SYNCHRONIZING THE ORGANIZATION

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					                         2009




SYNCHRONIZING THE ORGANIZATION
   Train-the-Trainer Course Syllabus




                         State of Oregon
                         Oregon Department of Transportation




                         September 30 – October 1, 2009
Synchronizing The Organization Workshop




COURSE INFORMATION
Course duration              2 days (16 hours)

Time                         Sep 30 & Oct 1, 2009 ~ 8:00a.m. – 5:00p.m.

                             Andersen Readiness Center, Room 114
Location
                             3225 State St, Salem, OR‎97301

Prerequisite                 None

Training/Experience          None

Instructor                   Ben Berry - CIO ODOT

                             Upon successful completion of the course, participants will receive a

                             Master Change Facilitator Certification that will allow them to

Certification                conduct a standard “Synchronizing‎the‎Organization”‎facilitated

                             workshop without restrictions. Certifications will be awarded at the

                             end of the second day.

Fee                          None

Registration                 Contact Vickie Warner via e-mail victoria.warner@odot.state.or.us

Class size                   25 to 50 participants


COURSE OVERVIEW AND LEARNING OBJECTIVES
                             A Synchronous Workshop is a systematic approach to the

                                identification and elimination of wasted time, effort, materials and
Course description
                                talents. Synchronizing the organization train-the-trainer course

                                gives managers, supervisors, team leaders, and facilitators the

                                tools, processes and skills they need to conduct a synchronous




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Synchronizing The Organization Workshop

                                workshop as a master change facilitator.

                              The course content is divided into 2 parts: instruction and practice.

                             Day 1 – Instruction: On the first day, the instructor will provide

                                basic concepts on the process, skills, and tools used in organizing

                                a facilitated workshop. Day one covers 4 main sections in the

                                workshop roadmap:

                                        Facilitation skills and techniques
Course structure
                                        Planning a facilitated workshop

                                        Conducting a facilitated workshop

                                        Using facilitated workshop tools

                             Day 2 – Practice: The second day is a hands-on training day.

                                Participants will have the opportunity to work in groups to apply

                                what they learned the previous day on a facilitated workshop case

                                study.

                             Instructor lectures: Lectures will be used primarily on the first day

                                when the new concepts, processes and tools are introduced.

                             Group activities: Participants are divided into small groups to do
Instructional methods
                                the case assignment on day two.

                             Group discussions: Group discussions, either as a whole class or

                                in small groups, are encouraged during the course.

                             Learn how to conduct a facilitated workshop

Learning objectives          Learn the application of different facilitated workshop tools

                             Learn the advantages of consensus decision making




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Synchronizing The Organization Workshop

                             Gain facilitator skills


PARTICIPANT MATERIALS
                             Name tags and table tents will be prepared by the course

                                coordinator. When registering for the course, participants will

                                provide the following information:
Name tags and table
                                           Name
tents
                                           Email

                                           Phone

                                           Department

                             The workbooks will contain all the materials to be used before,
Workbooks and binders
                                during and after the training course. Three-ring binders are

                                provided to the participants for a place to store their workbooks.

                             Case studies: delivered at the end of the first training day along

                                with some relevant questions. Participants are required to read the
Homework documents
                                cases prior to the second day and be ready to discuss them in class.

                             Participants should review other in-session materials prior to class

                                time to be better prepared for the class.

                             PowerPoint handouts: The printed copies of the PowerPoint slides

                                for the course will have blank space for participants to take notes.

In-session materials         Softcopy and blank forms of tools: There will be about 30

                                facilitated workshops tools introduced during the course. Both

                                softcopies and hardcopies of these tools will be provided. You will

                                have the chance to practice some of these tools on the second day




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Synchronizing The Organization Workshop

                                of the course.

                             Glossary of terms: The instruction and practice materials use a

                                number of terms that might be new to participants. A glossary of

                                terms included in the workbooks will help the course participants

                                to understand the instruction better.

                             Assignment related materials: case study, questions list, group

                                work guideline, example of a facilitated workshop, blank tools (in

                                softcopy, preloaded on team laptops)

                             A video case study will be shown in class as the sample of a

                                facilitated workshop. This video will also be available on internet
Online materials
                                at http://www.oregon.gov/ODOT/CS/ISB/cio_report.shtml for

                                participants to review in their own time before or after the course.

Laptop (for group            A laptop will be used in all group activities and will have related

activities)                     documents preloaded by course coordinator.

                             In order to improve the quality of future classes, a course
Evaluation Form
                                evaluation form will be completed by each participant at the end

                                of day one and day two.


DESCRIPTION OF MAJOR ASSIGNMENTS
                             The main exercise for the first day will be the application of the
Application of the
                                facilitated workshop tools. Participants will be asked to choose the
facilitated workshop
                                appropriate tools to use in a facilitated workshop in different
tools
                                contexts.

