How can you manage stakeholder expectations during LGF sessions?

Large group facilitation (LGF) is a skill that involves designing and leading processes that engage and align diverse stakeholders around a common goal. LGF can be used for strategic planning, visioning, problem-solving, innovation, and collaboration. However, LGF also poses some challenges, such as managing the expectations of various stakeholders who may have different perspectives, interests, and needs. How can you manage stakeholder expectations during LGF sessions? Here are some tips to help you.

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1 Define the purpose and scope

Before you start planning your LGF session, you need to clarify the purpose and scope of the process. What is the main question or issue that you want to address? What are the desired outcomes and outputs? What are the boundaries and constraints of the session? How will the results be used and communicated? By defining the purpose and scope, you can set realistic and achievable expectations for yourself and your stakeholders. You can also use this information to design a suitable LGF method and agenda that aligns with the purpose and scope.

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Babu Ramachandran, PMP

Medical Devices | Healthcare | Project Management | Human Factors | Innovation Strategy
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One thing I have realized through my own experience is the importance to actually estimate the level of possible interest the audience will have on your session topic early on. during planning stages. Identifying if the session will have a positive or negative influence on the participant will help to tailor the session according to their interest and pain points, and thus drive engagement.

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2 Identify and engage your stakeholders

Another key step is to identify and engage your stakeholders. Who are the people or groups that have a stake or interest in the topic or outcome of the LGF session? How can you reach out to them and invite them to participate? How can you ensure that they have a voice and influence in the process? By identifying and engaging your stakeholders, you can build trust and rapport with them, understand their needs and concerns, and foster their commitment and ownership of the LGF session. You can also use various tools and techniques, such as stakeholder mapping, surveys, interviews, or focus groups, to gather feedback and input from your stakeholders.

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3 Communicate clearly and frequently

Communication is essential for managing stakeholder expectations during LGF sessions. You need to communicate clearly and frequently with your stakeholders about the purpose, scope, method, agenda, roles, responsibilities, and expectations of the LGF session. You also need to communicate during and after the session, to provide updates, share information, solicit feedback, and acknowledge contributions. By communicating clearly and frequently, you can keep your stakeholders informed and engaged, address any questions or concerns, and avoid any misunderstandings or conflicts.

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4 Manage conflicts and resistance

Sometimes, you may encounter conflicts or resistance from some stakeholders during LGF sessions. This may be due to different opinions, interests, values, or preferences among the stakeholders, or due to dissatisfaction or frustration with the process or outcome. How can you manage conflicts and resistance? You can use some strategies, such as listening actively, acknowledging emotions, reframing issues, finding common ground, exploring options, and seeking consensus. By managing conflicts and resistance, you can create a positive and constructive atmosphere, respect diversity, and enhance collaboration.

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Babu Ramachandran, PMP

Medical Devices | Healthcare | Project Management | Human Factors | Innovation Strategy
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Showing empathy helps to balance out any differences in expectations amongst stakeholders during discussion. Clearly tailoring the spoken words towards achieving a win-win situation does require skills, and that can be learnt. The intention however drives the communicated message as well as the behavioural cues exhibited. Thus, start with the right intentions and a clear goal that can provide a win-win situation and practice empathy. If its really a situation, applying the BATNA techniques will then help. Respect everybody regardless of position or title.

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5 Monitor and evaluate the process and outcome

Finally, you need to monitor and evaluate the process and outcome of the LGF session. How well did the session meet the purpose and scope? How well did the session meet the expectations of the stakeholders? What were the strengths and weaknesses of the session? What were the lessons learned and best practices? What are the next steps and follow-up actions? By monitoring and evaluating the process and outcome, you can measure the effectiveness and impact of the LGF session, identify areas for improvement, and provide feedback and recognition to your stakeholders.

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Babu Ramachandran, PMP

Medical Devices | Healthcare | Project Management | Human Factors | Innovation Strategy
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One of the critical metrics in communication involves assessing the alignment of outcomes with strategic goals at various organizational levels. This evaluation begins with achieving goals at the organizational level, followed by departmental goals, and subsequently, functional goals, and so forth. If there is alignment, then its a desired outcome. If the alignment is not clear, seek to clarify it appropriately.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you manage stakeholder expectations during LGF sessions?

1

2

3

4

5

6

1 Define the purpose and scope

2 Identify and engage your stakeholders

3 Communicate clearly and frequently

4 Manage conflicts and resistance

5 Monitor and evaluate the process and outcome

6 Here’s what else to consider

Large Group Facilitation

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How can you manage stakeholder expectations during LGF sessions?

1

2

3

4

5

6

1 Define the purpose and scope

2 Identify and engage your stakeholders

3 Communicate clearly and frequently

4 Manage conflicts and resistance

5 Monitor and evaluate the process and outcome

6 Here’s what else to consider

Large Group Facilitation

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