Project Facilitation is a specific term more and more used in addition to consultancy. The project facilitator is really part of the process (at least for a while) and not just advising from the side line.
I consider below important steps in every project. It is an approach that is based on the Contineous Improvement steps Plan – Do – Check – Act. I have successfully completed a number of projects based on these 10 steps.
1. Analyse and document the current situation, problems, needs, etc. for all individuals and/or groups. This prooves the need for change and is a very powerfull reference point during all following steps. Involved people will realize, feel and express the need for change, generating the commitment to go for the better.
2. Define formal project scope: timing, people involved, project team, budget, etc. This empowers the involved people to do what is necessary. It is furhtermore subject to change and evolution as everything in live.
3. Define and document the desired situation. Where do we want to go? This without keeping into account known limitations of potential solutions. People very easily jump to conclusions based on known solutions and limit themselves of reaching really excellent results. In this step it is really important to consult all stakeholders and come to a common goal. Too often some of the parties are forgotten which does not only create trouble during implementation but can even result in an overall negative outcome instead of a sustainable improvement.
4. Search for solutions (e.g. 7 S based: strategy, structure, staff, systems, skills, style, shared values). Match solutions with desired situation from point 3.
5. Select best solutions keeping into account project limitations from point 2.
6. Define and document an action plan to implement the choosen solutions. Start with what brings immediate and visible change and improvement. This quickly creates a feeling of progress and increases motivition to continue. Work in parallel on what requires more time.
7. Execute the plan remaining open en aware of any possible resistance, changes in the environment, etc. Inform and train people while going forward. Contineously evaluate during progress if taken measures are effective, absorbed, accepted, … addapt pace if necessary.
8. Use it as it is inteded to be used, give people time to absorb the change, get used to it, appreciate it … be patient.
9. Evaluate whether the new situation fullfills the expectations, if not take action and adjust.
10. Document the new situation in procedures, manuals or any other applicable information source used.
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