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JULY 2019 Release 01

Ki te kore he whakakitenga, ka ngaro te iwi

Without foresight or vision, the people will be lost

Ki te kore he whakakitenga, ka ngaro te iwi

Without foresight or vision, the people will be lost

Facilitator pre-Workout checklist

Aim of this Workout

The overall aim of these Workouts is to bring participants together to reflect on and deepen the learnings from the development and action guides. They also provide participants with the opportunity to work with other new people leaders to consolidate their understanding of how leaders can connect effectively with their teams.

Learning outcomes Purpose development priority

In order to achieve the development priority of PURPOSE – TE WHĀINGA, participants will need to be able to:

1. identify their team’s purpose and how it links to the organisation’s purpose2. identify what motivates people to perform.

I understand my team’s role in delivering on our organisation’s strategy and purpose, and I connect my team to the big picture.

Resources A4 paper, flip-chart paper and markers, a large roll of brown paper Whiteboard and markers Bowl or hat for the “First job / worst job” activity A previously prepared greeting card for the intro to the purpose activity Coloured pens Projector or TV, speakers, laptop for video viewings

Advice from within the New Zealand Public Service (short videos) | LDCwww.ldc.govt.nz/resources-2/videos/FilterForm?Category=1andaction_doFilter=GoEnclave Buckle-up advert www.youtube.com/watch?v=7HMHJ4UTLXMMade to Stick: Why Some Ideas Survive and Others Die | Chip and Dan Heath www. youtube. com/watch?v=0a8cFtMo8mk

How great leaders inspire action | Simon Sinek

www.ted.com/talks/simon_sinek_how_great_leaders_inspire_action

The surprising truth about what motivates us | Daniel Pink www.youtube.com/watch?v=u6XAPnuFjJc

Preparation

1. The session is between 3 hours and 3.5 hours depending if you include the optional activities. There are highlighted in orange.2. The 10 minute break can be moved to suit your session. 3. Ensure you have an internet connection for the videos and, if possible, queue them before you start the session. 4. Ensure you have worked through the guide and have organised any resources that are required.

FACILITATOR WORKOUT GUIDE: PURPOSE | TE WHĀINGA 1

Activity Detail Facilitator notes/resources Timing

Introductions Say: Kia ora. Tēnā koutou. Ko (Name) ahau. Welcome to the Purpose – Te whāinga Workout.

Say: Now I would like you to introduce (or reintroduce) yourselves to each other and share what your biggest management success has been in the last month.

Say: At the end of this Workout, you will walk away with a short memorable statement describing your team’s purpose. You have done some preliminary thinking about this in your pre-work, but we are going to take it deeper over the next few hours. You will also get some feedback,= about how it’s sounding and refine it, so it’s memorable.

7 min

Housekeeping Say: Let’s quickly run through the housekeeping.

Ensure you cover:

location of toilets and washroom facilities emergency procedures any relevant site-specific information.

Group expectations (notes for facilitator)If this is a consistent group and you have set expectations/guidelines for working in the Mindset session, take a minute to revisit those expectations/guidelines and check if any additions/changes are required.

If this group will only be attending this particular Workout together, use your discretion around setting a few expectations about how the group should work together, eg, participation, confidentiality, timeliness. Or, you might encourage the group to provide some expectations of their own.

You can do “housekeeping” before the introductions if you wish.

1 min

Overview Say: Let’s have a look at what we are covering in this Workout.

Walk through slide 2, signposting what is to come.

Ask: Has anybody got questions about what we are covering today?

Refer to PP slide 2. 2 min

Ice breaker (optional)

Use an icebreaker if you have time and feel it will add benefit, eg, if the participants are not familiar with each other.

Say: OK, let’s get to know each other a little bit better.

10 min

FACILITATOR WORKOUT GUIDE: PURPOSE | TE WHĀINGA 2

First job / worst job – instructions

Have everyone write down their first or worst job on a sticky note, fold it up, and put it in a bowl.

Pass around the bowl and have each person pick out and read out a job. The group tries to figure out who had that job.

You can simplify this activity further by simply asking the participants to share their first or worst job experience.

Context (if a reminder is needed)

Ask: Who has attended a Workout before?

Say: For those who haven’t attended a Workout before, let’s clarify the purpose of the Workouts. The overall purpose of this Workout is to give you an opportunity to reflect on and deepen the learnings from the development and action guide. It also gives you the chance to work with other new people leaders to consolidate your understanding of how to lead your team towards a common goal.

