Actual-Detailed-BEAT-Summit-Agenda-for-AICommons

GSK Consumer Healthcare US B.E.A.T SUMMIT Pride, Performance, Possibilities January 12-15, 2009 Las Vegas, Nevada Actual Detailed Facilitators Agenda DELFINO-1 • Bernard Mohr, Innovation Partners International • Lisa, Consumer Healthcare NA, DELFINO-2 • Caryn Vanstone, Ashridge Consulting • Evy, Consumer Healthcare NA HR LANDO-1 • James Ludema, Benedictine University • Gina, GSK IT Talent and OD LANDO-2 • Tim, GSK Corporate L&OD (UK) • Valerie, GSK Corporate L&OD PALAZZO- Main Ballroom • Tina , GSK Corporate L&OD • Adrian, GSK Corporate L&OD Sunday January 11 Time 12:30-4:00 Activity Lunch and final detailed walk through of agenda 4:00-7:00 Technical rehearsal: Neil and Dianne Profound Conversations, LLC boq1666233643.doc Facilitator/Notes • Review final draft and come with questions or concerns • Road-trip to Michaels to get dream material Page 10/20/2022 Monday January 12 Time 10:00-noon Activity Walk-through: Caryn, Dianne, Jim and Neil 1:55 – 2:00 2:00 – 2:15 Welcome and Context “Proud” video on screen Roger kicks things off by welcoming people and talking about the purpose of the meeting and the historic significance of this moment in the life of CH Then he gives an overview of the process, (Director’s meetings, his own team meeting, Andrew’s focus for GSK overall and talks about the role of the summit, and invites people to roll up their sleeves, immerse themselves in the process, and give their best energy and effort Finally he introduces and thanks the core team and logistics team and asks them to stand and finally introduces Neil 2:15 – 4:30 ACTIVITY Page Neil overviews the flow of the days, reviews workbook, then shares the one ground rule of all are fully functional adults No one will be shepherding them; times will be clear; all will self-manage He introduces facilitation team and graphic facilitators He gives a brief introduction to AI (Red Cape, Green Cape), talks about how the stories we share with one another this afternoon in the interviews will provide the basis for much of what we over the next three days, and then sets up the interviews (2:15-2:35) Then people their interviews (2:35-4:30) Introduction to AI 1.1 Interviews Facilitator/Notes Get dream materials into boxes for distribution into break-out rooms • People in assigned max-mix seating 5-foot round tables organized into sections using different color table cloths • Core team and logistics team stand up • Facilitators wearing colored bandanas and are standing near their assigned table areas • Facilitators let people go for 15 minutes or so and then wander around seeing if there are any questions Self-managed break 4:30 – 4:45 Neil then debriefs peoples’ experience of the interviews (Green Section) This Interview is important moment because it allows people to connect with the energy of debrief the whole and hear the experience of others in the room Finally, he previews tomorrow’s plan and let’s people know if they did not finish their interview they could so in the morning 4:45-5:15 Travel Time to move to other ball room 5:15 – 6:30 Drum Cafe 6:30 Dinner 9:00 Edit Video Dianne and Neil help edit video Profound Conversations, LLC boq1666233643.doc Page 10/20/2022 Tuesday January 13 Time 7:00 – 8:00 8:00 – 8:15 Re-connect 8:15 – 9:30 ACTIVITY Page 15 Discovering the Resources in Consumer Healthcare Activity Facilitation team breakfast Greg (LT member) invites participants to take five minutes to talk to the person next to them about their reflections from yesterday and hopes for today Then, he will ask people in yellow section about these reflections and hopes Dianne sets this up (8:15—8:25) Then people in their table groups introduce their partner by sharing highlights from question 1, and 11 on interview guide (8:25-9:10) Finally, we’ll hear from tables each in yellow and then red sections about who’s at their table, the experiences and skills they bring and their hopes for this session (9:10-9:30) Facilitator/Notes • People in same assigned maxmix seating • Wander your section making yourselves available in case there are questions about the task • Help people get to microphones to report out 9:30-11:15 ACTIVITY Page 16 Identifying CHUS Positive Core of Strengths: Finding Our Heartbeat Self-managed break Dianne sets this up (9:30-9:40) Then table groups identify CHUS’s positive core of strengths by sharing their partner’s stories and responses to interview questions 2, 