In the role of facilitator, you will discover a lot of power by using metaphors or analogies to explain your method. Avoid using the content and experience of the subject matter experts. In other words, a metaphor is worth a thousand pictures. To use “their” content violates neutrality. Using a metaphor or analogy about which you have passion. A metaphor helps you to explain it to your grandmother, the test of ultimate clarity. In the following example, we use “Mountain Climbing” to explain one form of a USE CASE, called SIPOC (ie, Source, Input, Process, Output, and Client/Customer).
Previously completed work that helped to identify some of the “requirements” could have led us to understand that one of the activities required to support the purpose of mountain climbing has been identified as “pack supplies” (note the simple verb-noun pairing). Rather than explain the SIPOC tool orally, we can provide a picture or illustration of the tool by using the metaphor or analogy of mountain climbing. The phrase “right to left thinking” (similar to “start with the end in mind”) derives from SIPOC. There are five discrete activities, namely:
- Anchor the framework with the activity or process, here previously identified as “Pack Supplies”. Since subject matter experts (aka SMEs) perform similar tasks differently, socialize and document how the activity is or should be performed, allowing for multiple perspectives. Later, take this material and transpose or append to process flow diagrams, or swimlanes.
- Identify the outputs or things that result from the completed activity. A “thing” could be information, a transaction, or a tangible item.
- For each discrete output, discuss where it goes or who is the client or customer of the output. Note there could be more than one client for each output. For example, information called “Inventory Depletion” is shared with both the purchasing role so that they can reorder and perhaps the vendor to enable auto-replenishment.
- Working to the left side, identify the things needed to complete the activity.
- Finally, identify the source(s) of each thing, noting again that there could be multiple sources for a single item. The “Pack” for example, might come from the Sherpa, Supplier, or even the Climber.
By using an illustrative analogy you can now explain to your meeting participants where you are in the agenda and how the agenda steps support one another. Using an analogy reinforces that your role remain content neutral. The analogy make abstract terms such as “input” concrete or tangible and more easily understood. Remember, a metaphor is worth a thousand pictures.
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Go to the Facilitation Training Store https://mgrush.com/shop/ to access our in-house resources. There you will find annotated agendas, break timers and templates used in our FAST Professional Facilitation Training.
Furthermore, the FAST curriculum on Professional Facilitation Skills details the responsibilities and dynamics of an effective facilitator and methodologist. Remember, nobody is smarter than everybody, so consult your FAST Facilitator Reference Manual. Attend a FAST professional facilitative leadership-training workshop offered around the world. See MG Rush for a current schedule. FAST provides an excellent way to earn up to 40 SEUs from the Scrum Alliance, 40 PDUs from PMI, 40 CDUs from IIBA, or 3.2 CEUs.
Finally, don’t forget to order Change or Die if you’re working on a business process improvement project. It provides detailed workshop agendas and numerous tools to make your role easier and your team’s performance a lot more effective. We dare you to embrace the will, wisdom, and activities that amplify a facilitative leader.