Say: We are going to discuss the challenges and successes you have had so far and explore how successful people leaders have developed to become great leaders.

Say: As a new people leader, you will need to focus on 7 development priorities (Mindset, Connect, Purpose, Achieve, Feedback, Develop, and Processes). These priorities build on leadership characteristics and come from the Leadership Success Profile (LSP).

Say: There are development and action guides for each of the development priorities, and you can choose to do each one as a standalone or in combination with a facilitator-led Workout like this one.

Processes does not have a Workout or form part of a programme. It has a guide, and that guide covers more general day-to-day details that you need to know as a people leader.

Say: This Workout will be practice focussed.

Refer to PP slide 3.

5 min

FACILITATOR WORKOUT GUIDE: PURPOSE | TE WHĀINGA 3

Say: The 7 development priorities cover the key things that new people leaders should concentrate on first.

Mindset: We need to think about what it means to be a leader and challenge our current mindset, habits, and behaviours.

Connect: We need to connect with our staff personally and create a climate where their diversity of thought is encouraged.

Purpose: We need to connect our people with the organisation’s vision and give them purpose; we must be clear on our expectations about “how we work” and what we all are responsible for doing so each team member knows the contribution they are making / the value they are adding.

Achieve: We need to empower others to achieve through effective planning, prioritisation, and delegation of work.

Feedback: We need to get good at giving feedback to improve/enhance performance.

Develop: We need to help our people grow individually to advance as they desire and/or the organisation needs.

Processes: We need to complete our management responsibilities, which can be confusing and time consuming for a new people leader. Processes vary but generally include finance, HR, procurement, and technology.

Say: During this Workout, we will focus on the development priority Purpose – Te whāinga. To be successful in your new role, you need to make the following shift.

Refer to PP slide 4.

Check-in Ask: Before we begin digging into the content for this Workout, could those of you who have been 10 min

FACILITATOR WORKOUT GUIDE: PURPOSE | TE WHĀINGA 4

to a previous Workout please share with us what action you set at the last Workout and what you have done to implement that action since the Workout?

Allow them to share with your table for 5 minutes. Ask: How have you gone with the development and action guide? To add to the discussion use one of the following suggestions:Option 1Have the attendees turn to the person next to them and share a resource that stood out for them and why. Note that you will be feeding back what your neighbour found insightful in the resources? Give two minutes to discuss then get one or two people to feedback.Option 2Select a resource that is not referenced in the session and have the attendees discuss and put on a post it note what insights they got out of the resource and if it was:

completely new to them added to their understanding of the topic was something they were already applying in their leadership role

Option 3Ask if anyone read some of the optional resources? Have them share the insights that they got from the resource.

Intro to topic or you can facilitate a discussion that matches this topic.

Ask: How have your best managers helped you connect with the purpose of your organisation?

Spend a few minutes discussing.

Say: OK, let’s do a quick demo of what we mean.

Greeting card activity – instructions

Have a previously prepared greeting card but do not show it to the group yet. Your card is a piece of A4 paper folded in half vertically. There is a coloured-in star on the front with 3 horizontal lines running across the star and a box around it as a border. All 4 corners of the card are snipped off at a 45-degree angle, and you have signed inside the card.

Say: I want you all to take an A4 piece of paper and follow these instructions.

1. Fold your piece of paper.2. Now draw a star and create a box border.

You will need a previously prepared card and some A4 paper for everyone in the room and some coloured pens.

Refer to PP slide 5.

25 min

FACILITATOR WORKOUT GUIDE: PURPOSE | TE WHĀINGA 5

3. Colour it in.4. Cut the corners.5. Write your name on it and give it to someone.6. When you get someone else's, draw 3 horizontal lines on the star.

Allow 5 minutes for everyone to complete the tasks and compare the end results. Most will be different, even though some may only be slightly different.

Show: Your card and explain that this was the “goal”.

Ask: What insight does this activity give you around the need for clarity of purpose and an understanding of common goals?

Look for answers along these lines:

The need for a clear and common understanding of the goal The need for clear and specific objectives (only the last instruction was unambiguous).

Say: The purpose of this activity was to highlight the importance of setting a clear vision and a common understanding of the goals and what “good” looks like, and ensuring everyone is on the same page. If you don’t paint a clear picture of the vision or provide direction for your team, you may end up with very different results to the ones you were hoping for.

