We call our meetings Work Sessions. Work Sessions
are optimized meetings that make more
efficient use of all attendees’ time.
They facilitate more rapid
decision making and empower collaboration. With the use of this system, all participants
are aware of their individual role
during the work session, are well prepared
to make most efficient use of the time, are focused
on what is important, contribute
toward solving challenges, and clearly know the desired outcome.
The Process
For any work session to be
successful, group collaboration is required.
Roles
· Project Leader – The person responsible for managing the completion and
organization of the work as well as ensuring the outcome is achieved wears the
hat of the Project Leader. The more involved the Project Leader is in
the work session process, the more successful the outcome will be.
· Coordinator – The person responsible for providing administrative
support to the Project Leader wears the hat of the Coordinator. The Coordinator works closely with the
Project Leader to provide assistance, take meeting minutes, follow up on
progress, and make sure all steps in the Work Sessions Best Practice are
completed.
· Contributor – A contributor prepares documentation (as assigned), updates
their assignments in Workfront, and offers input based on expertise.
· Stakeholder – A stakeholder attends the meeting to participate in the
discussion and offers input based on their expertise. [Typically Program
Managers and/or Functional Managers]
·
Reviewer – A reviewer reviews the
recommendations and work to approve or discuss what is needed for approval. [Typically Managers, Directors, President,
and/or CEO]
The
Project Leader and the Coordinator shall utilize the Work
Session Checklist to ensure all steps are
taken care of. This tool can be used to
help decide who is responsible for what for each work session. The Coordinator is responsible for working
with the Project Leader and making sure every item is tended to on the Work
Session Checklist for every work session.
Additional
roles are important as well. What is
most important is that each role is clearly identified in the work session invitation
so everyone knows why they are there and what they are expected to
contribute. Standardized roles are
defined in the Work Session Form Template.
The Basics
Please note that all work sessions
require documentation. No work session should ever be scheduled
without some type of well-prepared document to review. The intention of a work session is to review content
that was prepared beforehand, is documented in a clear and effective manner,
and to collaborate to achieve an ideal outcome, determine next steps, or to get
direction from a superior.
The Coordinator should review all
documentation meets the standards as requested per the last work session (if
applicable) before the work session begins.
If the documentation
specifically requested last work session is not ready, the Coordinator is to
advise the person responsible for the documentation on how to improve it and
also notify the Reviewer that the work session is not prepared. It is up to the Reviewer to determine if they
want to reschedule the meeting.
Step 1: Make the Agenda [Coordinator]
Before doing anything else, draft the agenda. The agenda is
often very simple but having an optimized agenda will ensure effective use of
time and is required for every work session.
The agenda will detail key points that are to be discussed and help
participants come prepared. Work with
the Project Leader to prepare the agenda.
Before you can create an effective
agenda, you must know who will be attending the work session. You want to make sure all of the right people
are in the room to help create the best decision with unique insights. Identify who will be impacted by the
decisions that are being made – both downstream and upstream. Confirm with the Project Leader that all
participants are included that need to be.
Every agenda should always include an opportunity for feedback from the
team as well as an agreement about the deliverables (in SMARTER
format) to have ready for the next work session and when to meet next.
Suggested Agenda (to be customized per work session needs):
1.
Review Progress on Previously
Assigned Deliverables. Each work session should begin
with reviewing progress on the deliverables from the previous work session, if
applicable. Paste the deliverables into
the agenda and attach any associated documentation right next to each deliverable
in the same order.
2.
Gather Feedback. After each deliverable is reviewed,
all participants have an opportunity to provide insights or feedback on the
deliverables themselves. Feedback is
captured via the Work Session Notes so that the deliverables will be updated
with the team’s feedback.
3.
Review the Status of all other Pending
Items. Look at the overall Action Plan to confirm
all items are progressing as needed.
Discuss anything that is held back and when it can be expected to be
done.
4.
Confirm When to Meet Next and Deliverables
to Review Then. The group shall discuss when the next set of
deliverables will be ready for review, what should be focused on next, and when
to schedule the next work session.
5.
Set the stage.
All of the big picture information should be included in the agenda for
continuous clarity. There is no need to
discuss it each time but it should always be visible for everyone to see in the
invitation.
a.
Why
the work session or project is taking place
b.
The
desired outcome(s)
c.
