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A facilitated structured meeting or workshop provides an environment designed to extract high-quality information in a compressed timeframe. A structured meeting uses visual aids and a team of experts to accelerate projects and increase the quality of decisions, outputs, deliverables, and outcomes.

Therefore, the major components of the MG RUSH structured meeting technique include:9 components of a structured meeting or workshop

  1. A model life cycle and methodology that eases adapting MG RUSH to a variety of planning, analysis, and design methodologies
  2. An intensive educational forum providing the necessary facilitation and communication skills, tools, and an understanding of facilitated meeting roles—not dogma or other inflexible, guru-like perspectives
  3. Collaborative activities designed to encourage discovery and promote innovation
  4. Stress-tested workshop and meeting approaches molded to fit most projects situations
  5. Proficient leadership, based on critical skills such as:
  1. Project management and risk analysis support
  2. Expert resources (such as MG RUSH alumni tools and Professional Reference Manual)
  3. Ten uniquely defined roles including session leader, documenter(s), meeting designer, business partner, technical partner, executive sponsor, team members, participants, coordinator, and observers
  4. Stimulating visual communication aids, used appropriately by a trained and certified professional facilitator.

A Structured Meeting is NOT

A structured meeting or workshop is NOT a replacement for analytical methodologies. A structured meeting or workshop works with methodologies to generate a uniform voice by providing an efficient two-way flow of information, from one person or group to another. Information developed with a consensual method provides value by becoming the foundation for additional information gathering, development, and decisions.

Session Leader

A neutral session leader (ie, facilitator/ methodologist) provides the keystone for structured workshops. The session leader understands the preparation requirements, group dynamics and appropriate methodology. The session leader is responsible for the managing the approach—the agenda, the ground rules, the flow of the conversation, etc—but not the content of the discussion, or even necessarily the project(s) being supported by the discussion and decisions.

Effective Facilitator

Various academic research has found that the most effective type of facilitator was one that actively elicited questions and responses from the quietest participants to enable a balance among the players. Consequently, effectiveness is best achieved by building a safe and trustworthy environment, one that provides “permission to speak freely,” without fear of reprisal or economic loss.

Defined Products

Finally, the type of documentation generated drives workshop techniques. Some use templates to organize the notes taken during a workshop. The information collected starts out as raw or draft notes. Draft notes provide formal input to the project process. However, the meeting or workshop is not synonymous with the project, rather it compliments additional tasks and activities performed before and after the meeting or workshop, typically by the project team. A clear and consensually agreed upon path of next steps and “WHO does WHAT by WHEN” becomes the most common deliverable of meetings and workshops.

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Don’t ruin your career or reputation with bad meetings. Register for a class or forward this to someone who should. Taught by world-class instructors, MG RUSH  professional facilitation curriculum focuses on practice. Each student thoroughly practices and rehearses tools, methods, and approaches throughout the week. While some call this immersion, we call it the road to building impactful facilitation skills.

Our courses also provide an excellent way to earn up to 40 SEUs from the Scrum Alliance, 40 PDUs from PMI, and 40 CDUs from IIBA, as well as 3.2 CEUs for other professions. (See individual class descriptions for details.)

Want a free 10-minute break timer? Signup for our once-monthly newsletter HERE and receive a timer along with four other of our favorite facilitation tools, free.

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Facilitation Expert

Terrence Metz, CSM, PSPO, CSPF, is the Managing Director of MG RUSH Facilitation Training and Coaching, the acknowledged leader in structured facilitation training. His FAST Facilitation Best Practices blog features over 300 articles on facilitation skills and tools aimed at helping others lead faster, more productive meetings and workshops that yield higher quality decisions. His clients include Agilists, Scrum teams, program and project managers, senior officers, and the business analyst community among numerous private and public companies and global corporations. As an undergraduate of Northwestern University (Evanston, IL) and MBA graduate from NWU’s Kellogg School of Management, his professional experience has focused on process improvement and product development. He continually aspires to make it easier for others to succeed.

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