1. Module 3 Session 3.6 Visual 1 Module 3 Building the Team Session 3.6Using a Workshop Approach for Project Launch; Project Launch Workshops (PLWs)

2. Module 3 Session 3.6 Visual 2 Instructional Objectives At the end of this session, learners will be able to:  Describe the process for holding National Launch and Stakeholder Implementation Planning Workshops.  Use a worksheet to plan project launch workshops.  Appreciate the value of PLWs.  Develop a plan to sell the value of PLWs to senior management.

3. Module 3 Session 3.6 Visual 3 The Workshop Approach  Fosters stakeholder understanding & commitment  Builds teams  Is not a seminar, training, or a meeting!  Maximizes participant involvement & decision making

4. Module 3 Session 3.6 Visual 4 The Workshop Is a Planning Tool  Use to start up any phase of project life cycle  Framework for implementation planning  Project and program evaluation  Best when done regularly throughout implementation

5. Module 3 Session 3.6 Visual 5 Project Launch or Startup Workshops  Structured project startup activities  A gathering of stakeholders from implementing and coordinating organizations  A public launch of implementation 3 Types: National Project Launch (broad, “political”) 100 participants Stakeholder Implementation Planning 50 participants Project Startup (core team) 10 participants Produce practical result: action plan for participants

6. Module 3 Session 3.6 Visual 6 Benefits of Project Launch Workshops  Accelerates transition from design to implementation  Shifts “ownership” to implementors  Improves implementation skills & self- reliance  Supports team development & builds enthusiasm  Expands boundaries of the team

7. Module 3 Session 3.6 Visual 7 Benefits of Project Launch Workshops  Builds feeling of joint participation  Orients new staff  Commits current political leadership  Encourages exchange of views among coordinating agencies  Enables donor staff to provide information & learn about issues

8. Module 3 Session 3.6 Visual 8 Design of Project Launch Workshops  Duration: 2 to 5 days  Configuration: one or a series?  Goals  Phase of program  Number of implementing organizations  Circumstances in the field  Our focus: National Launch and Stakeholder Implementation Workshops

9. Module 3 Session 3.6 Visual 9 National Launch Workshop  Duration: 1 to 2 days  Objectives:  Promote common understanding  Identify key issues  Develop strategic recommendations  Structure:  Opening ceremony  Working sessions

10. Module 3 Session 3.6 Visual 10 Opening Ceremony — National Launch Workshop  Participation by senior officials  Inclusive invitation list  Ministers of state and general managers of public corporations  Key government, political, and business leaders  Community leaders and officials  Representatives of beneficiaries, donor agencies

11. Module 3 Session 3.6 Visual 11 Working Sessions — National Launch Workshop  Typically follows Opening Ceremony (fewer participants)  Participants represent key organizations  Purpose:  Provide information  Develop strategic action recommendations  Obtain commitment and cooperation

12. Module 3 Session 3.6 Visual 12 Stakeholder Implementation Planning Workshop  Usually follows National Launch Workshop  Lasts 4 or 5 days  May have as many as 50 people  Participants:  Staff who have responsibility for implementation, including regional/local agencies, middle management, and project management core team  Other important stakeholders

13. Module 3 Session 3.6 Visual 13 Objectives for Stakeholder Implementation Planning Workshops  Common understanding of project and status of implementation  Identify and discuss key issues and priorities  Develop detailed action plans (12 month duration)  Obtain commitment and cooperation of key staff

14. Module 3 Session 3.6 Visual 14 Common Elements in PLWs  Opening ceremony  Project description  Prioritizing project activities  Identifying problems and constraints  Assessing or mapping project environment  Developing a strategy  Preparing a plan of action

15. Module 3 Session 3.6 Visual 15 Summary: Project Launch Workshops  Two types emphasized in this session:  National (1 1/2 - 2 days)  Stakeholder (4-5 days)  Action oriented  Inclusive  Build understanding, commitment, and cooperation Design elements are similar for all types, but each must be customized Project Startup Workshops for core team are more detailed

16. Module 3 Session 3.6 Visual 16 Thought Problems  Project: Lagos Water Supply Project  Problem 1. What cadres of staff to invite to:  National Project Launch (3 days)  Stakeholder Implementation Planning (4-5 days)  Problem 2. What criteria to use for deciding whom to invite.  Problem 3. How to ensure communication between workshops.

17. Module 3 Session 3.6 Visual 17 Solution to Thought Problems  Problem 1.  National Launch: Everyone!  Stakeholder Implementation Planning:  Who needs to be coordinated?  Problem 2. Selection Criteria  Who needs to know what level of detail?  Whose input is necessary?  Whom do you want to involve?  Who has a role to play?