Conduct a sample             This is the assignment for the second day. Each group will apply




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Synchronizing The Organization Workshop

workshop (in group)             the process and tools they learned on the first day to plan and

                                organize a workshop given the information in the case. Each group

                                will then deliver a presentation based on their results to the whole

                                class and will get feedback on how to improve their work.


CLASS PRACTICE
Attendance                   Full attendance of 2 days is required for a participant to qualify for

                                the course certification.

                             5 minutes early: Participants are advised to arrive at least 5
Lateness
                                minutes before class starts.

Class participation          Everyone participates

                             Respect ideas
Other course ground
                             Listen, try not to interrupt
rules
                             One conversation

                             Be honest


EVALUATION
                             The key to the case study questions will be presented in the format
Evaluation checklist
                                of a checklist to help each team self-evaluate their work easily.

                             At the end of the course, there will be a small quiz with around 10

                                questions. The quiz is for the participants to check what they have
Test
                                learned, and not for the purpose of deciding the level of the

                                certification.


COURSE CALENDAR AND SCHEDULE (see next page)




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 Synchronizing The Organization Workshop


                        COURSE SCHEDULE AND AGENDA – Sep 30 and Oct 1, 2009
                       Agenda                      Time        Speaker       Methods/             Materials
                                                                             Tools
Day 1 - Instruction




     Kick-off
                                                   15mins       Ben Berry    Lecture
            Course introduction: Synchronous

             Workshop is a systematic              8:15a.m.-
                                                   8:30a.m.
             approach to the identification and

             elimination of wasted time, effort,
 1
             materials and talents.

            Purpose

            Executive sponsors and owners

             introduction

            Sponsor sets challenges
                                                   [10 mins]    Scott Harra  Speech




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Synchronizing The Organization Workshop

                        Agenda             Time        Speaker       Methods/                Materials
                                                                     Tools

    Instructor and Participants
    Introduction                           15 mins      Ben Berry    Speech

                                                                      PowerPoint
2      Introduce instructors, assistant   8:30a.m.-
         instructors, coordinators and     8:45a.m.

         participants




    Course Overview
                                           15 mins      Ben Berry    Lecture
       Learning objectives
                                                                      PowerPoint
       Agenda walkthrough                 8:45a.m.-
3                                          9:00a.m.
       Ground rules

       House-keeping issues

       Questions/clarifications




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Synchronizing The Organization Workshop

                     Agenda                Time        Speaker       Methods/                Materials
                                                                     Tools
    Facilitation Skills and Techniques

    Instruction

       Establish a safe and comfortable

         learning environment: encourage   1 hour       Ben Berry    Lecture

         open-mindedness and ensure no                                Group
                                           9:00a.m.-
         repercussion                      10:00a.m.                   discussion

           o Show interest                                            PowerPoint

           o Control distractors
4
           o Use humor as appropriate

       Develop participation

           o Ask open-ended questions

           o Call on somebody by name

           o Use polling

           o Give verbal and nonverbal

              reinforcement

           o Defer to the group


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Synchronizing The Organization Workshop

                     Agenda                    Time   Speaker   Methods/             Materials
                                                                Tools
       Manage over participation:

           o Refer to ground rules

           o Ask close-ended questions

           o Ask others for opinions

           o Summarize and move on

       Give clear and concise instructions

           o Give step-by-step instructions

           o Make smooth transition

           o Use visual aids effectively

           o Check for understanding

           o Ask participants to summarize

       Give feedback

           o Be specific

           o Suggest alternatives

           o Describe‎in‎terms‎of‎“more‎of”‎

              or‎“less‎of”


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Synchronizing The Organization Workshop

                     Agenda                    Time         Speaker       Methods/                 Materials
                                                                          Tools
           o Provide feedback as an equal

    Video scenario

       Show the video                                       Ben Berry    Video

       Discuss the facilitation                             Participants  Observation

         skills/techniques used in the video                                Form




    Workshop Roadmap
                                               5 mins        Ben Berry    Lecture
       Workshop Planning
5                                                                          PowerPoint
       Workshop Meeting (simulation)          10:00a.m.-
                                               10:05a.m.
       Workshop Toolbox




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 Synchronizing The Organization Workshop

                      Agenda                       Time         Speaker       Methods/                 Materials
                                                                              Tools
BREAK: 10 mins – 10:05a.m. – 10:15a.m.

     Planning a Facilitated Workshop

        Identify scope                            1 hour        Ben Berry    Lecture

        Assign master change facilitator                                      Group
                                                   10:15a.m.-
        Information sensing: A session to         11:15a.m.                    discussion

          help gather descriptive information                                  PowerPoint

          and open feedback from employees.

