Facilitated sessions are an excellent way of gaining additional insight into the requirements and expectations for any conversion project. What I have found is that most of the participants in a facilitated session have different agendas and different priorities for the project, so the facilitator must be neutral.
Usually 5-8 active participants keep the session interesting and controlled. It is nice if you can send out preparation information for the participants.
Most companies bring in consultants to facilitate the process. A good facilitator should not be from a business unit or have a major stake in the outcome for this project. Also, an understanding of team dynamics, and the applications being converted is always a plus!
Each session would have the facilitator armed with white boards, PowerPoints, sticky notes and a good business background about this project. The session would require someone to take notes, highlights and next steps, and is usually called a "scribe."
I usually start like this:
- State expectations for the session
- Discuss the conversion
- Open the floor for input from the participants
Happy facilitation!