The
participants’ roles and responsibilities
Step 2: Prepare Your Documentation [Project Leader]
The intention of a work session is to review content
that was prepared beforehand and is documented in a clear and effective manner,
discuss progress that was made, collaborate on an ideal outcome and/or next
steps, or to get direction from a superior.
Each work session will have
different documentation. All documents
must have enough content to review and have clear prioritization with
visibility into the background process.
The documentation for a Work
Session varies depending upon the content.
Suggestions:
1. If
deliverables were assigned that need to be reviewed, insert the documents that
were created per the assignments.
2. For
each work session, include the Work
Session Form and its Action Plan unless this is a first meeting in a series
or a single meeting to focus on reviewing one document. Instructions on How
to Create or Edit a Work Session Form are
located in SharePoint.
3. If
the work session is to solve a problem, a PowerPoint presentation is a great
way to reframe the problem into an ideal, Measurable Outcome and detail
customized solutions for our company in a clear manner.
4. Sometimes
a spreadsheet with formulas is helpful to attach as well. That way, the reviewer can test formulas and
shift models easily.
Note: Google Drive is recommended for documents
that will be edited by multiple people so that edits can be made at the
same time during the work session. Ideal
documents to utilize the Google Drive include:
·
Work Session Forms
·
PODs that are being developed
For more information on how to utilize Google Drive, please
review Google
Docs – How to Upload. Also please
note that we do have a Shared Google Drive. Login info is limited to Coordinators
and Project Leaders to provide some control over documents.
Step 3: Schedule the Work Session [Coordinator]
Only once you have all of the above completed, schedule
the work session by sending an invitation from Outlook. It
is ideal to set work sessions a day or two out so that all attendees can
prepare properly and have enough time to ensure they got the message. If a work session needs to be rescheduled,
please be sure to do it at least 30 minutes prior to the start to avoid wasted
time of people waiting for attendees (preferably at least two hours ahead so
people can plan their work accordingly).
Step 4: Send Reminder the Day Prior [Coordinator]
Send the Work Session Preparation Email Template or a similar reminder to all attendees the night
prior to the work session to prompt updates in Workfront of the specific tasks and
ensure preparedness for the work session. Updates are due the following morning. Modify the message as needed.
It is ideal that all contributors post status updates
in Workfront by the end of day on the day prior to the scheduled work session and
send updated documents to the team. This
gives the Coordinator sufficient time to update invitation and provide a brief
description of “Progress Since Last Work Session” on the Work Session
Form. If updates are not made by the end of day on the day before a work
session, they need to be emailed directly to the Project Leader and CC’d to the
Coordinator. All updates are due at
least two hours prior to the scheduled work session. If
documents are not received at least two hours prior, the work session may be
delayed.
Step 5: Final Preparation for the
Work Session [Coordinator]
Make sure that updates are in from all contributors at least
two hours prior to the work session. If attendees are not prepared, the work session should be pushed out if
possible. Get all updates into the
Outlook Invitation at least one hour prior to the start of the work session to avoid delays which may affect
others and ensure receipt.
Coordinator is to review documentation and compare it
against the previous Work Session Notes to ensure it is to the standards as
requested in the last work session. If the documents are not prepared as
requested, the Coordinator is to advise the Reviewer. The Reviewer will decide
whether to reschedule the work session or review what is ready so far. To update the Work Session Form, follow the
process outlined in the document How
to Create or Edit a Work Session Form.
One Hour Prior: Send Out all Work Session Materials via Updated Outlook Invitation
All documents, the WSF, and the
Outlook Invitation must be finalized at least one hour prior to the start of
the work session to avoid delay in
receipt and miscommunications.
1. Review
the quality of documents before work
sessions and ensure they fit all the previous requests per the last Work
Session Notes.
2. Make
final update to Outlook Invitation (see examples in Step 3).
a. Put
documentation in the same order as the tasks are listed in the Action Plan on
the WSF.
b. If
there is a WSF, be sure it is updated in the invitation to show progress since
last work session.
Project Leader is to oversee that updates are input
correctly and all information is given to Coordinator. If any information is missing, Project Leader
is to encourage updates by the team.
Step 6: Conduct the Work Session
Coordinator’s Role During the Work Session
While
in the work session, the Coordinator will watch the agenda and make sure the
agenda is progressing. The agenda for
any project should always start with reviewing the progress on the previously
assigned deliverables. The Coordinator
will take notes in the Work Session Notes template. See How to Take Work Session Notes for more information.
