PMI South Florida Strategic Workshop
Facilitation Guide Book
PMI SOUTH FLORIDA
STRATEGIC WORKSHOP
FACILITATION GUIDE
OCTOBER 30, 2004
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PMI South Florida Strategic Workshop
Facilitation Guide Book
TABLE OF CONTENTS
1 VENUE DETAILS ..................................................................................................... 4
2 WELCOME ................................................................................................................ 5
2.1 Topic: Introduction ............................................................................................ 5
Learning Objective: .................................................................................................... 5
Facilitation Format: ..................................................................................................... 5
Set up: ......................................................................................................................... 5
Facilitation Approach: ................................................................................................ 5
3 STRATEGIC GOALS AND OBJECTIVES .............................................................. 6
3.1 Topic: Validation ............................................................................................... 6
Learning Objective: .................................................................................................... 6
Facilitation Format: ..................................................................................................... 6
Set up: ......................................................................................................................... 6
Facilitation Approach: ................................................................................................ 6
4 PREPARE FOR PLANNING ..................................................................................... 7
4.1 Topic: Overviews of steps for Planning............................................................. 7
Learning Objective: .................................................................................................... 7
Facilitation Format: ..................................................................................................... 7
Set up .......................................................................................................................... 7
Facilitation Approach: ................................................................................................ 7
4.2 Topic: SWOT Analysis ...................................................................................... 8
Learning Objective: .................................................................................................... 8
Facilitation Format: ..................................................................................................... 8
Set up: ......................................................................................................................... 8
Facilitation Approach: ................................................................................................ 8
4.3 Topic: Ranking of SWOT Ideas ........................................................................ 9
Learning Objective: .................................................................................................... 9
Facilitation Format: ..................................................................................................... 9
Set up: ......................................................................................................................... 9
Facilitation Approach: ................................................................................................ 9
4.4 Topic: Validation of Mission and Vision Statement....................................... 10
Learning Objective: .................................................................................................. 10
Facilitation Format: ................................................................................................... 10
Set up: ....................................................................................................................... 10
Facilitation Approach: .............................................................................................. 10
4.5 Topic: Conquering the weaknesses with the strengths .................................... 11
Learning Objective: .................................................................................................. 11
Facilitation Format: ................................................................................................... 11
Set up: ....................................................................................................................... 11
Facilitation Approach: .............................................................................................. 11
4.6 Topic: Matching your weakness to the PMI Goals .......................................... 13
Learning Objective: .................................................................................................. 13
Facilitation Format: ................................................................................................... 13
Set up: ....................................................................................................................... 13
Facilitation Approach: .............................................................................................. 13
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PMI South Florida Strategic Workshop
Facilitation Guide Book
4.7 Topic: Validating last years goals and identifying new goals ......................... 14
Learning Objective: .................................................................................................. 14
Facilitation Format: ................................................................................................... 14
Set up: ....................................................................................................................... 14
Facilitation Approach: .............................................................................................. 14
4.8 Topic: Identify Objectives .............................................................................. 15
Learning Objective: .................................................................................................. 15
Facilitation Format: ................................................................................................... 15
Set up: ....................................................................................................................... 15
Facilitation Approach: .............................................................................................. 15
5 CLOSING ................................................................................................................. 16
5.1 Topic: Closing................................................................................................. 16
Learning Objective: .................................................................................................. 16
Facilitation Format: ................................................................................................... 16
Set up: ....................................................................................................................... 16
Facilitation Approach: .............................................................................................. 16
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PMI South Florida Strategic Workshop
Facilitation Guide Book
1 VENUE DETAILS
Venue: Westin Fort Lauderdale
400 Corporate Drive, Fort Lauderdale FL 33334
Tel: 954 772 1331
Timing: 0830 to 1700
Meeting space: offered FOC
The room set up requested was the following:
Lectern screen
Table for overhead projector 3 easels
Pads pens
Hard candies water on tables.
Number of participants: for approximately 25-27 attendees.
Catering:
Continental Breakfast: $9.95 pp
Included: Coffee/Tea, Muffins, Bagels
Cold Lunch: $17.95 pp
Included: Salad plate with a breast of chicken plus dessert, etc.
Total Catering cost per person: $27.90 pp
Coffee Breaks: FOC
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PMI South Florida Strategic Workshop
Facilitation Guide Book
2 WELCOME
2.1 Topic: Introduction
Learning Objective:
Goals and objectives of the day
Facilitation Format:
Plenary
Set up:
Flip chart available
Facilitation Approach:
Time How Material
1. Outline the agenda is for the day. Flip chart
10 min 2. Reviewed current Strategic Plan
document format, highlighting headings
3. Reviewed how strategic plan was
achieved last year.
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PMI South Florida Strategic Workshop
Facilitation Guide Book
3 STRATEGIC GOALS AND OBJECTIVES
3.1 Topic: Validation
Learning Objective:
Validate strategic goals and objectives identified for 2004
Facilitation Format:
Plenary
Set up:
Flip charts
Listing of objectives on the flip chart
Facilitation Approach:
Time How Material
60 1. Look at each objective Flip chart
min 2. Assess how we did? What did we do?