18. Module 3 Session 3.6 Visual 18 Solution to Thought Problems (continued)  Problem 3. Communication  Summarize the results of the first workshop in the second  Distribute report  Discuss key findings with management

19. Module 3 Session 3.6 Visual 19 Module 3 Building the Team Session 3.6 Using a Workshop Approach for Project Launch; Planning & Getting Approval

20. Module 3 Session 3.6 Visual 20 Planning and Holding PLWs: 3 Stages Preparing Discuss and plan Conducting Run, evaluate, produce report Following up Meet with participants and replan

21. Module 3 Session 3.6 Visual 21 Preparing Project Launch Workshops Obtain agreement and commitment of senior officials Develop preliminary budget and sources of funding Make administrative and logistical arrangements Prepare preliminary workshop designs and agenda

22. Module 3 Session 3.6 Visual 22 Thought Problem What can happen if people are invited to a national launch prior to completing the preparation activities? When should participants be invited?

23. Module 3 Session 3.6 Visual 23 Conducting Project Launch Workshops Prepare final workshop designs and agendas Confirm all administrative and logistical arrangements Conduct the workshops Prepare report on workshop proceedings

24. Module 3 Session 3.6 Visual 24 Following Up on Project Launch Workshops Conduct 3 to 6 months after PLW Take stock of developments since PLW Replan as needed Reinforce commitment to effective implementation Best done in workshop setting with participants

25. Module 3 Session 3.6 Visual 25 Project Management’s Overall Roles & Responsibilities Host workshops Make preliminary plans & hire facilitators Supervise facilitators & approve workshop agendas Make administrative and logistical arrangements as agreed with the facilitation team

26. Module 3 Session 3.6 Visual 26 Project Management: Workshop Preparation Select core team workshop coordinator With facilitation team, determine: Workshop configuration Opening ceremony arrangements & details Administrative/logistical plans Interview/meet with sponsors and key stakeholders Review and approve draft workshop agendas prepared by facilitators Implement tasks on action plan

27. Module 3 Session 3.6 Visual 27 Project Management: Conducting the Workshop Host opening ceremony Describe project and deliverables Serve as resource during workshop sessions Participate in workshop sessions Provide feedback and guidance during plenary sessions at stakeholder workshops

28. Module 3 Session 3.6 Visual 28 Project Management: Follow Up With support of facilitation team: Schedule follow-up meetings Supervise planning Participate in activities Implement action items

29. Module 3 Session 3.6 Visual 29 Facilitation Team’s Overall Roles & Responsibilities Provide three facilitators per 40 participants Serve as neutral “outsiders” Have experience & proven track record Be adaptable, flexible, quick thinking, good listeners Be able to develop trust with project management, sponsors, key stakeholders Play a “facilitating” role (don’t be a “star”)

30. Module 3 Session 3.6 Visual 30 Facilitation Team: Workshop Preparation Guide and work with project management (administrative & logistic arrangements) Have primary responsibility for preparing agendas Follow these design principles: Keep design simple. Keep design flexible. Keep workshops active.

31. Module 3 Session 3.6 Visual 31 Facilitation Team: Conducting the Workshop Work daily with project management to finalize plan (1 week before) After the opening ceremony—be in charge of workshop process: introduce each session provide guidelines for working group sessions keep processes on track yet responsive Prepare workshop report

32. Module 3 Session 3.6 Visual 32 Facilitation Team: The Follow-Up One (or more) members of facilitation team assist project management in planning Visit participants, working groups, and stakeholders Identify “rough spots” Renew commitment of participants Report to project management

33. Module 3 Session 3.6 Visual 33 Potential Risks Participation threatening Unrealistic expectations Unacceptable proposals/demands Nonrepresentative constituency Inappropriate approach

34. Module 3 Session 3.6 Visual 34 Countering Potential Risks (Part 1) 1. Perception that participation is threatening present benefits clearly understand concerns include senior officials share information clearly state objectives and expectations at each stage 2.Unrealistic expectations by participants and officials Potential Risks of Doing PLWs and How to Address Them:

35. Module 3 Session 3.6 Visual 35 3.Unacceptable proposals generated by the workshop acknowledge proposals as valid indicate if subject was considered and basis for alternate decisions if appropriate, indicate that proposals will be considered in the future be inclusive at Opening Ceremony hold mini-workshops for beneficiaries hire experienced facilitators work closely with facilitators 5. Inappropriate approach and inadequate skills of the facilitators 4. Involvement of beneficiaries and/or other stakeholders Potential Risks of Doing PLWs and How to Address Them: Countering Potential Risks (Part 2)

36. Module 3 Session 3.6 Visual 36 Getting Approval Hard to perceive value until experience Be ready to respond to common objections Negative issues or criticisms will surface Everyone knows everything about the project that they need to know Participants can not make a contribution Indicate how PLWs can help superior/organization succeed Customize your approach

37. Module 3 Session 3.6 Visual 37 Conclusion PLWs promote understanding, commitment, cooperation Process/Structure similar for all types of PLWs Planning is essential Facilitation team critical for conducting successful workshops Follow up important Rewards justify the risks

38. Module 3 Session 3.6 Visual 38 Conclusion (continued) “The workshop served an important purpose in drawing stakeholders together and stimulating high motivation and interest.”