Execute

Onsite Facilitation

Arrive to the location of the workshop at least 30 minutes in advance to set up the space.

Set up:

• The best arrangement for the workshop is separate tables with space to walk around.
• A large conference room table could work as long as the group is not over 12 people.
• Place post it notes and sharpies in all the spots with chairs as well as the warm up worksheets
• Tape prompt banners on large post it paper, one prompt per sheet, and place on the walls, leaving ample space between each
• Connect presentation to the A/V system (if using)
  • You may need to ask for IT help
• Get DORIS toolboxes out and place planning worksheets, one set on each

Facilitate:

• Follow the agenda, making sure the keep track of time and using the clear prompts outline for each activity
• Play music from your phone (connected to a bluetooth speaker) anytime that people are doing any "thinking" activity, specifically diverging
  • Music helps to break the silence and keep the energy up for better engagement
• Use your phone to set timers and be sure that the alarm is audible for participants
• Take photos as needed
• Make sure to remind groups not to tear down their prototypes!

Clean up:

• Take photos of all prototypes, making sure the background is clean/clear of trash... etc
  • One photos are taken, break down the prototypes and pack into the DORIS toolboxes
• Take photos of the post it notes
• Collect all the planning worksheets and the top ideas

Document Session Data

Depending on timing, the data documentation could happen directly after the session. More typically, time is a constraint, so gathering the papers to upload into box later is acceptable.

Best practice: Ensure that all data is uploaded into box within 24 hours after the session.

Session Data is uploaded into box in the project folder> Solution Defining >Session Data

Create sub-folders to separate the post it ideas from the solution description/prototype planning worksheets

Communication

If not everyone has registered for a Solutioning Session two days before 

OR

If there are multiple Solutioning Sessions across multiple days and not everyone has signed up for them after the end of the first day they are conducted: 

Send email: 09 Solutioning Session Sign Up Reminder (as needed)