What were the results, Need definition of:
accomplishments? Tactic
3. Document what has been accomplished Metric
from the tactics identified. Target
4. Have participants identify what has Dependencies
been accomplished and document on
the flip chart under the objective.
5. Identify activity versus results
6. Recap the overall status of
accomplishment of objectives
7. Wrap up
BREAK 18 MINUTES
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PMI South Florida Strategic Workshop
Facilitation Guide Book
4 PREPARE FOR PLANNING
4.1 Topic: Overviews of steps for Planning
Learning Objective:
Review situational analysis
Review SWOT Analysis
Define Customer Expectations
Perform “brain dump” of ideas and desired activities
Facilitation Format:
Plenary
Set up:
Write up mission and vision statement on flip charts place in the front of the
room
Reference “Successful Planning by Rebecca Staton-Reinstein”
Facilitation Approach:
Time How Material
1. Review that board did situational
10 min analysis and SWOT Analysis Flip chart
2. Stress importance in situational markers
analysis each year as important to
point out where we are now.
3. Looking at customer expectations –
Ask the group: How do you figure
out what your customer wants?
4. Review the 5 steps on page 10 of
“Successful Planning”
5. Ask participants experience with
working with developing a SWOT
analysis and how they use it.
6. SWOT – Strengths and
Weaknesses (are internal)
Opportunities and Threats (which
are external from the chapter)
7. Provide examples of SWOT to the
group
8. Wrap up
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PMI South Florida Strategic Workshop
Facilitation Guide Book
4.2 Topic: SWOT Analysis
Learning Objective:
Perform SWOT Analysis
Facilitation Format:
2 Subgroups
Set up:
flip charts labeled one page each strength, weakness, opportunities and
threats
Facilitation Approach:
Time How Material
10min at 1. Set brainstorming procedures, no
each answer is wrong, no discussion just
group document the ideas on the charts
2. Break up into 2 groups
25 min 3. one looking at internal SW
total 4. one looking at external OT
5. After 10 minutes have the two
groups switch and add to the
previous groups list. Not removing
any of the items listed.
6. Ensure that the groups do not
engage in discussions and just
document ideas.
7. Gave a one minute warning to wrap
up last idea.
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PMI South Florida Strategic Workshop
Facilitation Guide Book
4.3 Topic: Ranking of SWOT Ideas
Learning Objective:
Priority of ideas
Facilitation Format:
4 subgroups
Set up:
Move the individual spreadsheets to 4 different areas of the room.
Facilitation Approach:
Time How Material
10 Min 1. Have participants break into 4 sub Markers
groups. By counting off 1-4.
2. Each group takes on of the areas of
SWOT
3. Instruct the group to review each idea
on the flip chart and mark them as:
a. high (H)
b. medium (M)
c. low (L)
4. Based on how size/ strength of each
idea. How big of a
“Strength/Weakness/Opportunity or
Threat” is it?
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PMI South Florida Strategic Workshop
Facilitation Guide Book
4.4 Topic: Validation of Mission and Vision Statement
Learning Objective:
Identify the high ranked ideas from each group
Facilitation Format:
plenary
Set up:
Have vision and mission statement identified in front of the room for
PMI and the chapter
Facilitation Approach:
Time How Material
30 Min 1. Review PMI vision and mission Markers
2. Review chapters current mission Flip chart
3. Vision should be far reaching.
Something that we keep for a long
duration. Vision usually written in
future language
4. Mission is usually 3-5 year duration.
More concrete and more in the
immediate time frame. Through series
of missions we reach the ultimate
vision. Written in present language
5. Validate the chapter’s current mission.
6. Validate the chapter’s current vision
7. Explain the reason to spend time on
validating the mission is to DRIVE daily
action. That is why when we set goals
and objectives and tactic the strategic
question is…”How will this help us
accomplish our mission?”
8. If you can not find a link then you have
to ask “is this helping our mission?
Where is the link?”
9. If you can not find the link to if the idea
is advancing the mission, and then
need to put the idea on a shelf until
later. Maintaining focus.
LUNCH – 50 min
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PMI South Florida Strategic Workshop
Facilitation Guide Book
4.5 Topic: Conquering the weaknesses with the strengths
Learning Objective:
To identify the strengths that is available to overcome the weaknesses
identified.
Facilitation Format:
Plenary
Set up:
Post up in front of the room the validated mission and vision statement
Have the flip charts with the “H” ranked ideas identified on the flip chart
sheets all showing i.e.: SW on one sheet in long columns and OT on
anther sheet in two long columns
Facilitation Approach:
Time How Material
30 Min 1. Define Goal– are the general, high-
level descriptions of what you want to Flip chart
achieve in order to fulfill your Mission. markers
(page 45 in Successful Planning book)
2. All goals are aimed at helping us
achieve our mission. Under the goals
we will set the objectives, they are
concrete, measurable and will be
tracked on monthly status calls. The
how is the “tactical”
3. Review SWOT “H” points. These are
highlighted because want to look at
these SWOT to determine what we
want to do about them and how we
want to fit them into our planning.
