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Prep

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.

NeedChallenge linkDefining to CD meetingMeeting agenda 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.
Challenge Defining Presentation
    Using the template, create a presentation to support discussing each challenge in the document.
    Prioritization Handout
      Create a handout that includes a summary of each challenge, the four prioritization categories, and the QR code and link to the prioritization survey.
      Prioritization Survey
        Create a Qualtrics survey based on "23 Challenge Defining Leader Priorities" in the Library.
          Update the challenges to correspond to the document

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            In the Survey Flow, update the organization's name in survey_title.

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              Update the Display name and Survey description in the survey options

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                Publish the survey Navigate to the Distributions menu, select QR code on the left menu, and download the QR code

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                  Include the QR code in the handout and presentation Click Anonymous link in the left menu and copy the URL Navigate to a URL shortener (like https://t.ly/) and create a short link tofrom Qualtricsthe templateURL. Include this link on the handout.

                  Print and pack materials for the meeting

                  Pack the printed Challenge Defining documents and a Prioritization Handout for each participant.

                  Gate: Challenge Defining Dry Run