Presentation of my webinar "Designing Meetings for Collaboration", contains information on: Meeting Design Checklist; Questions to Sponsors; Meeting Organizing Tools; Graphic facilitation; Meeting agenda and facilitator guide; Warm-up and meeting minutes;

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Designing Meetings
for Collaboration
Webinar

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Introduction
Svetlana Mukhina
ICAgile ICP, ICP-ATF, ICP-BVA, PSM I
Agile and Career Coach at Luxoft Agile Practice
Experience: 12+ years in IT, Project and department management,
Computer Linguistics, Technical Writing, Quality Assurance
Interests: Project management, Agile transformation, Career and
performance coaching, Psychology
Hobbies: Horse riding, music, poker, travelling
Linkedin: https://www.linkedin.com/in/svetlanamukhina

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Session Plan
 Meeting Flow;
 Meeting Design Checklist;
 Questions to Sponsors;
 Meeting Organizing Tools;
 Video on graphic facilitation;
 Do and Do not of graphic facilitation;
 Meeting structure template and sample
 Agenda
 Facilitator Guide
 Q/A
 Attendance code

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Designing Meetings for Collaboration
Evaluate Design Conduct Document Evaluate
Decide
Evaluate
Explore
Discussion
Brainstorming
Mindmapping
World Café
Hand signals
Round Robin
Multi-Voting
Rome voting
Fist of Five
Consensus
Screening Matrix
Affinity line
Pro/Con
Pareto analysis
Worst/Best analysis
Cartesian coordinates

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Meeting Design Checklist
Prepare
• Define topic and goal
• Work out agenda and
structure
• List participants
• Identify key
stakeholders/sponsors
• Prepare agenda and
meeting structure
• Set timings
• Define tools and techniques
• Define input and output
documents
• Arrange environment
• Work out plan B
Conduct
• Opening
• Introduce participants
• Gather information
• Explore meeting subject
matter and objectives
• Evaluate resulted data
• Make decisions
• Closing
Follow-up
• Send minutes of meeting in
the format of action items
• Track commitments
• Inform about next events

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Questions to Sponsors
Purpose and Objectives
What is the primary purpose of
this meeting?
What are the desired objectives?
What decisions, if any, will be
made at this meeting?
How much can the group
realistically expect to accomplish?
How will you know it’s been
successful?
Participants and Roles
Who are the group members?
What are the backgrounds of the
individuals and organizations?
What are the interpersonal
dynamics?
Who will serve as the meeting
leader?
Is the facilitator neutral and
perceived as such?
What decision making authority
does the group have?
Will there be other people
helping?
Will the appropriate people be
present to finalize decisions?
Logistics
Where will the meeting be held?
Who is the contact person for
logistical arrangements?
Is this the most appropriate
location?
What kind of space, furniture,
lighting
What are the starting and ending
times? Are there breaks?
Have arrangements been made
for food and beverages?
Is any additional equipment
needed?

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Meeting Organizing Tools

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Great Video on Graphic Facilitation
https://www.youtube.com/watch?v=S5DJC6LaOCI

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Graphic Facilitation: Accurate Printing
1. Write in capital letters 2. Write in straight letters 3. Write in plain letters

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Graphic Facilitation: Different Colors
1. Mono Means Monotonous 2. Dark colors for general information 3. Bright colors for highlighting

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Graphic Facilitation: Plain Formatting
1. Bulleting 3. Margins2. Outline

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Graphic Facilitation: Graphical Elements
1. Banners for titles 2. Arrow for connections 3. Icons for animation

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Graphic Facilitation: Convenient Environment
1. Title flipchart pages 2. Make sure people read what you write 3. Add more more flipchart

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Drawing Banner
https://www.youtube.com/watch?v=YzsJRzZ9MP0

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Recording of the Webinar on Data Visualization
https://www.linkedin.com/pulse/201412022302
46-48371619-follow-up-on-the-webinar-the-
power-on-visualization

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Facilitating Full Participation Template
Explore
Evaluate
Decide
Open
Close

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Facilitating Full Participation Sample
6 Thinking Hats
Screening Matrix
Consensus
Tribes
ActionItems[What,Who,
When]

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Warm-up: Tribes
A person stands out of the group and says 3 facts about oneself:
 I’m Svetlana
 I’m Agile coach
 My team enjoy going to cinema
The teams join the person
High-five

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Six Thinking Hats by Edward de Bono

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Screening Matrix

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Consensus
Consensus is a group decision-making process in which group members develop, and agree to
support, a decision in the best interest of the whole. It has its origin in the Latin word cōnsēnsus
(agreement), which is from cōnsentiō meaning literally feel together.

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Sample Agenda (LO 2.2.3)
The purpose of the technical workshop is to discuss, analyze and decide on the implementation approach for Phase II deliverables
10 00–10 20 Introduction
10 20-10 30 Warmup
10 30-11 30 What are the Phase II deliverables?
11 30-11 45 Break
11 45-12 30 What are known implementation approaches for the deliverables?
12 30-1 00 What parameters of the deliverables should be taken into account?
1 00-2 00 Lunch
2 00-2 30 What are the risks of discussed implementation approaches?
2 30-3 30 What is the final list of chosen implementation approaches?
3 30-3 50 Break
3 50-4 30 What are our next steps?
4 30-4 50 Who will be responsible for the next steps?
4 50-5 30 Q/A and closing

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Facilitator Guide (LO 2.2.3 )
It is document that presents information for a
facilitator about how to prepare to deliver
professional facilitation service to groups and
individuals.

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