The Planning For The Community Building Session Is Almost Co

The planning for the community building session is almost complete. The last details are how to conduct the plenary sessions for sharing information across groups to develop key priorities and themes that will need to be addressed

The planning for the community building session is almost complete. The last details are how to conduct the plenary sessions for sharing information across groups to develop key priorities and themes that will need to be addressed. There are two sessions that need to be planned. One is to review the work done by intact work teams. In this larger session, the goal is to spot patterns and identify themes that can be used to plan actions.

These patterns or themes will come from the stop–continue–start charts developed by each functional group. In this way, not only will the changes that need to happen be identified, but aspects of effective work (those things that work well and should be continued) can also be reinforced. The external consulting team strongly recommended a "cross-functional, by-level grouping" for the first step. Their aim is to promote understanding of priorities and show how different issues at different levels of the organization can be aligned. The internal consulting team is excited about being the primary facilitators for these sessions.

Everyone recognizes that a structured approach will be critical (for timing and to control decision–making inputs). The approach called Nominal Group Technique (NGT) seems to be ideally suited to this task. You want to prepare yourself for conducting the session. Use the library, Internet, or other resources to research NGT. Because each grouping will be of a differing size, you want to tailor the overall steps of NGT to the situation you will facilitate.

To do this, you must create a meeting session plan (a document of 4–5 pages) that will answer the following questions: What is the goal of the session? How will the nominal group technique be used to achieve this goal? How will members of the team work together (guidelines for effective participation)? What specific steps and tasks will be involved in achieving the goal? How much time will be allocated to each step or task? What voting mechanism is most appropriate for the size of the group and the stage of the process? What will the outcome look like? What will the group present to the other levels? Download a sample format here (attached). Your task is to complete the missing sections (in red) and develop any additional participant materials or instructions to assist the group in completing the task.

Paper For Above instruction

Introduction

The community building session is a vital step in fostering organizational alignment and shared understanding across different levels and functional groups. To facilitate meaningful and actionable discussions, the Nominal Group Technique (NGT) is an effective structured method that promotes equal participation, prioritization, and consensus-building. This paper outlines a detailed plan to implement NGT within the context of reviewing work team patterns and themes, emphasizing collaboration, structured processes, and clear outcomes.

Objective of the Session

The primary goal of the session is to review the stop–continue–start charts generated by functional groups, identify recurring patterns or themes, and develop prioritized actions and reinforcement strategies. Additional goals include fostering cross-functional understanding of organizational priorities and ensuring inclusive participation from all members, regardless of group size.

Utilization of the Nominal Group Technique

NGT will be employed through a series of structured steps designed to generate ideas, clarify thoughts, and prioritize themes effectively. The process involves silent idea generation, round-robin sharing, group discussion, and voting or ranking, ensuring that every participant’s voice is heard and that emergent themes are systematically prioritized. Tailoring NGT for differing group sizes involves adjusting time allocations, voting mechanisms, and facilitation techniques to maintain engagement and effectiveness.

Team Collaboration Guidelines

To ensure effective participation, the following guidelines will be established:

• Equal Opportunity: Every member will have an equal chance to contribute ideas without interruption or domination.
• Active Listening: Participants should listen carefully, respect others’ contributions, and seek clarification when needed.
• Constructive Feedback: Feedback should focus on ideas, not individuals, fostering a positive environment.
• Time Management: Participants should adhere to allotted time for each activity to keep the session on schedule.
• Confidentiality: Sensitive inputs or ideas shared within the session should remain confidential to promote openness.

Step-by-Step Procedure and Timing

1. Introduction and Overview (10 minutes): Facilitator explains session objectives, process, and guidelines.
2. Silent Idea Generation (10 minutes): Participants independently list themes or issues from the stop–continue–start charts related to the assigned focus.
3. Round-Robin Sharing (15 minutes): Each participant shares one idea at a time, compiled on a visible board or flipchart until all ideas are shared.
4. Discussion and Clarification (20 minutes): Open discussion to clarify, group similar ideas, and consolidate themes.
5. Voting and Prioritization (15 minutes): Using a structured voting mechanism suitable for group size, participants rank or select top themes.
6. Results and Next Steps (10 minutes): Facilitator reviews prioritized themes, explains next actions, and discusses presentation to other levels.

Voting Mechanisms and Outcome Expectations

For groups of varying sizes, a ranking system such as multi-voting or dot-voting is most appropriate. In smaller groups (up to 10 members), a simple majority voting or ranking through numbered preferences can be used. For larger groups, electronic polling or sticky dots can facilitate quick aggregation. The outcome will be a prioritized list of themes or actions, visually displayed, that can be presented to the larger organization to foster transparency and alignment.

Presentation to Other Levels

The group will compile the top themes and themes’ priorities into a summary report, including key insights and suggested actions. This report will be presented in a concise format to leadership and other levels, emphasizing collaborative identification of organizational priorities and facilitation of subsequent action planning.

Additional Participant Materials and Instructions

Participants will receive pre-session materials including a summary of previous stop–continue–start charts, guidelines for participation, and instructions on the voting process. Visual aids such as charts and instructions for NGT phases will be displayed during the session to guide participants through each step efficiently.

Conclusion

A well-structured NGT session tailored for organizational needs and group sizes can significantly enhance the value of community building efforts. Clear guidelines, well-defined steps, and appropriate voting mechanisms will foster effective participation, generate actionable themes, and promote organizational alignment that supports strategic priorities and continuous improvement.

References

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