insights Article Three | October 2020 | proximity.com.au
FACILITATING QUALITY PROJECT OUTCOMES Some of the most common reasons for project failure are: ɚ vague or conflicting project definition and scope by Elizabeth Reardon Senior Advisor Proximity
ɚ lack of clearly articulated expectations ɚ competing (and shifting) priorities ɚ no processes for problem resolution and feedback
When pressure from the external and internal environments triggers change, projects are inevitably initiated. A facilitated approach throughout the project lifecycle can drive quality outputs and, in the process, prevent many of the pitfalls associated with lack of stakeholder engagement and communication, and ultimately set the project—and the organisation—up for success.
Through a facilitative approach that involves careful planning and clear and continuous communication, these barriers can usually be avoided. Facilitation involves bringing key people together at particular times, in a set period of time, to achieve a particular outcome. Benefits include: ɚ Reduction in scope creep ɚ Acceleration in the early project lifecycle phases ɚ Reduction in the overall project elapsed time and workforce effort ɚ Ownership of results ɚ Improved quality ɚ Improved working relationships ɚ Shared decision making produces informed decisions and support of those decisions
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The core characteristics of facilitated workshops are: ɚ They have a purpose that is aligned to project objectives ɚ They are systematic. The session has a well-defined approach and structure. Preparation, work session delivery, and follow up activities are all part of the work sessions process, with clear roles and responsibilities ɚ They are collaborative. The participants are the experts, and they are led by a neutral facilitator who seeks the full involvement of all participants to achieve the objectives of the work session ɚ They encourage discovery. The work session does not introduce “the answer” and then drive for its acceptance. It is a place of discovery where the ideas and opinions of the participants contribute to exploring and embracing the best outcome for the business situation ɚ They create substantive outputs. Work sessions must create high quality outputs that are specific to the needs of the project. Group dialogue and interaction lead to creative decision making, which is captured in appropriate deliverables ɚ They promote accountability. Decisions are made by consensus. This means that participants are willing to support the decision within and outside the work session setting (even though decision may not be unanimous). They are accountable for the decision they make and their resulting impacts on the business.
Article Three | October 2020 | proximity.com.au
When it comes to facilitation in the project environment, keep in mind the following: ɚ the facilitator is an enabler – they do not steer the team or determine business direction ɚ if it is necessary to be both Project Manager and facilitator, be clear about what function is being performed when and be aware of the intervening effects on the group ɚ pay attention and intercede if a participant is overbearing and obstructing the free flow of the group ɚ assist groups to identify any groupthink behaviour, accept it and take steps to avert it ɚ it is perfectly reasonable to hold interview sessions with individuals rather than hold a big group workshop especially where there have been contentious issues ɚ it is important to have stakeholders who will challenge ideas and not be afraid to pour cold water on an executive’s latest pet project, particularly in the earlier work sessions when feasibility of a project is being assessed ɚ be aware of stereotypes regarding resistance sometimes it is a constructive counterbalance to an irrational proposed change
Facilitated sessions are not suggested for every project. There needs to be a balance between the costs and benefits of bringing everyone together and when this balance is right, the payback is high. Look at facilitated sessions when: ɚ project effort crosses multiple lines of business ɚ project is tied to a critical timeline ɚ project is one of the organisations top ten strategic initiatives ɚ project is greenfield ɚ project is making another attempt at a previously unsuccessful effort ɚ project requires input from experts whose availability is limited ɚ project will result in changes that require broad socialisation or group consensus ɚ project is experiencing scope creep or having difficulty gaining clearly defined requirements ɚ project environment is geographically dispersed FACILITATING QUALITY PROJECT OUTCOMES 2
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Article Three | October 2020 | proximity.com.au
Finally, some suggested steps for workshop success: STEP
Obtain the commitment of the projects’ sponsors – both on the business side and the technology side
WHY
Committed sponsors are more likely to participate when they are required Evidence of management support encourages others to participate
STEP
Involve team members in putting together the agenda for the workshop
WHY
Team members will identify things that have been missed Engenders a sense of ownership over the workshop and investment in the results
STEP
Explain to team members how and why facilitated meetings will play a critical role in the success of the project
WHY
Set the basis for facilitation being a key factor in the success of the project Sets the expectation that people will make time to contribute to sessions
STEP
Invite representatives from outside of the project team to participate – e.g. marketing, HR
WHY
Brings diversity and thereby improves outcomes Secures early commitment
STEP
Develop and distribute a project overview prior to the workshop – include the objectives of the workshop, a timed agenda, details of scope and expected outputs as well as any pre-reading which would be helpful to effective contribution
WHY
Sets realistic expectations Members can more fully contribute to all conversations Provides chance to re-validate participant list
STEP
Assign roles – minute taker and facilitator – even if they swap roles during the session
WHY
Ensures that objectives are met in timeframe allotted Facilitator can concentrate on facilitation and notes will be more comprehensive Output will be made available for immediate distribution
STEP
Ensure the workshop space is appropriate for the purpose of the workshop –physical space, equipment such as whiteboards and refreshments available
WHY
Comfortable participants will be able to contribute to their best ability
Elizabeth Reardon | Senior Advisor | Proximity Elizabeth is a Senior Advisor with degrees in finance and law. She is experienced in a variety of areas, having spent over a decade in governance and consulting roles before commencing practice in law. She has undertaken various consulting engagements ranging from short term discrete business transformation tasks to advising on large scale investments, proactively consulting on troubled and contentious projects to minimise delivery risk and recover projects at risk of failure. Elizabeth is also experienced with understanding and interpreting legislation, advising clients as to legal rights and responsibilities and developing solutions and strategies. Elizabeth currently balances her time between consulting and legal roles and contributes to Proximity’s commitment to community service and pro bono work through volunteer work at the Women’s Legal Centre. She has baseline security clearance and an unrestricted practicing certificate.
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Article Three | October 2020 | proximity.com.au
Proximity is a leading professional services organisation providing consulting, legal and commercial advisory solutions.
James Dunn Director
Sean King Director
0407 888 894
0408 167 542
james.dunn @proximity.com.au
sean.king @proximity.com.au
We provide high quality services to public and private sector clients, with a focus on government and regulated industries. Our multi-disciplinary team includes highly experienced specialist in project management, consulting, law, procurement, governance, technology and commercial. We are a truly innovative organisation, leading the market in service delivery, business management and staff engagement.
For enquiries or to understand how this insight may apply to your situation, please contact us on 1800 959 885 or email enquiries@proximity.com.au
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