          The purpose is to support findings or
6
          pre-work to determine if a Facilitated

          Workshop can be used to solve the

          problem.

        Identify workshop objectives and

          select/define topic

        Decision making (Go or No-go)

        Facilitator recommendations




 Train-the-Trainer Course Syllabus                                                           Page 12
Synchronizing The Organization Workshop

                      Agenda                     Time   Speaker   Methods/             Materials
                                                                  Tools
       Checklist (master change facilitator,

         facilitators, coordinators,

         participants, subject matter speaker,

         participation invitation, facilitator

         guide, confirmation letter, etc.)

       Create an agenda

       Logistics

       Location and room layout

       Equipment

       Food

       Communication: Internal and

         external communication with

         stakeholders about the facilitated

         workshop

       Identify coach/Prepare workshop




Train-the-Trainer Course Syllabus                                            Page 13
Synchronizing The Organization Workshop

                     Agenda                       Time   Speaker   Methods/             Materials
                                                                   Tools
         sponsor

       Prep work: involves extensive

         research on the current status of the

         organization, industry, and/or the

         problem to be solved for the studied

         subject. The goal of this task is to

         ensure all workshop participants have

         the necessary information,

         documents, and tools for effective

         decision making. The task includes:

           o Data gathering and analyzing

           o Meeting with stakeholders

              (sponsors, owners, vendors, etc.)

           o Tools identification and

              development




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Synchronizing The Organization Workshop

                     Agenda                     Time        Speaker       Methods/                 Materials
                                                                          Tools
    Conducting a Facilitated
    Workshop                                    1 hour       Ben Berry    Lecture
       Sponsor sets challenges: Kick-off
                                                                           Group
                                                11:15a.m-
       Team and skills building: Setting the
                                                12:15p.m.                   discussion
         stage
                                                                           PowerPoint
           o Ground rules

           o Agenda

           o Keys to success and goals
7
       Issue generation and prioritization:

         Define the process map and problems

       Facilitated problem-solving teams:

         brainstorm problems/barriers

       Determine solutions (Breakout

         session if needed)

           o Brainstorm solution

           o Introduce the tool



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Synchronizing The Organization Workshop

                        Agenda                    Time   Speaker   Methods/             Materials
                                                                   Tools
           o Introduce solution generation

              tactics

           o Answer questions

           o Introduce teams (if any)

       Generate solutions: Define results in

         terms of opportunity, financial

         benefit, business impact, time,

         organizational risks, technical risks,

         investment requirements, owner, etc.

       Action plan/Report-out

           o Follow-up actions

           o Timeframe

           o Parking lot issues

           o Owners

       Debrief

           o Plus-Delta exercise (What


Train-the-Trainer Course Syllabus                                             Page 16
Synchronizing The Organization Workshop

                     Agenda                     Time        Speaker       Methods/                 Materials
                                                                          Tools
              worked well, What are suggested

              changes)

           o Final words

       Workshop follow-up

           o Activate follow-up task

              mechanism

           o Track activity and results

              overtime

LUNCH: 45 mins – 12:15p.m – 1:00p.m.

    Using Supporting Tools

       Instruction and examples of 10 project 2 hours       Debbie Ho    Lecture

         tools:                                              Gabi Pop     Group
                                                1:00p.m.-
           o The art of decision making         3:00p.m.                    discussion

           o Brainstorming/ Storyboarding                                  Group

              template                                                      activity




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Synchronizing The Organization Workshop

                      Agenda                     Time   Speaker   Methods/             Materials
                                                                  Tools
           o Project definition: bounding (in-

              out of the frame)

           o Project definition: Bounding

              (Includes/Excludes Chart)

           o Project definition: Alignment

              (Critical success factors)

           o Process mapping –

              SIPOC/COPIS Template

           o Circle of influence/Circle of

              concern template

           o RAMMP matrix

           o Cause and effect diagram

              template

           o Payoff matrix template

       Project tools review: participatory

         activities



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Synchronizing The Organization Workshop

                     Agenda                      Time   Speaker   Methods/             Materials
                                                                  Tools
8      Instruction and example of CAP

         tools:

           o CAP Self-assessment

           o Creating a shared need:

              Threat/Opportunity matrix

           o Critical elements template:

              Three D’s matrix

           o Shaping a vision: More of/Less of

           o Shaping a vision: Backwards

              imaging

           o Mobilizing commitment: Key

              constituents map

           o Mobilizing commitment:

              Resistance analysis

           o Mobilizing commitment:

              Stakeholder analysis



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Synchronizing The Organization Workshop

                      Agenda                   Time   Speaker   Methods/             Materials
                                                                Tools
           o Mobilizing commitment:

              Attitude/Influence matrix

           o Mobilizing commitment: Attitude

              charting

           o Role definition: Grid

           o Force-field analysis template

           o Action planning form

           o Characteristics of measurement

              systems

           o Monitoring progress checklist

           o Project plan

           o Changing systems and structures

           o Tool best-practices: Plus-delta

       CAP tools review: participatory

         activities




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Synchronizing The Organization Workshop

                     Agenda                    Time        Speaker       Methods/              Materials
                                                                         Tools
BREAK: 10mins – 3:00p.m-3:10p.m.




