1. Diagnosis & Needs Analysis
• Meet with Team Leader: discuss basic needs of team and objectives of meeting &/or project.
• Evaluate need for team on-line survey or interviews to identify issues and confirm needs, objectives & expectations.
• A survey or interviews from a 3rd party may enable the team leader to better identify issues and understand the knowledge and skills which the team members may require, as well as getting buy-in on Aims & Objectives of the meeting/event.
2. Confirm Objectives & Desired Outcomes
• Review results of survey / interviews with Team Leader.
• Confirm Objectives and desired outcomes of the meeting.
• Name & theme of meeting.
• Set date and send invitations to block agenda.
3. Bespoke Design – Key elements include:
• Duration and dates of meeting
• Optimal choice & nº of participants
• Inspired guests (subject-matter experts, coaches, guest speakers or entertainers) relevant to team & meeting objectives.
• Choice of Location (new environments = new ideas)
• Consolidation / team activities relevant to objectives
• Communication process: intimate, new forms, no power-points?
• Agenda: define contents & process
• D&B confirms / contracts venue, guests, activities etc
• Initial Invitations sent to participants
• Idea is to apply an element of risk depending on the “rigidity” of the team (e.g. intimate environments such as yachts, country retreats, youth hostels).
• Identify “Inspired Guests” who can apply their knowledge &/or skills directly to the team and project at hand.
• Insert “Consolidation Activities” around working sessions that will be fun, networking and team-oriented, but relevant to the objectives of the meeting.
4. Communication & logistics
• Welcome pack sent to all participants integrating Aims & Objectives, Team Participants, Logistics, Agenda and Contents.
• Deadlines set for participant / guest contributions & material
• Preparation of Team notebook (presentations, survey data etc)
• Carefully prepared communication plan in order to set appropriate tone for the meeting. Clear Aims & Objectives are key.
• Meeting is given a name reflecting objective or environment, to set tone and make event memorable.
• D&B finalizes all logistical details.
5. Hosting & facilitation of meeting
• D&B Partner will accompany Team Leader and team during the whole process of analysis, design and preparation, as well as during and after the meeting.
• D&B Partner will host and facilitate the meeting and moderate discussions depending on objectives of the Team Leader, and the role of the Inspired Guest.
• Essential part of the facilitation process includes ensuring the definition and agreement of concrete Action Plans and Roles & Responsibilities.
6. Evaluation of Results
(5-10 days after the meeting)
• Summary of agreed follow-ups (Action Plans etc)
• Brief on-line survey to all team members: What worked? What did not? Rate effectiveness of meeting: workshops, debates, consolidation and experiential activities, Inspired Guests, facilitators etc, Reflection on Next Steps
• Report and de-brief for Team Leader: D&B perspective on how the meeting went, needs of the team, and recommendations.
• Depending on client needs, an evaluation of individual behaviours and attitudes observed during the meeting can also be prepared.
• Ideas for the next meeting.
7. Follow-Up of Action Plans
• Depending on client needs and wishes, D&B-Infova can offer support and facilitation of follow-ups and action plans on an individual or team basis (separate contract).
8. Coaching as needed
• Depending on client needs and wishes, D&B-Infova can also provide training or coaching on an individual or team basis (separate contract).