The Planning For The Community Building Session Is Almost Complete Th
The planning for the community building session is almost complete. The last details are how to conduct the plenary sessions for sharing information across groups to develop key priorities and themes that will need to be addressed. There are 2 sessions that need to be planned. One is to review the work done by intact work teams. In this larger session, the goal is to spot patterns and identify themes that can be used to plan actions.
These patterns or themes will come from the stop–continue–start charts developed by each functional group. In this way, not only will the changes that need to happen be identified, but aspects of effective work (those things that work well and should be continued) can also be reinforced. The external consulting team strongly recommended a "cross-functional, by-level grouping" for the first step. Their aim is to promote understanding of priorities and show how different issues at different levels of the organization can be aligned. The internal consulting team is excited about being the primary facilitators for these sessions.
Everyone recognizes that a structured approach will be critical (for timing and to control decision–making inputs). The approach called Nominal Group Technique (NGT) seems to be ideally suited to this task. You want to prepare yourself for conducting the session. Use the library, Internet, or other resources to research NGT. Because each grouping will be of a differing size, you want to tailor the overall steps of NGT to the situation you will facilitate.
To do this, you must create a meeting session plan (a document of 4–5 pages) that will answer the following questions: What is the goal of the session? How will the nominal group technique be used to achieve this goal? How will the members of the team work together (guidelines for effective participation)? What specific steps and tasks will be involved in achieving the goal? How much time will be allocated to each step or task?
What voting mechanism is most appropriate for the size of the group and the specific stage of the process? What will the outcome look like? What will the group present to the other levels? Download a sample format here. Your assignment is to complete the missing sections (in red) and develop any additional participant materials or instructions to assist the group in completing the task.
Paper For Above instruction
This paper presents a comprehensive plan for facilitating a community building session using the Nominal Group Technique (NGT), tailored to address the specific needs of diverse group sizes within an organization. The overarching goal of this session is to identify key themes and priorities that will guide organizational actions and foster effective communication across functional and hierarchical levels.
Introduction
Community building sessions are essential for aligning organizational goals, understanding diverse perspectives, and fostering collaborative efforts. In this context, the use of structured facilitation methods like NGT allows for equitable participation, systematic idea generation, and consensus building. This plan outlines how to utilize NGT effectively, ensuring that the session objectives are met while accommodating varying group sizes.
Session Goals
The primary goal of the session is to facilitate the sharing of insights derived from stop–continue–start (SCS) charts created by functional groups, identify recurring themes, and develop actionable priorities. Additionally, the session aims to reinforce positive practices and address areas needing improvement across different organizational levels, fostering alignment and understanding.
Application of Nominal Group Technique
NGT provides a structured format conducive to generating balanced input from all participants. The process involves silent idea generation, round-robin sharing, discussion, and voting. To adapt NGT to the session's needs, the facilitator will introduce a modified, step-by-step process tailored to group size, including flexible timing and voting mechanisms.
Guidelines for Effective Participation
Encourage equal contribution—no idea is too small or too trivial.
Maintain respectful listening and refrain from interrupting when others share.
Promote a positive environment where all voices are valued.
Clarify that the goal is consensus-building rather than debate or conflict.
Ensure clarity and understanding of all ideas before voting.
Steps and Tasks in the NGT Process
Preparation (15 minutes):
Distribute templates for stop–continue–start charts, clarify objectives, and assign roles.
Silent Idea Generation (10 minutes):
Participants independently list themes or priorities based on the SCS charts without discussion.
Round-Robin Sharing (20 minutes):
Each participant presents one idea at a time until all ideas are shared, recorded visibly for the group.
Discussion and Clarification (15 minutes):
Facilitate a session where participants ask questions, clarify ideas, and group similar themes.
Voting and Prioritization (15 minutes):
Use a voting mechanism suited for group size to select the most critical themes for action.
Time Allocation and Flexibility
The total session duration will be approximately 1.5 to 2 hours. Adjustments should be made based on group size: smaller groups may need less time for each step, whereas larger groups might require extended discussion or multiple rounds of voting.
Voting Mechanisms
For smaller groups (up to 10 members), a simple show of hands or secret ballot may suffice. For medium-sized groups (11-20 members), ranked voting or multi-vote procedures are effective. For larger groups, decision by electronic voting or dot-voting ensures efficiency and fairness. The chosen method should promote consensus and reflect the priorities of the majority.
Expected Outcomes and Presentation
The session will produce a prioritized list of themes that reflect organizational needs and strengths. The group will prepare a summary report highlighting key patterns, actionable themes, and recommendations for cross-level communication. This report will be presented to higher organizational levels to inform strategic planning and continuous improvement efforts.
Conclusion
By implementing this tailored NGT approach, facilitators can ensure inclusive participation, systematic development of priorities, and alignment across organizational levels. Attention to time management, appropriate voting mechanisms, and effective participation protocols will maximize the value and impact of the community building session.
References
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