3, 4, and In addition they write down their answers to the “essence” question (#7) on a colored note-card These are collected and given to the artists The group chooses one story they think best reflects the positive core and writes down the name on white card stock This person will be asked to record their story on video • Wander your section making 11:15 – 11:50 Positive Core Reports groups each in blue and orange areas share with the camera rolling; then camera roams capturing other flipcharts with music rolling, Close with reminder that these factors came from their own lived experiences of empowerment and alignment delivering incredible results They KNOW what it takes In the afternoon we will then dream about what CH will be like when these factors describe the business A brief talk in an interactive way with the group about the power of a positive guiding image of the future for organizational health and vitality Talk about “rooted” provocation One foot in the stories they shared and one in the future reaching for a dream That is these are not blue sky vision but images grounded in their own best experiences Use recipe analogy Split the group into GREEN stays in room, four groups travel to breakouts downstairs People are encouraged to sit with new people Lunch • Help people get to microphones 11:50-Noon Dream Set-Up Including travel to break out rooms Noon – 1:15 Profound Conversations, LLC boq1666233643.doc yourselves available in case there are questions about the task • Collect “essence” note cards and “story” cards • Bring the cards to the Neil at lunch break to report out • Review Cards and choose 14 Page 10/20/2022 • Artists capturing Essence Profound Conversations, LLC boq1666233643.doc Page 10/20/2022 Time 1:15-4:15 ACTIVITY and Page 19-22 Dream Activity Self-managed break Activity Group splits into two with a facilitator in each half of room (10 tables per half) Tables share answers to question and 9, holds conversation about what CHSA looks, sounds and feels like in 2011 when it is at its best Then each table uses the materials at hand to create a representation of that image— collage, mobile, skit, etc Every group shares their image with their half of the room (other 8-9 tables) Each1/2 room selects to share with the large group Process for selection: After all groups share, tell them that the group now needs to choose one image to represent all of their images back to the 800 Ask if there are any groups that feel their’s captures “all” of them Ask those that answered yes to have one person from their group stand up in the front of the area Ask everyone else to go stand behind the person whose image they feel best represents all of the images shared Go to the group with fewest people and say “I disband you” They must now go stand behind another person Continue doing this until everyone is standing in one group Ask the one group to go to the main stage when they return to the main room • • • • • • (FYI- this process is used in Nigeria to choose Village Elders—thanks Caryn) • 4:15 – 5:05 ACTIVITY Sharing the Dreams 5:05 – 5:08 Wrap-up Neil: Remind people of activity as they listen to these additional dreams All 10 groups share their dreams 6:30 9:00 Edit Video Dinner Dianne and Neil help edit video Facilitator/Notes Open seating in the breakouts and encourage people to sit with new people—people they not know Help people split into two groups as they enter the breakout room To the whole room, remind them that everything they need is in the workbook starting on page 19 And remind them that like cooking something with a complex recipe, it is better to read the entire recipe first before beginning Let the groups work through the workbook and tasks but be available for questions for clarity Lead them through the selection process; WATCH THE TIME: WE NEED EVERYONE BACK IN THE MAIN ROOM at 4:15- sitting with your “dream” table and in the same color section Make note of the “runner up” in case we have time to share more than 10 dreams Neil to wrap-up remarks and segue to Wednesday Remind people they can sit anywhere tomorrow and encourage them to sit with new people Profound Conversations, LLC boq1666233643.doc Page 10/20/2022 Wednesday January 14 Time 7:00 – 8:00 8:00 – 8:20 8:20 - 8:30 8:30 – 8:40 Intro to Design Activity Facilitation team breakfast Diana (LT member) invites participants to take five minutes to talk to the person next to them about their reflections from yesterday and hopes