Master the Art of The Five Ps of Preparation
Your Facilitation Fundamental Guide to Seamless Work Sessions
How do you gear up for a group gathering, a kick-off session, a conference, a collaborative problem-solving meeting, or any other work session with a group of people?
Irrespective of the nature of your work session or group event, it's essential to traverse through three distinct phases: pre, during, and post-event. Astute facilitators understand that the key to successful preparation remains consistent – the Five Ps.
While several aspects, like timing, location, and materials, are vital for ensuring a seamless meeting, pivotal elements distinguish top leaders, innovators, and facilitators. These elements revolve around comprehending what needs to be achieved, why, by whom, and how it can be achieved.
Let's delve into the Five Ps: Purpose, Product, Participants, Probable Issues, and Process.
Purpose:
Clarity of purpose is the cornerstone of an effective and satisfying gathering. When bringing together a team or a group of people, it is essential to understand why you are convening and to communicate this clearly to everyone.
Why is this session essential?
What problems are you aiming to solve?
How have you identified that there is a problem?
What are the consequences of not resolving this issue?
Product:
In the context of a meeting or gathering, the 'product' represents the desired outcome you'd like to see after the session. Think of the product as a set of distinct deliverables defining the purpose's achievement. This might include an action plan, a strategic roadmap, prototypes of possible solutions, or enhanced cross-collaboration.
To define a product, consider the "3 H's":
What tangible results should participants have in their hands when the session concludes?
What new knowledge should participants possess?
What beliefs should participants hold after the session that they did not have before?
Moreover, how will you gauge success three months after the session?
Participants:
Selecting the right participants is crucial, and it involves asking four fundamental questions:
Who will be impacted by the decisions made during this session?
What level of involvement should they have in the process?
Whose perspectives, engagement, and buy-in are so vital that they should be represented by someone at the table?
Who holds the authority to make the final decisions?
Ensure the following:
Participants comprehend the issue at hand.
They have a vested interest in the outcome.
They are empowered to make decisions or recommendations.
They are open to alternative solutions.
They represent cross-functional groups with a significant stake in the outcome.
Probable Issues:
The next step is to identify potential issues (red flags) that might affect the success of the work session. You can uncover these issues through interviews with the participants. Here are some questions to consider:
What questions or concerns do participants have about the session's purpose or outcomes?
What challenging aspects might surface and potentially disrupt the session?
Are there participants who oppose the session or have something to lose if it succeeds?
Process:
This is where you'd like to set up the agenda for facilitating the meeting, including collaborative exercises, time allocation, and the experience you'd like to create. You can learn how to Design Your Next Collaborative Meeting Like a Pro here.
So, next time you're gearing up for a group gathering, a kick-off session, a conference, or any work session with a team, why not give it a shot? And see how they transform your facilitation game.
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