    Using Supporting Tools (cntd.)

       Process improvement                    50 mins
                                                            Joyce Wu     Lecture

           o Waste identification worksheet
                                               3:10p.m-
           o Process mapping worksheet         4:00p.m.

8          o L.I.F.E (Lead-time, inventory,

              floor space, efficiency) chart

           o PC order fulfillment example      [30 mins]    Ben Berry




Train-the-Trainer Course Syllabus                                                    Page 21
Synchronizing The Organization Workshop

                     Agenda                   Time        Speaker          Methods/               Materials
                                                                           Tools
     Video Case Study
                                              15 mins
                                                           Ben Berry       Lecture
       Show the video case study on

         Mainframe Systems Software           4:00p.m-
9                                             4:15p.m.
         Consolidation Workshop in class

       Questions and answers


     Homework Assignment
                                              15 mins      Ben Berry       Lecture
       Introduce the new case studies

         (appendix 9 and 10) and teams        4:15p.m-
10
       Introduce the two questions for the   4:30p.m.

         new case studies

                                              10 mins      Ben Berry       Group
     Day’s Review
                                                           Participants     activity
       Fill out the Day’s‎Review‎Form‎       4:30p.m.–
11                                            4:40p.m.                      Review
         (appendix 8)
                                                                             Form




Train-the-Trainer Course Syllabus                                                       Page 22
Synchronizing The Organization Workshop

                     Agenda               Time        Speaker       Methods/                 Materials
                                                                    Tools
DAY 2 - PRACTICE




                                          15 mins      Ben Berry    Group

     Recap                                                            activity
12                                        8:15a.m.-
       Recap                             8:30a.m.                   PowerPoint

                                                                     Flipcharts

                                                                     Laptop




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Synchronizing The Organization Workshop

                      Agenda                     Time         Speaker       Methods/                 Materials
                                                                            Tools
     Deliver Session: Breakout into
     teams for solving the case studies
     (one optional 10-minute break)
                                                 4 hours       Ben Berry    Group
        Team division and team leader
                                                               Debbie Ho     activity
         selection
                                                 8:30 a.m.-
                                                 12:30a.m.  Gabi Pop        Flipcharts
        Information sensing session
                                                               Howie        PowerPoint
        Develop an agenda
13                                                              Pham         Laptop
        Create a checklist
                                                               Joyce Wu
        Prep work:

            o Define the types of research and                 Teams

              analysis to prepare

            o Choose the appropriate tools to

              solve the problems

           Presentation preparation

LUNCH: 45 mins – 12:30p.m. – 1:15p.m.




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Synchronizing The Organization Workshop

                     Agenda                   Time        Speaker       Methods/                  Materials
                                                                        Tools




     Critique Report-out                      2.5 hours    Ben Berry    Group
     (one optional 10-minute break)
                                                           Teams         activity/
        Have team leaders/team               1:15p.m.-
                                              3:45p.m.                   Group
         representatives present the group
                                                                          discussion
         work to the whole class
                                                                         Flipcharts/
14
        Give and receive feedback using
                                                                         Evaluation
         Presentation Observation Form
                                                                          Checklist
         (appendix 11)
                                                                         Presentation
        Grade the group work using the
                                                                        Observation
         Evaluation Checklist (appendix 12)
                                                                        Form

                                                                         PowerPoint




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 Synchronizing The Organization Workshop

                      Agenda               Time        Speaker       Methods/               Materials
                                                                     Tools
BREAK: 10 mins – 3:15p.m. – 3:25p.m.




     Test the Learning Outcomes            30 mins      Ben Berry    Group
15      10-question quiz: participatory                               activity
                                           3:45p.m.-
          activity (appendix 13)                                      Quiz
                                           4:15p.m.




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Synchronizing The Organization Workshop

                     Agenda                  Time        Speaker          Methods/                   Materials
                                                                          Tools


                                             15 mins      Ben Berry       Group

16 Certifications Presentation                                              activity
                                             4:15p.m.-
                                             4:30p.m.                      Certificates




     Final Words and Adjourn                 15 mins      Ben Berry       Group

       Plus-Delta exercise: participatory                Participants     activity
17                                           4:30p.m-
         activity                            4:45p.m.

       Conclusion                           [5 mins]     Scott Harra




Train-the-Trainer Course Syllabus                                                          Page 27