October, 1999 Global Project Management Forum Breakout Session Guidelines Overall Purpose for GPMF breakout session: To define global needs and solutions, and to establish global networks or working group to take action. Objectives for Breakout Sessions: ♦ To assess the current global situation or status related to the subject of the session. ♦ To determine global needs related to the topic, and what can be done to address those needs. ♦ To establish a global network, or global working group, to follow-up on the results of the GPMF. ♦ To allow many different participants from around the world, in order to reach global solutions. Inputs: q Results of breakout sessions on same topic from previous meetings. q Status reports or information on related activities or events. q Information provided on topic by session leaders. q Other relevant information. Process: § Each session to have two facilitators and one scribe. (facilitators to be identified prior to GPMF) § Each GPMF Breakout Session to be minimum of two hours long. § Facilitators first clarify objectives for the breakout session. § Facilitators to ask questions and facilitate discussion. § Participants answer questions and discuss issues. (approximately 10-20 minutes per question) § Scribe to document attendees, main issues, conclusions, and follow-up plan. § All participants sign session attendee list, and provide contact information (including email address). § Session attendees select leader(s) for coordination of follow-up. § Facilitators to present results to GPMF plenary session. Questions for discussion: • What are global needs on this topic? Who has needs? • What is current status on a global basis? What has occurred previously? • What actions are already planned or underway to address global needs? (opportunity for announcements) • What additional actions should or can be done to address needs? • How can these actions be accomplished? Who should be involved? What is the follow-up plan? Tools to be provided for each session: Ø Flip Chart + markers for facilitators. Ø Note pads for scribe and participants. Ø Overhead Projector, blank transparencies and transparency pens (optional) Outputs: q Five minute presentation to GPMF on results of breakout session, by session facilitators. q Flip charts with bullets of main points or conclusions. q Brief plan for follow-up. q List of attendees at breakout session.
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