for today Then, she will ask people in green section about these reflections and hopes Andrew Witty video Jim introduces underlying principles of design and idea of prototyping Then he sets up the first design activity Split the group into GREEN stays in room, four groups travel to breakouts downstairs Greg (LT member) clarifies any boundaries/givens • • • 8:40- 9:00 9:00 -11:15 ACTIVITY Page 24 Design activity: Identifying and ranking priorities Self-managed break and transit to main room Facilitator/Notes Bonus/Reward Growth and Profit targets are a given No additions to headcount Groups travel to breakout rooms Identify Strategic Priorities Facilitator will remind participants that all instructions are in the workbook, page 24 They brainstorm priorities at their circles Each circle will then choose 3-5 they think are most important They will write each one neatly in large letters on a card Each circle chooses one members to go into center of room with their cards and throw them into the middle Rest of room moves chairs to form a large circle The 20 or so people in the center then cluster the cards- silently When clustered, each cluster is given a “title” card (again, a phrase or sentence, not one word) All the cards in that cluster are gathered together with title card on top Share the results of the clustering with the room Quickly write each priority on a separate flip chart page and place around the room Each person gets votes to identify the priorities they are most passionate about and think will have the most impact on creating the empowered culture we want (You may put all votes on one or split.) Select two people to report back to the 750 Facilitators and reporters write the results of the voting on one or two flipcharts making sure they capture ALL the topics and their tally Everyone else take a break Output: Two Flip Chart pages with priorities and tallies to be presented to the main room so we can see alignment and differences • Group of 150 at circles of with no tables • Answer any questions of clarity • Ensure they write each priority • • • • • • Profound Conversations, LLC boq1666233643.doc neatly and in large letters on the cards provided Encourage them to use phrases rather than single words After they have their 6-8 on cards, help group form into large circle with person/circle in the middle Remind them of silent clustering During clustering, encourage them to keep “outliers” separate rather than force them into clusters These may be the source of breakthrough Manage the voting process (dots or markers) Manage the selecting reporters piece Help reporters capture all the priorities and their tallies on two pieces of flipchart Page 10/20/2022 Time 11:15– Noon Large group review Activity Jim leads the presentations of the priorities and guides a very short discussion of what emerged Time for conversation at table to let people talk about what they want to work on Noon Announcements and plans for afternoon free time Noon-1:45 Facilitation team meets with leadership team to discuss design priorities that are emerging and revise plan for Thursday • Quick Review: o What are you pleased with what is going well? o What are your hopes for tomorrow? • Reflect on Design Priority Themes • Do we need anything more on boundaries? • Champions for each cluster/theme? • Plan going forward? • Core team • Sponsor activity • Leadership Team 2:00-5:00 Review all the themes and ideas (blue cards) and cluster them into groups (8 themes identified) We noted how many people voted for the ideas in each theme and assigned themes to breakout rooms for the following day themes got put into one room based on having the fewest number of votes (by far) (See bottom of agenda for themes.) Profound Conversations, LLC boq1666233643.doc Facilitator/Notes • Hold the flip charts while reporter presents from stage • Type up single sheet showing the themes and their assigned breakout room and get copied so each person has one the next morning Page 10/20/2022 Thursday January 15 Time 7:00 – 8:00 8:00 – 8:10 Re-connect: 8:10-8:30 8:30 – 9:15 Design Refresher 9:15 – 9:30 Travel to break outs 9:30 – 12:30 Rapid Prototyping on Priorities Self-managed break 9:30 – 10:15 Settling groups 10:15-12:30 Activity & Page 26-28 12:30 –1:30 Activity Facilitation team breakfast Bill (LT member) gives his personal reflections on the meeting Roger introduces John (CH Global Leader) via video link who then speaks and takes questions Jim: Design Set-Up Diane reviews the clustering activity we did yesterday Jim invites people to think about which theme they have some passion for and tells them that the next activity will be to go to that room and volunteer to lead discussions about specific projects that support that theme He then shows the IDEO Video: This is an entertaining video about the world’s leading design firm, IDEO, and the process they use to design new products and services for their clients (e.g the first ever “mouse” for Apple computers, fat-handled tooth brushes, stackable high-quality office chairs on wheels, and thousands of other products) This video (20 minutes) sets the stage for the next set of activities (NOTE: Sure enough, more people selected to work on the themes we had assigned to the smallest room than we had space for After going through the process described below, we shifted project teams to other rooms.) As in Open Space, have people come to the front of the room and “sell” their prototype idea to the room After all ideas have been heard, people self-select the project they want to work on Get people settled into groups no larger than 10 Given the ideal state they envision for their item, teams brainstorm as many ideas as possible related to their topic—ideas that will move it in the direction of the future they want The key question is, “Assuming anything imaginable was possible, how might we…?” Teams move right into Activity Teams take the 3-5 most promising ideas from their brainstorm and design a “prototype” (program, initiative, strategic direction) around the topic they have chosen Last activity is to fill in template poster During lunch they are to post their templates or flipcharts in the proper position back in the main ball-room Lunch: Leadership team and facilitation team meet to prepare for fishbowl Profound Conversations, LLC boq1666233643.doc Facilitator/Notes • Open seating • Large Group • Split into self-selected groups • Answer questions for clarity • Help people get settled into new self-selected groups You may have to help split large groups into fewer than 10 (Multiple groups working same topic.) • Have each group lean their poster against the wall • Give directions for lunch • Remind them to come back here after lunch! Note: Main room reconfigured into concentric pentagons with fishbowl in the middle Around the perimeter we have set up chairs for groups to lean their poster board templates against Page 10/20/2022 Time 1:30 – 2:30 Activity Page 29 Review and Refine the Prototypes: Migrating Marketplace: 2:30 – 3:40 Leadership Team Fishbowl 3:40 – 4:05 4:05 – 4:15 ACTIVITY 10 Page 30 Simple Commitments 4:15-4:30 Closing 6:00 8:00 Activity Jim sets this up Everyone migrates around the room reviewing the prototypes They add their comments (love, questions, suggestions) using the small sticky pads for people to write comments.) Facilitator/Notes Caryn: Briefs room on fishbowl Sits with LT and guides conversation focused on what they are excited about, what possibilities they see, etc Break Neil: Quick review of what they have accomplished and then simple commitments In their seats, write down their one on the large sticky note provided, sign it, share with the 3-4 people closest to you and hand the sticky in as you leave the room Neil asks 6-8 people to share • Gather all the commitment cards at close of meeting Greg closing comments about what we have done these past three days Reception/Dinner Show Profound Conversations, LLC boq1666233643.doc Page 10/20/2022 Strategic Design Element Themes PEOPLE PROCESSES – Recognition – Training and development – Recruitment – Education expertise RISK, ACCOUNTABILITY, AUTHORITY, DELEGATION AND TRUST – “Give me the checkbook and get out of the way!” – Take more risks – Trust and respect – Challenge compliance culture TECHNOLOGY, SYSTEMS, PHYSICAL WORKING SPACES – Knowledge management SUSTAINABILITY OF “THE BEAT” AFTER LAS VEGAS – Core team activity – Communications – Maintaining momentum STRATEGY, STRUCTURE, GOALS, ROLES & OBJECTIVES – Org Structure – Clarity of Goals – Streamlining Procedures – Resourcing – Vision Quest COLLABORATION AND COMMUNICATION – Breaking down silos – Communicating strategy – Cross-functionality FUN & GREAT PLACE to WORK – Play, passion, care, compassion, socializing, family, enjoyment EXTERNAL FOCUS – Customer orientation – “Green” – GSK in society and planet Profound Conversations, LLC boq1666233643.doc Page 10 10/20/2022