Look out how to use the strengths to
take care of the weaknesses.
4. At the end of the day we want to
maximize the Strengths and minimize
the Weaknesses.
5. Today we are focusing on the Strengths
and Weaknesses.
6. Review the high points identified under
Strengths.
7. Identify if there is anything on the
strength side that can help overcome
one of the weaknesses.
8. Draw a line from each strength to the
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PMI South Florida Strategic Workshop
Facilitation Guide Book
weakness that it conquers. A strength
can connect to more than one
weakness and visa versa.
9. Highlight that every one of the
weaknesses that were identified there
are strengths that can conquer them.
Therefore these are areas that we want
to address in our goal setting.
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PMI South Florida Strategic Workshop
Facilitation Guide Book
4.6 Topic: Matching your weakness to the PMI Goals
Learning Objective:
Identify the weaknesses into the 5 areas of the PMI goals
Identify the point that the weaknesses need to go someplace in the plan
Facilitation Format:
Plenary
Set up:
Write up the 5 Goals of PMI
Facilitation Approach:
Time How Material
1. Review the 5 areas that PMI have
10 min broken their goal setting into:
a. Image & Brand
b. Networking and Community
c. Professional Development
d. Knowledge
e. Advocacy
2. These are the areas that we will focus
on setting our goals. Recommended to
establish 5 goals, one in each area
3. Identify where each weakness fits in
under each of the 5 areas of Goals set
by PMI
4. Write under each PMI goal the
weakness statement that belongs.
Though it doesn’t matter where it goes
just place it somewhere. The purpose
is to just identify that the weaknesses
need to go some place, capture them.
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PMI South Florida Strategic Workshop
Facilitation Guide Book
4.7 Topic: Validating last years goals and identifying new goals
Learning Objective:
Identify the chapter’s goals from last year and validate against current
identified weaknesses.
Determine new goals incorporating areas of weakness.
Facilitation Format:
2 subgroups (switch subgroups for each goal)
Set up:
None
Facilitation Approach:
Time How Material
1. Write up on the flip chart last years Flip chart
10 min in goals. Markers
subgroup 2. Instructions – break into 2 groups, look
at information that we have today and
min come up with one or two goals that
review need to be set in each area. Can
each chose to:
goal. a. Keep the goal from last year
b. If you don’t like the current goal
Total time can come up with a new one.
about 60 3. Review weaknesses that have been
min listed under the PMI Goal list to see if fit
as a goal or should be looked at later
on.
4. Subgroup is to look at first goal –
“Image & Brand” and do step 2.
(subgroups should not be more than 7
people)
5. Regroup as a plenary session and
review both groups input and come to a
consensus on one statement for the
goal. Ensure that weaknesses identified
have been accommodated in the
statement.
6. Break into 2 new subgroups and look at
second goal.
7. Repeat for each PMI goal
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PMI South Florida Strategic Workshop
Facilitation Guide Book
4.8 Topic: Identify Objectives
Learning Objective:
Review goals that have just been established and identify the objectives
Facilitation Format:
2 subgroups (switch subgroups for each goal)
Set up:
On a flip chart write SMART and what it stands for
Facilitation Approach:
Time How Material
1. Describe objective = Define the Flip chart
30 min concrete outcomes or results that must Markers
for each be achieved to reach a Goal
Goal 2. Ensure that objectives identified meet
the “SMART” theory (page 50 Success
150 min Planning)
total a. Specific
b. Measurable
c. Assignable – some one needs to
be responsible
d. Realistic – needs to be
something you feel you can do if
time and resources are available
to you.
e. Time related - to assign
concrete dates
3. If goals are similar can combine
4. Break into 2 groups
5. Instructions – come up with objectives,
can have a number of them. It is better
to have several to review and then cut
back. When establishing the objectives
review the 5 PMI Goals with the
weaknesses identified.
6. Provide approximately 30 min per Goal.
Ensure that participant’s goals are
measurable.
7. Come together in a plenary and review
objectives identified by each group
8. Validate objectives identified as a group
9. wrap up session
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PMI South Florida Strategic Workshop
Facilitation Guide Book
5 CLOSING
5.1 Topic: Closing
Learning Objective:
Set next steps for the group to complete the strategic plan
a. Strategic plan
b. Tactical plan
c. Budget plan
Facilitation Format:
Plenary
Set up:
Outline on a flip chart the three next plans to develop
Facilitation Approach:
Time How Material
1. Highlight next steps Flip chart
30 min 2. Steps to complete the Strategic Plan
a. identifying objective
b. target
c. status
d. due date
e. status (on a monthly basis
updated)
3. Steps to complete the Tactical Plan
(the “how” the actual tasks. Actual
versus planned
a. looking at each objective
b. Deliverable for each
c. Who responsible
d. Status
4. Steps to complete the Budget Plan
a. Estimate cost at tactical level
b. Revenue sources
(projected/contingency)
c. Revisit plan
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