Setting: This process requires a lot of either post-its or sheets of paper and flipchart paper.
Number of participants: 26-50
Time needed: 4 hours - 5 days
Pre-Work Required: The presenters need to be selected and briefed. They should be given a specific time limit. They should not use power point or other prepared presentation materials. They should make drawings and illustrations on the flipchart paper.
1. Select presenters for the session. The whole value chain or the full scope of the project should be represented by presenters. For example, an oil well drilling paint the picture would have a geologist explain the formation of the reservoir, a reservoir engineer the dimension and dynamics of the reservoir all the way to the sales people describing the market for the oil.
2. Brief the presenters. See above.
3. Invite participants to the workshop The group should include all the stakeholders or their representatives. All the decision makers should be in the room.
4. Sheets of flipchart paper should be taped to the wall with appropriate titles either reflecting the scope of the project or the phases of the project. It is good also to have a "parking lot" flipchart.
5. Hand out 20 to 50 post-its or sheets of paper to each participant.
5. During each of the presentations participants are asked to write down notes about opportunities, problems or blocks, issues, questions, suggestions, etc.
6. At the end of the presentations ask people to put their post-its up on the appropriate flipchart. If the presentation is long interrupt the presentation and ask people to put up their post-its.
Follow-Up Required: Normally this requires some clustering of similar ideas and then prioritizing of some kind.
Usual or Expected Outcomes: a large number of ideas, risks, opportunities, blocks to be considered in the planning process.