 Workshop Room
Participant Selection Criteria
• Your principal participants should be workflow content experts. The best candidates perform their part of the work flow as a primary job responsibility, or be the designated expert for any technologies or supporting skills used in the workflow (e.g. IT systems or database requirements, financial reporting, legal reviews, etc.).
• Each activity or deliverable within the process must have at least one content expert, however at least two are desired, as they will remember details the other might overlook.
• Consider including the customer or consumer (internal or external to the organization) of the workflow's final deliverables, as they will add customer satisfaction and Moment of Truth feedback that may drive improvements..
• Consider including key suppliers (internal or external to the organization) of the workflow's inputs. They may make improvements on their side as a result of seeing your process. You'll have an opportunity to highlight improvements they might need to make for your process's improvement.
• Generally speaking, only designated experts are permitted to talk during the mapping phase. This is not the venue for training new staff. We discourage non-participant observers.
• Internal company facilitators are not allowed to attend unless Process Triage® is being compensated for training them. It takes several workshops for an otherwise qualified facilitator to master our methods. Contact us if you want us to train someone in-house.
• While the sponsor gives opening remarks and attends as time permits, he or she is generally not needed until halftime, if he or she is stating the strategic objectives. The entire leadership chain is desired to attend the the fourth period (Small Now & Big Now work).
Team Captain
• The team captain represents the process's day-to-day management staff, and may or may not be a content expert, depending upon the situation.
• The team captain represents the executive sponsor when the sponsor is not in attendance.
• The team captain gives the Halftime "Strategic Objectives & Goals" review and sets the points-of-pain focus for the third period.
• Assisted by the facilitator, the team captain leads the fourth period's Small Now and Big Now identification and prioritization.
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Process Content Experts
• Represent their view of the workflow regarding work, deliverables, descriptions, and any triage examination opinions.
• Abide by the firm's code of conduct, and any specific direction provided by the sponsor or facilitator.
• Speak the fact-based truth with impunity.
• Confirm their own understanding of the sponsor's vision and objectives if workshop progress strays off course.
• Reach out to non-attending experts as needed.
Executive Host / Sponsor
• The executive sponsor is generally the workflow owner, in terms of improvement budget authority, and final arbiter of the vision and business objectives related to the workflow.
• The sponsor may appoint a meeting coordinator to handle workshop logistics and incidental administrative support.
• The sponsor has the influence and/or authority to compel the right experts to attend.
• The sponsor will give opening remarks. Process Triage®'s account manager or facilitator will help with these remarks and verify progress is being made toward these objectives during the workshop.
• The sponsor will receive mid-day and day-end progress reports from both the facilitator and designated expert participants is desired if they do not attend the entire session.
• The sponsor is strongly encouraged to attend and observe the entire fourth period's Small Now and Big Now nomination and prioritization work. This is an ideal time to challenge the team's resource estimating and allocating thinking and be challenged in return.
• The sponsor will give closing remarks.
• The sponsor will review and approve all expenses related to the workshop.
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Facilitator (Process Triage® LLC)
• Plans the workshop with the Sponsor, including the preparation of and approving the Statement-of-Work.
• Signs any nondisclosure agreements if required.
• Acquires the foam board panels for the conference room and bring necessary workshop mapping and triage supplies (includes a lap top and LCD projector).
• Inspects the workshop room. Modify the room set-up if needed.
• Facilitates the workshop, including crafting the Process Triage™ Workflow Map and all triage examinations indicated in the workshop's scope of work.
• Insures the completion of all documentation requirements.
• Insures the initial set of maps and other workshop deliverables are delivered to the sponsor as agreed.
• Insures the sponsor has been invoiced under the terms of the statement of work.
• Follows-up with the sponsor after the workshop and confirm all expectations were met or exceeded, and remedy any that were not.
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Workshop Supply List
Provided by host site
• Conference Room, 24' x 12'+, long wall (24') must be solid enough to stand foam core boards up against.
• Work tables for participants + 1 for the facilitator + table(s) for lunches / snacks if provided. Participants will face the foam board wall.
• Comfortable ergonomic chairs for attendees (will be sitting most of the day).
• LCD Projector screen, portable preferred (will need to move it around).
• Two (2) flip chart pads on stands, and markers, with access to resupply.
• Lunches & snacks (optional)
• A small bottle or two of anti-bacterial hand sanitizer (for snack table).
• Coordinating instructions for each participant, such as preferred lodging, parking lots, directions from airports, and site access requirements.
• Optional break-out room or private area for participants who may need to step out for urgent matters.
Provided by Process Triage®
• 5 or 6 4'x8' x 3/16 foam board wall panels (e.g. Beinfang®).
• LCD projector and laptop computer for Process Triage® presentations & documentation templates
• Mapping and triage examination supplies
• Proprietary (non-disclosure) method guides and slide shows as needed.
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