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Leadership Meeting

In the Challenge Defining Meeting, the DORIS team presents the data to leadership and facilitates them through strategy for the second half of the project.

What to expect in a Challenge Defining Meeting
  • Each attendee receives a printed copy of the Challenge Defining document 
  • DORIS presents all data gathered
  • Leadership engages in a conversation about what they heard
  • Leadership participates in short activities to rank challenges by importance and prioritize for solution seeking

Start

Confirm Challenge Defining meeting logistics

The Operations Manager coordinates with the client liaison to confirm

  • Meeting date and time
  • Meeting location
  • How many attendees will be present?
  • Will there be technology to support a presentation?
  • Will anyone attend the meeting remotely? If so, how many?

Plan

Create a protocol for the meeting

Ops Lead creates the meeting agenda based on the template.

Create materials for the meeting

Ops Lead creates

  • a presentation of the challenges and top supporting data
  • the handout and tool to facilitate leadership prioritization following the discussion of their challenges.

Print and pack materials for the meeting

Gate: Challenge Defining Dry Run

Execute + Monitor

Conduct Challenge Defining Meeting

The Ops Lead and (often) the Sales Lead conduct the meeting with client leadership. Each meeting includes:

  1. Welcome
  2. Status Update
  3. Findings Presentation
  4. Discuss + Prioritize
  5. Review Next Steps and Timeline

Finish

Identify challenges for Solution Seeking

The primary outcome of the Leadership Meeting is the selection of the challenges to bring back to participants during Solution Seeking. After presenting the findings, the Ops Lead facilitates the client leadership through assigning each challenge to one of four categories:

  1. Leadership will take the next steps. 
  2. Now is not the time to address this.
  3. This project is not the best way to learn more about this. 
  4. DORIS should collect more information in the Solution Design Sessions.
Standard Process for Leader Prioritization
  1. DORIS distributes a handout that includes a list of challenges with a brief description of each, the four prioritization categories, and a link to a survey for each leader to submit their priorities.
  2. Once every leader has submitted their individual category assignments, DORIS looks at the results to identify how well leaders are aligned and leads a discussion to finalize identifying the elements that need to be included in the solution sessions.

Debrief DORIS team

Following the meeting, the Ops Lead updates the team on how it went and the outcomes. 

  1. Post the debrief on Slack.
  2. Paste the debrief into the Project Charter.
Debrief Protocol

Project:
Meeting: 

  1. What went well?
  2. What didn’t go so well?
  3. What did the leaders seem most interested in?
  4. Were there any resisters? If so, what did those conversations look like?
  5. Is there anything we need to be mindful of for the next meetings or deliverables?

Send “08 Data Collection Thank You” after workshop is scheduled

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