación | Ayudo a personas y organizaciones a desbloquear su potencial mediante el desarrollo de talento.
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The work breakdown structure (WBS) is a viable tool for facilitators as it helps dissect complex facilitation projects into manageable components. By systematically breaking down tasks into smaller, more digestible units, facilitators can effectively distribute resources, track progress, and ensure results achievement. This representation enhances project organization and provides valuable help in identifying risks, making it possible to guarantee an efficient execution based on strategic decision-making. priorization.

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3 Choose the right facilitation methods and tools

The third step to manage a complex facilitation project is to choose the right facilitation methods and tools for each chunk of your project. Depending on the purpose, scope, and audience of your project, you may need different facilitation methods and tools to achieve your goals. For example, you may use brainstorming, voting, or ranking to generate and prioritize ideas, or use SWOT analysis, fishbone diagram, or affinity diagram to analyze and organize information. You may also use online or offline tools to facilitate collaboration, communication, and feedback among participants.

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Morgan Davis, PMP, PROSCI, MBA

Fractional Chief of Staff | Transforming Organizations & Driving Results | NW Indiana’s Influential Leader in Construction & Manufacturing | Follow for Insights on Operational Excellence, ESG, and Change Management
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Often, leaders and project managers rely on static project management methods (e.g., waterfall) to organize teams around uncertain and complex problems. These methods are not suitable for delivering complex projects because it's unrealistic to expect that you'll have all the answers when tackling such challenges, and the plan will likely need adjustment as your organization learns more. The Scrum framework has emerged as a game-changer for managing complex projects and excels in breaking down complex problems into manageable chunks. A robust Plan, Do, Check, Adjust (PDCA) cycle is built into the framework and equips teams to adapt and course-correct as they navigate through uncertainties and challenges.

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4 Communicate and coordinate effectively

The fourth step to manage a complex facilitation project is to communicate and coordinate effectively with your stakeholders and participants. You need to establish clear and consistent communication channels and protocols, and share relevant information and updates regularly. You also need to coordinate the roles and responsibilities of your facilitation team, and delegate tasks accordingly. You may use a tool like a RACI matrix to define who is responsible, accountable, consulted, and informed for each task. You may also use a tool like a stakeholder map to identify and manage the expectations and interests of your stakeholders.

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5 Evaluate and improve your facilitation

The fifth step to manage a complex facilitation project is to evaluate and improve your facilitation. You need to collect and analyze feedback from your stakeholders and participants, and measure the results and impact of your facilitation. You also need to reflect on your own performance and learning, and identify the strengths and weaknesses of your facilitation. You may use a tool like a feedback form, survey, or interview to gather feedback, or use a tool like a SMART framework to set and evaluate your objectives. You may also use a tool like a SWOT analysis, after action review, or lessons learned to identify and implement improvements.

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6 Celebrate and appreciate your facilitation

The sixth and final step to manage a complex facilitation project is to celebrate and appreciate your facilitation. You need to acknowledge and celebrate the achievements and contributions of your facilitation team, stakeholders, and participants. You also need to appreciate the learning and growth that you and others have gained from your facilitation. You may use a tool like a recognition letter, certificate, or gift to express your gratitude, or use a tool like a celebration event, party, or toast to share your joy.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What do you do if your Facilitation project is too complex to manage?

1

2

3

4

5

6

7

1 Define the purpose and scope

2 Break down the project into manageable chunks

3 Choose the right facilitation methods and tools

4 Communicate and coordinate effectively

5 Evaluate and improve your facilitation

6 Celebrate and appreciate your facilitation

7 Here’s what else to consider

Facilitation

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What do you do if your Facilitation project is too complex to manage?

1

2

3

4

5

6

7

1 Define the purpose and scope

2 Break down the project into manageable chunks

3 Choose the right facilitation methods and tools

4 Communicate and coordinate effectively

5 Evaluate and improve your facilitation

6 Celebrate and appreciate your facilitation

7 Here’s what else to consider

Facilitation

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