Vision and purpose

Ask: How would you describe the difference between vision and purpose? Say: Vision is more “where are we are wanting to be in X years”. Purpose is more about answering the question of why we exist / what difference we are seeking to make in our part of the world.Say: Let’s look at our own experience around having clear vision/direction and purpose. Ask: What’s your experience when it comes to having a clearly set direction? Think of a team where the direction was strong. What did that feel like? Think of a team where direction was weak or non-existent. What did that feel like? Think of a time where the direction changed frequently. What did that feel like?Say: Share your experiences at your table and jot down some of your thoughts/feelings to share with the wider group. Allow 10 min and then note some of the key findings on the whiteboard. Say: So, it looks like we can agree that a lack of direction is highly frustrating. Strong direction is highly empowering/enabling/motivating. Clarity is foundational. Everything builds off that.

Refer to PP slide 6. 25 min

Start with why Play: The first 30 seconds of the video or show the screenshot as a reminder. Ask: Do you have any thoughts or observations? What resonated most when you watched this?

Refer to PP slide 7. Participants will have watched the

15 min

FACILITATOR WORKOUT GUIDE: PURPOSE | TE WHĀINGA 6

Say: There’s usually not too much disagreement about the effect that clarity (or lack of clarity) has on us. But what is it that we are to provide clarity about? What do we mean when we talk about “big picture clarity”? This video clip helps us to see where we need to put the focus. Ask: What were the key takeaways from this video for you? What will you or have you been doing differently?Additional questions for discussion: How will you help your team identify with your organisation’s purpose / your team’s purpose? How will you help your team identify the why – why they do what they do? What do we actually mean by “the big picture”?

following video:How great leaders inspire action | Simon Sinekwww.ted.com/talks/simon_sinek_how_great_leaders_inspire_action

Purpose as a motivator

Play: The first 30 seconds of the video as a reminder, or simply show the image. Say: One of your videos in the development and action guide was by Dan Pink. Remember he talked about purpose, mastery and autonomy being deep level motivators for people. Let’s dig deeper into why purpose is a motivator, before we share and refine our team purposes. Ask: What for you were the key takeaways from this video? What does this mean for how you motivate your team? What will you do differently?

Refer to PP slide 8. Participants will have watched the following video:The surprising truth about what motivates us | Daniel Pink www.youtube.com/watch?v=u6XAPnuFjJc

10 min

Break Allow 10 minutes for a comfort break. This can be moved after the next activity if needed 10 min

Team purpose statement

Ask: Leaders are the translators of the organisation’s purpose. Are you a blockage or does the organisation’s purpose trickle past you? Are you listening in meetings for things that interest you, or are you listening for the benefit of your team and what they will find useful in terms of connecting to the purpose?Say: You have already started a draft of your team’s purpose in the development and action guide, I’d like you to spend the next 10 or so minutes sharing with your table what you have been doing to ensure your team understands the purpose and how you are bringing your purpose to life. Make sure everyone has a turn to share. As a reminder, and in case you would like to refine your purpose statement, here are some prompts from the development and action guide you used to draft your purpose.

Refer to PP slide 9. Participants will have worked on a draft of their team’s purpose in the development and action guide.

20 min

Make it stick Say: Ideally you want people to be able to remember your team’s purpose statement so that it can help guide decision-making when you are not around. Part of your development and action guide work was watching the Chip and Dan Heath video ‘Made to Stick’. Ask: Can you recall the features of a message that sticks in people’s minds? Brainstorm and list on the whiteboard (simple, unexpected, concrete, credible, emotional, stories).

Refer to PP slides 10 and 11.

Participants will have watched the following video:Made to Stick: Why Some Ideas

15 min

FACILITATOR WORKOUT GUIDE: PURPOSE | TE WHĀINGA 7

Say: Let’s looks at a short TV ad and see how many of these features are included in that ad. Play the Enclave ‘Buckle-up’ advert that is mentioned in the Chip and Dan Heath ‘Made to Stick’ video.Ask: How do you think it met all the features described in the ‘Made to Stick’ video? For example: Simple: The message was simple and clear. Buckle up. Unexpected: Didn’t expect a crash in a car ad. Credible: Believable and came from a govt organisation. Concrete: The ad was easy to understand. Emotional: A car crash is something we would all find emotional. Stories: It was a story about a family riding in a family car.Say: Now let’s use some of these principles to further develop your 60-second elevator pitch about your team and what you do.

