1. Facilitating
A Successful JAD
Jackie Parker, MBA
Project Management Professional (PMP)
Jackie.Parker@RiverLee.com
River Lee International, Inc
A ripple today can become
the wave of the future.
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riverlee.com © 2007 River Lee International, Inc.

2. Introduction
Why
Who
How
TIPS
Resources
Facilitating a Successful JAD
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• Executives hope to save time, and eliminate
risk, if we lock the project stakeholders into
a room for a day or two of intense
brainstorming.
• But a JAD session is often a free-for-all that
is frustrating, unproductive, and skewed by
the opinions of a few people.
• How do we apply some structure to a JAD
session while still releasing the creativity
that comes from group interaction?
• Jackie Parker, executive facilitator at River
Lee International, shares best practices.
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3. Subject: JAD Session for Widget Wizard
Introduction
To: “Everyone in the company and their dog”
Why
Who
Date: September 17, 2007
How
TIPS
Resources
You have been chosen to spend two days in Conference Room 6
Contact Us
to generate the requirements for the Widget Wizard project.
You must read three 25 page documents before you arrive.
We meet 7:30 to 5:30 each day. Food will be provided.
Agenda for Day One
7:30-8:00 Overview of agenda
8:00-8:15 Welcome from CIO
8:15-11:00 Review of project charter
11:00-12:00 Overview of requirements gathering process
12:00-1:00 Lunch
1:00-5:00 Brainstorming
5:00-5:30 Summary
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4. Subject: Impact of new ordering process
Introduction To: Kim, Bob, Sash, Maile, Joe, Jennifer
Why
CC: Mary, Bob (and other managers)
Who
Date: September 17, 2007
How
TIPS
Resources
We need your ideas on how your department will be affected by a
Contact Us
new way for customers to place orders online using a website
feature called “The Widget Wizard.”
You will present your findings to Mary and Bob after two days of
discussion with representatives from other departments.
There will be breaks to check messages but please excuse
yourself from meetings on Wed and Thurs.
Please confirm your attendance by end of day Mon so we can let
Mary and Bob know that everyone is on board.
Thank you in advance for representing your team!
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5. Contracts
Introduction
Pricing Account
Why
Who
Management
Sales
How
TIPS
Resources
Marketing Order Entry
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Product Operations
Management
Supplier
Management
Finance
Distribution
Purchasing
Client Invoicing
Collections
Accounting
Money In (Accounts Receivable)
Money Out (Accounts Payable) 5
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6. Contracts
Introduction
Pricing Account
Why
Who
Management
How
Sales
TIPS
Resources
Order Entry
Contact Us
Marketing
Operations
Product
Management Supplier
Management
Finance
Distribution
Purchasing
Client Invoicing
Collections
Accounting
Money In (Accounts Receivable)
Money Out (Accounts Payable) 6
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riverlee.com © 2007 River Lee International, Inc.

7. Introduction
Why
Who
How
TIPS
Resources
Contact Us
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8. High Low
Introduction
Why
Decision-Making Decision-Making
Who
How
TIPS
Resources
Contact Us
Select a Design
High Generate Requirements
Create Road Map
Creativity Conduct Post Mortem
Create WBS
Prioritize features
Review team status
Obtain sign-off
Low Complain to vendor
Allocate resources
Creativity Kick-off project
Prioritize defect list
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9. Introduction
Why
Who
How
TIPS
You can You could You should
Resources
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“Run” “Lead” “Facilitate”
these meetings these meetings these meetings
Review team status Prioritize features Gather Requirements
Complain to vendor Obtain sign-off Create Roadmap
Select a Design
Kick-off project Allocate resources
Create WBS
Prioritize defect list
Conduct Post Mortem
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10. Define The Output
Give Examples
Introduction
Why
Who
How
TIPS
Resources
Contact Us
“Ability To” statements
1. Sales can view orders
2. Collections can view client contract
3. Pricing and Sales can share proposals
Business Data?
– We need to track shoe size
Business Rules?
– 10% discount for veterans
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11. Life Cycle
Introduction
Why
Who
How
Products - introduced, monitored, retired…
TIPS
Resources
Contact Us
Suppliers - solicited, engaged, monitored, retired…
Clients - pursued, won, monitored, lost…
Orders - received, fulfilled, invoiced, closed…
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12. Orders - received, fulfilled, invoiced, closed…
Introduction
Why
Who
How
TIPS
Resources
Process Invoice
Contact Us Capture
Request In
order Client
order Stock
details
Ability to see product catalog
To see pricing
To see order history
To enter correct client code
To enter additional details
To change an order
To deal with out of stock
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13. Impact
Analysis
Introduction
Why
Who
How
Manage
TIPS
Resources
Clients
Contact Us
Manage
Orders
Client Operations
Manage
Finances
Manage
Inventory
Manage
Suppliers
Suppliers Accounting
Manage
Employees
Use Case Diagram
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14. Hot Tip #1
Introduction
People need to…
Why
Who
1) Work alone
How
TIPS
2) Work in two’s
Resources
Contact Us
3) Work in groups
People need to “sleep on it”
People need to stay…
… schedule the VIP
at the end
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riverlee.com © 2007 River Lee International, Inc.

15. Facilitator
Flip Chart versus
Introduction
Why
Scribe
Who
Sales - orders
How
TIPS
Collections - terms
Resources
Contact Us
Bill customer!
Blood type
Scribe Notes
Sales need closed orders to build leads.
Summarize closed orders after 30 days.
Hot Tip #2 Collections look at contract to see terms e.g.
15 days. Contract is hard copy today. Fax.
Scan it?
Need to bill customer! Today we bill
insurance company or blood testing agency.
Op’s can’t pull up blood type cos don’t ask for
it today. Can we ask for it? Any legal
implications?
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16. Why are they making this change?
Introduction
Why
Seek to understand, not to judge.
Who
How
“Help me to understand why…”
TIPS
Resources
What do they need to be able to do?
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What are their inputs?
Their outputs?
Their rules?
Their exceptions?
How will you solve their problem?
Go there but don’t stay there.
Challenge your assumptions.
Don’t use leading questions.
Hot Tip #3
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17. Facilitation TIPS
Introduction
Why
Who
How
TIPS
Techniques
Resources
Contact Us
– Tools and techniques such as ice breakers, idea
generators, and consensus builders.
Insight
– Mindset, business language, & priorities of participants.
Planning
– Selecting techniques based on the complexity of the
task, your insight, and your skill.
Skill
– Your ability to engage others in a process.
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18. Facilitation Resources
Introduction
Why
Who
How
Websites
TIPS
Resources
– Surf facilitation, facilitating projects, high performance teams
Contact Us
Global ListServ
– Pose questions to professional facilitators @ albany.edu/cpr/gf/
Association
– International Association Facilitators @ www.iaf-world.org
Conference
– IAF Facilitation Conference, Atlanta, 10-12 April 2008
Training Classes
– Check the facilitation class includes role playing
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19. Successful JAD
Introduction
Why
Who
How
TIPS
Resources
Contact Us
Joint Analysis & Design
Right groups at same levels
Known output with examples
Lightly structured
Scribed
Driving to results…
Jackie.Parker@RiverLee.com
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riverlee.com © 2007 River Lee International, Inc.