Running a Process Workshop

Summary

This video provides a comprehensive guide to organizing and running effective process workshops using tools like Score. It covers key steps such as preparation (defining scope, inviting the right participants, and setting objectives), running the workshop (iterative mapping, engaging participants, and conducting verbal walkthroughs), and post-workshop follow-up (sharing outcomes, collecting feedback, and tracking progress). Emphasizing clear communication, collaboration, and efficient use of technology, the session highlights the importance of keeping everyone aligned, engaged, and informed throughout the process to drive actionable improvements in business processes.

Takeaways

• 😀 Running a process workshop helps clarify pain points and opportunities, fostering alignment and improving understanding among team members.
• 😀 Process workshops save time compared to conducting multiple one-on-one interviews by bringing relevant stakeholders together in one session.
• 😀 Clear objectives and well-defined scope are crucial for the success of a process workshop. Make sure the scope is understood by all participants.
• 😀 Involve the right people in the workshop—those who are knowledgeable about the process, have a stake in it, or are key decision-makers.
• 😀 Proper preparation is key: set up tools like Score or similar, ensure all technology is functional, and communicate expectations clearly to participants.
• 😀 Process mapping during the workshop should be iterative, with constant review and refinements to ensure accuracy and completeness.
• 😀 Always conclude with a verbal walkthrough of the process to uncover missing steps or inconsistencies.
• 😀 At the end of the workshop, assign actions and next steps clearly to prevent the process from stalling.
• 😀 After the workshop, share the outputs with participants and any other relevant stakeholders to ensure transparency and alignment.
• 😀 Request feedback from workshop participants, especially those who couldn’t attend, to refine the process and incorporate different perspectives.
• 😀 Follow up after the workshop to ensure tasks and actions are being carried out and keep participants updated on progress.

Q & A

What is the importance of templates and processors in the workflow?

Templates and processors are essential for streamlining tasks in the workflow. They provide pre-defined structures and tools that help teams follow consistent processes, improving efficiency and reducing errors.

Where can one find the template library mentioned in the script?

The template library can be accessed at app.getscore.com, where users can find various templates and processors needed for their work.

What should be done after a workshop to ensure continued progress?

After the workshop, it's important to share the process links with everyone involved, ensure that tasks are tracked and updated, and gather feedback to evolve the process further.

How can one make sure that people who couldn't attend the workshop are kept in the loop?

Share the relevant links and materials from the workshop with those who couldn’t attend. This ensures they are informed and can follow up on any actions or tasks.

What is the significance of requesting feedback after a workshop?

Requesting feedback is crucial for refining the process. It helps identify areas for improvement and allows the team to adjust and enhance the process for future iterations.

How can workshop organizers track the progress of tasks and actions identified during the session?

Organizers should maintain communication with participants to keep them updated on the status of tasks and actions. This ensures that progress is monitored and that the work continues beyond the workshop.

Why is it important to agree on the process before the workshop ends?

Agreeing on the process before the workshop concludes ensures that all participants are aligned, and there is clarity on what actions need to be taken moving forward.

What should be done if there are people who were not invited to the workshop but should be involved?

Make sure to share the workshop materials and process links with those individuals. Keeping them informed ensures they stay up to date and can contribute to the process.

What are the potential risks of not following up after a workshop?

Without proper follow-up, the outcomes of the workshop may be forgotten or ignored, leading to a lack of progress. Ensuring continued action helps maintain momentum and drives the process forward.

How can one ensure that feedback from workshop participants is actionable?

Feedback should be gathered in a structured manner, such as through surveys or comment sections, to ensure that it’s specific and actionable. This helps in refining the process and incorporating improvements.