Survive and Others Die | Chip and Dan Heath www.youtube.com/watch?v=0a8cFtMo8mk

Enclave Buckle-up advert www.youtube.com/watch?v=7HMHJ4UTLXM

60-second elevator pitchSmall groups

Say: We will now take some time to further refine and share your 60-second elevator pitch about what your team does. This is the “story” for your team. Say: Spend the next 10 or so minutes refining your draft elevator pitch from your development and action guide. See if you can use what we learned in the ‘Make it Stick’ video to make your elevator pitch memorable. Say: Discuss with others at your table where you have got to. Give each other feedback on the words and ideas that resonate.

Say: This work is iterative. Rarely do you get it exactly right first time. You will hear phrases and words that you think will fit and make it better. Mull it over: sit with it for a while. It’s a process of distillation.

Refer to PP slide 12. 20 min

Debrief Ask: Who would like to share any insights they had while completing this activity for their own pitch or while working with others on theirs?Ask: How will you use this elevator pitch and purpose statement?Say: It is powerful to involve your team in building a purpose statement and elevator pitch together at an away or planning day. Involvement leads to buy in.

5 min

Advice for future new people leaders (optional if

This is an optional activity if time allows. The preceding activities may take longer if there is a lot of discussion. Jump to the wrap up if time does not allow for this activity.

Show: 1 or 2 of the Advice from within the New Zealand public service videos.

Refer to PP slide 13.

Advice from within the New Zealand Public Service (short

15 min

FACILITATOR WORKOUT GUIDE: PURPOSE | TE WHĀINGA 8

time allows).

Display: On the wall any written advice from previous participants that you have and allow participants some time to read these pieces of advice.

Ask: Please could you share the piece of advice that resonated with you the most?

You have some options for this activity; the purpose is to get some advice for future participants. You can either decide to go with 1 option for the whole group or present the 3 options to the group and let them choose their preference.

Say: You’re now going to get the chance to share your own advice for future new people leaders. We will share this information in future PURPOSE Workouts. In pairs or small groups, take a few minutes to think of the top 2 pieces of advice around PURPOSE that you would give to a new people leader.

Option 1

Participants share their advice with future new people leaders by writing it down on a piece of A4 paper. These can then be put up around the room for future participants to read.

Option 2

Participants share their advice with future new people leaders by writing it down on a large sheet of brown paper, like a graffiti wall. The sheets of paper can then be put up around the room for future participants to read.

Option 3

Participants record their snippets of advice, using their phone camera recorders. They will need to send the file to you, and you can present the files in future Workouts.

If you offer Option 3, you must make it clear to all participants that these files may be used in future sessions and may be placed on the LDC website.

Say: We are almost at the end of this Workout; let’s reflect on what we have learned.

videos) – LDC

www. ldc. govt. nz/resources-2/videos/FilterForm?Category=1andaction_doFilter=Go

Refer to PP slides 14–16.

Wrap up Ask: Please could you stand up in 2 rows facing each other? Make sure you are all facing someone else, who will be your partner.

Run a few rounds of “speed dating”, giving each individual 30 seconds to share something they learned in the Workout. Swap the pairs once each person in the pair has shared their learning

10 min

FACILITATOR WORKOUT GUIDE: PURPOSE | TE WHĀINGA 9

experience, then rotate the pairs and ask the new pairs to repeat the exercise with a new learning. Do the rotation a number of times, requiring all participants to share something different each time.

Finish up in the last rotation by asking everyone to declare to their partner the one action they will commit to taking following this session.

Next steps Say: We have covered the third development priority today. There are other priority modules that you can also complete. Remember, the resources can be used as standalone development and action guides, and you can also attend other Workouts.

Share future Workout details and include instructions on how participants can access the other development and action guides.

Ask: Does anyone have any other questions? End the session by thanking participants for their input.

Refer to PP slide 17. 5 min

FACILITATOR WORKOUT GUIDE: PURPOSE | TE WHĀINGA 10

This guide is part of learning material available to New Zealand Public Service agencies to support new people leader development.

FEBRUARY 2020 Release 02

© 2020 LEADERSHIP DEVELOPMENT CENTRE www.ldc.govt.nz