Running a BPR Session
OverviewDescribes what a Business Process Redesign Facilitator needs to know and do to guide a team through the methodology.
Congratulations, you are facilitating a Business Process Redesign! Using this methodology can be exciting and fun. To guide your session to success, follow the guidelines below.
- Read the Getting Started guide.
- Ensure the Pre-work was completed and all the details of it were communicated to you.
- Be prepared to take copious notes throughout the session by having a laptop or pen and full-size notepad available.
- Make sure a large whiteboard, easel, or projector is available in the meeting room.
- If using a projector, make sure the projector works with your laptop.
Run the Session
- Announce that the session is beginning, take attendance and write down both who is present and who is absent.
- Introduce yourself and explain your role as Facilitator.
- Ask each Participant to introduce themselves and state their position.
- Prepare to take detailed notes on each step or get a volunteer to write them on the whiteboard/easel/projector.
- Have the group perform the steps in the Basic Methodology Outline, not moving on until everyone is ready. Do not push a direction and do not cut conversations short--let it all come out. Steps 2 through 4 usually take the most time.
- Write down To-Be ideas that come up during the As-Is discussion and save them for later.
- Make sure Roles and Responsibilities includes identification of the Process Owner and the metrics s/he will monitor to track the success of the new process.
- If not all the steps were covered, schedule another session that all participants can attend to finish all the steps.
- Make sure participants have clearly decided who will be performing the action items discussed in steps 7 and 8.
- Make sure all notes about each step from the whiteboard and/or projector are captured and sent to all participants.
Tips for Success
- Understand the BPR methodology before you begin.
- Don't stop the flow of stories and discoveries.
- Resist the urge to cut people off.
- Ask probing questions and take the team diving into details when more understanding is needed.
- Understand group dynamics and draw non-contributors into the process.
- Lead the team through the methodology, but do not direct them to one solution vs. another.
- Be flexible based on the pace of the team.
- Write down everything; it will save you time later.