1 of 2

Improvement Review Protocol

Time: Approximately 45-50 minutes

Roles: Presenters (whose work is being discussed by the group)

Facilitator (who keeps time, facilitates, and also participates)

Norms:

Hard on the content, soft on the people
Be kind, helpful and specific
Take space, make space, use the chat

Protocol:

Presentation (5-7 min.)

The presenters give an overview of their improvement work by presenting their aim and #1-5 of their Insect Diagram, concluding with a “shoe pinch” or dilemma for the group to consider. If the presenter has brought artifacts/data from their work, there is a pause here to examine them. Participants are silent and jot down clarifying and probing questions they would like to ask.

Clarifying Questions (5 min.)

Participants have an opportunity to ask the presenter “clarifying” questions. Clarifying questions have brief, factual answers and are intended to help the group better understand the question or context for the work. An example of a clarifying question is “How many people are in the network?”

Probing Questions (7 min.)

Participants ask the presenter “probing” questions. Probing questions help the presenter clarify or deepen his/her thinking about the issue. However, probing questions should not be “advice in disguise” such as “Have you considered…?” An example of a probing question is “What is your hunch about…?” or “What would success look like for you?” The facilitator should be sure to limit the questions to those that are “clarifying” and “probing,” judging which questions more properly belong in the discussion section.

Discussion (15 min.)

The presenter reframes the question if necessary and is then physically removed from the group (if virtual, presenters please turn off your camera). The group discusses the issue/question while the presenter is silent and takes notes. Participants should resist the urge to speak directly to the presenter and instead address each other. The facilitator may need to remind participants of the presenter's focusing questions by placing it again into the chat. It can be helpful to ask after 10 minutes, “How are we doing in addressing the presenter’s question?” and refocus the discussion.

Warm Feedback: Begin with warm feedback, such as “What strengths do we see in the work or the presenter’s thinking?”
Cool Feedback & Suggestions: Next, the group engages in a more critical analysis of the work/issue, using the presenter’s question to focus the discussion. Possible questions to explore:

What did we hear?
What didn’t we hear that we think might be relevant?
What questions does this work raise for us?
I wonder what would happen if…

2 of 2

Reflection (3 min.)

The presenter rejoins the group and reflects on what s/he heard and what s/he is now thinking, sharing with the group anything that resonated or any questions/next steps that emerged. Participants are silent.

Debrief (5 min.)

The facilitator leads a conversation about the group’s experience of the process. Resist the urge to turn the debrief back to a discussion of the improvement work. Questions posed to the group might include:

Was this a meaty question? Did we stick to it?
Was there a moment when the conversation made a turn for the better?
Was there any point where we went off track?
To what extent was this helpful to the presenter, and to us as participants also engaged in improvement work?
How did we do embodying our norms? Did we hear from a range of voices?

Closing the Loop (optional, 5 min.)

Participants have an opportunity to share one brief take-a-way from the discussion that will inform their own improvement work.

FACILITATION TIPS: Work with the presenter to frame a good question beforehand ~ Meet beforehand to discuss the work and craft a question that is open-ended and not easily solved. Make sure the question is visible during the entire conversation so participants can stay focused on it. If virtual, you can paste the question into the chat. Stick to the time for each section ~ Use a timer to keep track of time or ask a volunteer to help. If virtual, you may hold up a finger to signal one min. left to the presenter, and give the group time checks for each section. Keep the group focused on the protocol and the presenter’s question, redirecting the conversation when necessary ~ For example, if a probing question is asked during clarifying questions, gently ask the participant to write it down and wait until you have moved on to that point in the conversation. If someone offers advice in disguise during the question portions, remind them to hold advice for the discussion. Resist the urge to skip the debrief, and close the loop whenever possible ~ The debrief is a crucial way to deconstruct the conversation and improve the quality of our dialogue w/colleagues over time. Closing the loop gives people time to reflect and helps ensure that everyone takes something away from the process. BE COURAGEOUS & CONFIDENT ~ Strong facilitation is the key to having successful dialogue about our work and is appreciated by everyone in the group. If it helps to literally read the norms and each step to the group, by all means do so. Take full ownership of your important role as facilitator!