WorkOut Method A3 for FacilitatorsWhat is a WorkOut?A methodology that helps teams identify opportunities to improve the way work gets done.

Why are we using WorkOuts?WorkOuts provide a tool that we can use ourselves to maintain a cycle of self-reflection about ways to improve our agency or unit. The WorkOut methodology will enable us to: Identify Opportunities to Improve Share responsibility for achieving agency objectives Give everyone a voice in how things are run Provide time for managers and employees to discuss issues

As a facilitator your job is to engage the team members in a discussion about what they experience everyday in their job. The team will define opportunities to make the work better, and serve as feedback to management. Capture ideas on a flip chart for every step. Document everything to include in a presentation later.

WorkOut Method is 4 steps and 5 Easy Questions

Define Value Streams

Identify Challenges

Brainstorm Solutions

Sort & Prioritize

1.a. What do we do?1.b. How do we do it?

2. What gets in the way?

3. How will we make it better?

4. What should we do first?

As a facilitator – don’t get lost in the details of the process. This WorkOut method gives a structured way to capture the combined knowledge of the team. Guide the team to answer these questions and you’ll be successful!Step 1 Define Value StreamsStep 1a: What do we do? – Facilitator Tools: 5 Whys to uncover root causesList the processes/value streams that make up 90% of the work in your area. IdentifyTasks that enable your unit to get the work done. Keep at a high-level (6-8 categories)1. Conduct inspections 2. Process permits Step 1 b: How is the work done?What are some sub-processes that enable your unit to complete these processes? Keep at a mid-level (How would you describe what you do to your friends at the dinner table? 1. Prepare comment package 2. Draft letters 3. Administrator review

Step 2 Identify Challenges What gets in your way? Make a list.Facilitator Tools to keep ideas flowing: Keys to Success:• How does work flow? Don’t filter ideas – just document• Common Challenges questions Restate ideas to confirm your

understanding• 7 + 1 Types of Waste Praise the team as you go• Value-Added or Non Value-Added activities Time Management is key!• Consensus Building Multi Voting with DotsStep 3 Solutions Brainstorming How will we make it better?

Use the Gather, ConsolidatePrioritize method to facilitatesolution brainstorming – Remember the Parking Lot list!

Creativity techniques allow out-of-the-boxthinking and help us free our minds to leave behind the usual thinking patterns.

Solution Solution Solution

1. Use a flipchart page for each issue the team selected through voting (or ½ page)2. Allow team members time to develop solution to each issue3. Team members will describe their solution and post their idea under the issue

Step 4 Sort and Prioritize What should you do first?

This last phase of the WorkOut will sort and prioritize the solutions. Stress to the team thatALL ideas will be captured AND they are IMPORTANT to the Agency. The immediate focusWill be on those ideas that directly impact the Unit. Sort solutions by Impact & Difficulty toIdentify High Impact/Low Difficulty action items. Parking Lot list may be needed here too.

Impa

ctH

igh

HighLowLow

High Impact / Low Difficulty solutions are the highest priority solutions for the team

Step 5: Present documented ideas to Leadership!

Difficulty