Change - Strategic Facilitation

by Tony Mann

Tactical agenda process – ‘irregularities’ workshop

Objective

Time

Task/Activity

Process

Preparation

Arrival

08.30 – 09.00

Register

Bacon ‘butties’ and coffee/tea available on arrival

Bacon butties

 

09.00 – 09.15

Introduction and objectives of the day

Time allocated for step 1: 10 minutes

Step 1: Aileen/Tim outline the day and the various activities and introduces the strategic facilitator.
Time allocated for step 2: 10 minutes

Step 2: Strategic facilitator explains the nature of the activities and how people will be invited to take part and contribute – emphasising that

  • Everything will be ‘un-attributed’
  • Everybody’s input is valued
  • You can write/speak or record any key points they want to make
  • There are no ‘wrong’ inputs.

[Possibly we could have an audio booth where people could go and record, in confidence, any points they want to make about dangerous actions/behaviours that they want people to know about but?]

Can we have:

  • 3 flipcharts
  • 2 roaming microphones
  • 1 podium mic
  • Name tags
  • 36 Felt tip pens (three colours)
  • 24 packs of Post-Its™ (one per table and two per Master Class)
  • 12 tables x 10 people
  • 1 audio recorder with mic (if possible)
  • Computer projector (and screen)

To take stock of the project so far

09.15 – 09.30

Project update

Time allocated: 15 minutes

Presentation 1 – Presentation by Andy/Ian explaining

  • The problem caused by irregularities
  • The need to prevent irregularities when going to do maintenance on ‘live’ railway lines
  • The current procedures that are in place (that probably need changing).

Computer, projector and screen?

Rehearse Andy and Ian to practise and to establish time.

Objective

Time

Task/Activity

Process

Preparation

To analyse the cause

09.30 – 10.35

Describe the incidents

Exploring the cause of incidents

Measure the cause of incidents

Summarise the cause of incidents

Time allocated for step 1: 20 minutes

Step 1: Different people in Geoff’s team describe the various incidents (which are displayed on the walls). Geoff feeds back what he understands to be the facts of the incident (but not the cause).

Time allocated for step 2: 30 minutes

Step 2: Each table goes to a different incident so that the 12 tables are standing at an incident. The group discuss the incident and are encouraged to think

  • How the incident could have happened
  • What were the key factors contributing to the incident
  • What lessons can be learnt?

The table captures comments and an incident recorder notes their comments on Post-Its™ under each of the headings.

Time allocated for step 3: 10 minutes

Step 3: The group cluster their thoughts (with the help of the incident strategic facilitator) and draw conclusions under each heading.

Time allocated for step 4: 5 minutes

Step 4: The group cluster their thoughts (with the help of the incident strategic facilitator) and draw conclusions under each heading.

The incidents are written up and displayed on twelve A0 pieces of paper (preferably printed) giving

  • A ‘title’ for the incident
  • A description of the incident
  • The location
  • The time of day/week/weather conditions
  • Any other pertinent facts (but not factors).

A total of 12 incidents are displayed even if this means duplicating some.

 

10.35 – 10.55

Tea/coffee break

 

 

Objective

Time

Task/Activity

Process

Preparation

To explore the potential remedies

10.55 – 11.45

Measure the main causes

Explore potential remedies

Summarise learning

Time allocated for step 1: 20 minutes

Step 1: The group is then asked to vote individually on the causes that they think contribute most to incidents. They do this by allocating a score: major contribution (5); medium contribution (3); minor contribution (1). The group then counts the scores for each cause and identifies the top three.

Time allocated for step 2: 10 minutes

Step 2: The group then discuss and explore potential remedies/actions which could prevent the incident in future. They capture their ideas on the wall.

Time allocated for step 3: 20 minutes

Step 3: One person from each incident calls out one key cause and one learning point/remedy in turn. These are captured on the master flipchart/computer.

Flip-chart paper is placed on the wall for every group.

 

A list of key causes of incidents is drawn up. This is displayed when required.

To illustrate safe possession

11.45 – 12.15

Safe possession

Time allocated: 30 minutes

Presentation by Chris Taunton.

 

 

12.15 – 13.15

 

Lunch

Over lunch people sign-up for master classes (maximum of 12 per workshop).

Have sheets with the title and description of each master class and spaces for people to write their names (but only enough to ensure that equal numbers go to each workshop).

Objective

Time

Task/Activity

Process

Preparation

To ensure everyone understands about protection

13.15 – 14.00

Quiz

Time allocated for step 1: 24 minutes

Step 1: The ‘question master’ asks each question in turn and gives the tables 2 minutes (per question) to consider the multi-choice or open answer.

Time allocated for step 2: 6 minutes

Step 2: The answer sheets are collected and the question master reads out the answers (meanwhile scorers are adding up the scores for each table).

Have 12 copies of the (blank) answer sheet ready with pens.

 

Have a prize for each person on the winning table.

To build expertise in possession

14.00 – 15.00

Master classes

 

Time allocated for step 1: 5 minutes

Step 1: Everyone goes to the chosen master class.

Time allocated for step 2: 45 minutes.

Step 2: The master classes run.

Time allocated for step 3: 10 minutes.

Step 3: Everyone, in pairs, brain dump their thoughts about issues affecting possession on Post-Its™. These are collected and clustered by the leader of each master class and a summary given to Geoff.

Enough rooms for the master classes.

 

Two pads of Post-Its™ in each room.

 

15.00 – 15.15

(Short) Break for tea/coffee

 

 

To explain the actions which are in the process of being put in place

15.15 15.30

Summary

Time allocated: 5 minutes

Geoff explains the actions, which have been put in place to remedy the possession irregularities, and notes the suggestions and points made during the day.

 

To review the day

15.15 – 15.45

 

Aileen/Tim/Sanjay summarise the day.