If
the work session goes over in time, the Coordinator is to communicate this to
the team. A 5-10 minute notice is
advised. Prior to the close of the work
session, the Coordinator is responsible for confirming when the next work
session date should be and what key deliverables they expect ready when they
meet next. The group is to agree to a reasonable
time frame and deliverables. This
information should be added to the Work Session Notes.
Capturing Feedback is Essential
After
each topic discussed, time should be given for feedback. Work sessions should focus around
solicitation of feedback rather than a presentation for 90% of the work session
with a little time left for response.
Capturing
the feedback is critical and must be well thought out in advance. For work sessions where participant feedback
is critical, each participant should either bring a note sheet or an excel
document to insert feedback on each aspect presented on the spot and give to
the Coordinator to compile results. All feedback should be sent ASAP to the Coordinator
so that the info can be added to the Work Session Notes.
Step 7: Follow Up
After the work session, be
sure to do the following:
Refine and Send Work Session Notes. [Coordinator]
1. Refine
the Notes. Be sure they flow
properly and rearrange if needed.
Organize via a numbered list in a manner that is most easy to
follow. Check for spelling and
opportunities to make them clearer. Bold
key items. Be sure documents are
referred to by specific title and version if applicable.
2. Bring
down all Deliverables. Review all notes
and make sure all deliverables are moved down to the deliverables section and
are listed in a SMARTER format.
3. Post
Full Work Session Notes in Workfront.
Post the full Work Session Notes in Workfront directly in the main Project
on the Updates tab. Insert notes
directly into the status update of the task rather than attaching. [Do not post
if contains confidential information]
a. Double
check that the full notes are posted.
If they were cut off due to a character limit, paste the rest as a
comment to it. Repeat as needed.
i. If
tasks are discussed which fit in a different project than the main project that
was being discussed, be sure to update the status of the appropriate project as
well. If needed, create the task or
project. Be sure to use SMARTER format.
Update the Work Session Form. [Coordinator]
1. Update
the Action Plan of the Work Session Form.
Add new deliverables and updates received during work session.
a. Hyperlink
Action Items to WorkfrontTasks. Be
sure that each Reference # of each sub-task listed in the Action Plan section
of the Work Session Form is hyperlinked to the associated Task in Workfront.
b. Update
Workfront assignments if updates are not showing as discussed in the meeting.
c. If
needed, create tasks that are not already created. Be sure to search to ensure any new tasks
have not already been created to avoid duplication and disorganization. Create them in SMARTER format. Input a SMARTER description, planned hours,
due date, and assignee.
Distribute Work Session Information to All
Attendees. [Coordinator]
1. Send
an email with the Work Session Notes and Updated Action Plan to all Attendees.
Attach the Work Session Notes document,
paste the notes in the body of the email as well for ease of review, and paste
the updated Action Plan at the bottom of the email. Send this email to attendees as soon as
possible after the work session – by the latest – the following day after it. Many people rely on the details in this
message so sending this as soon as possible facilitates the team being able to
advance.
2. Make
sure to save a copy of the Work Session Notes in the Meetings
Folder on SharePoint.
Review Updated Tasks in AtTask. [Project Leader]
a. Review
that new tasks are set up properly, have a SMARTER description, the correct amount of planned
hours, appropriate due date, and correct assignee.
Schedule Follow Up Work session. [Coordinator]
1. Schedule
the next work session right away – as part of the close out process – to ensure
it is in the calendar and not forgotten.
See steps 1-3 in this Best Practice to create the agenda, documentation,
and invitation needed.
2. Double
check the Work
Session Checklist to confirm that all steps were completed. Send confirmation to the Project Leader.
Additional Follow up [Coordinator]
1. Work
with the Project Leader/Contributor(s) to update the Action Plan items as
needed, ensure that the entire Work
Session Checklist is followed, and oversee that the overall progression is
moving along as quickly as possible .
2. Keep
an overall eye on deliverables and help them progress. Update deliverables in WSF prior to any
future work session to allow them to move quickly.
3. Every
week make sure all required work sessions are scheduled and all prior
deliverables are moving forward. Keep
copies of one-off Work Session Notes in your tickler folder in Outlook with a
reminder to ensure you check on them monthly, or more often as needed.
Please note we also have a Work
Session Checklist which should be utilized
for each work session by the Project Leader and Coordinator to ensure all
appropriate steps are followed. It is
available in the Knowledge Center on SharePoint under Shared Documents.
