The success of team events or sessions can be more predictable when facilitators gather information from invited participants and stakeholders before planning the agenda, activities, and presentations. Knowing more about the current issues and expectations can greatly enhance your chances of ensuring the team faces what they need to focus on and deal with that in a constructive way.
The free resource I am sharing today (from googledrive) is a list of pre-session interview questions which could help you get a good foundation about the team: what is working, what could be better and how each of the interviewees sees the situations faced by the team.
Some important notes about pre-session interviews:
- If the team members do not know you (the facilitator) yet, be sure to introduce yourself to each interviewee and mention your role in the upcoming planned session. They may have additional questions about your background and experience in this area and why you are working on the planned session. Be prepared to summarize these points before you get into the interview.
- Make sure you can explain to what degree the responses will be confidential. You would typically want to share a summary of responses with the session attendees to help set the scene on the day and perhaps use that to initiate a discussion or lead into an activity to address something that was mentioned by several participants during the interview. Will you be word-smithing the responses to protect the identity of interviewees? Or will you share the raw data? You need to be transparent about that.
- Why are you asking? Be sure to explain how the answers and responses will be used to plan the session and help the team move forward and past any obstacles that may be holding them back.
- Let them know upfront that their questions about the session will be answered during their time with you (the interview).
- Will you interview individuals or groups of individuals that work in a specific department or functional group? Think this through carefully with regards to the advantages and disadvantages of this choice before you make that decision. I usually recommend that the number of session participants is no more than about 20 – 25 people and I prefer to know each individual’s responses before I finalize my planning for the session. This means I interview each person separately. But I can also imagine that the team/project culture and approach could make it useful to interview small sub-groups within the team.
- In person or online? I prefer to do the interviews in person to allow me the opportunity to ask follow-up questions on the spot. Sitting with someone and talking through the questions gives you the opportunity to also watch their reactions or pauses after each question. This can indicate whether some topics may be sensitive to the interviewee and again you could choose to ask more questions to better understand the issues at hand.
- The right number of questions. It is important that the interviews do not become exhausting. Accept that you will not be able to ask every single question that you may have for the planned participants before the session. Some questions are best worked out by the group at the session. Be very selective and critical – ask only questions which will help you prepare for the session. The interviews are not intended to replace the planned group/team session.
The questions in the resource range from understanding expectations to identifying possible issues that the team needs to address and includes some questions which may help with understanding possible risks that identified obstacles could pose to team success. Some of the questions are also specifically there to help a planned participant envisage himself or herself being a positive contributor to the success of the session.
I do not suggest that all of the questions would be relevant to every session that you would plan, as the facilitator. Instead, I suggest that you use the ones that make the most sense for the session you are working on and feel free to add additional questions as needed in order to improve your understanding in the relevant areas that the session needs to cover.
Finally, it is important to realize that just the fact that you are asking questions and providing interviewees an opportunity to discuss their thoughts and impressions is in itself already a change management intervention. You are setting the scene for the session and helping to shape participation before the session. This could greatly enhance group dynamics and ensure the success of the planned session.