A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey &...

46
kr14 A Toolkit for Facilitators and Managers

Transcript of A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey &...

Page 1: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

kr14

A Toolkit for Facilitators

and Managers

Page 2: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

2 kr14

Content of this toolkit

Chapter 1: Introduction

• What is ‘The Learning Team’?

• What is workplace learning?

• Background to ‘The Learning Team’

Chapter 2: Facilitating ‘The Learning Team’

• Step by step guide

• Creating the foundation for team learning

• Identifying pressure points and goals

• Brainstorming workplace learning opportunities

• Making it real, making it happen

Chapter 3: Useful additional information

• Design choices

• Roles in the approach

• Annexes: Resources including a blank Learning Plan, FAQs, Contact us

Page 3: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

3 kr14

A brief introduction to The Learning Team and workplace learning,

plus the background to how we developed The Learning Team.

Page 4: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

4 kr14

What is

The Learning Team is:

• A structured, tried and tested method of team learning, helping teams overcome

business challenges and learning to work more effectively together, sharing

expertise and using learning to achieve business benefits.

• An engaging approach to help teams identify some of the biggest barriers to

delivering their work more effectively, to identify creative ways to learn how to

overcome those challenges in collaboration with their colleagues and to plan

and utilise workplace learning (as well as other forms of learning).

• It is not, however, the solution to every challenge a team faces or the only way

to learn.

Why did we develop it?

• To offer a practical solution to meeting expectations in the Civil Service

Reform Plan

• To help civil servants discover new ways to learn rather than relying solely on

face to face training

• To bring workplace learning to life and make it ‘real’

Page 5: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

5 kr14

Workplace learning is:

• Any learning you do in your normal workplace. This includes informal learning you do as part of your job and other activities you may have to set aside time for such as reading or job shadowing. It is probably something you do already.

• For everyone, whatever your role or level of experience

• Sometimes combined or ‘blended’ with more formal learning, like courses, to help you continuously build your skills and apply them in your day-to-day work

• Self-directed – you access the learning you need, when you need it

• Manager supported – your manager should guide you and help you take stock of your progress.

Good learning models use the 70:20:10 principle:

What is workplace learning?

(on the job, special projects, most

modern e-learning, research, reading,

experimentation and reflective practice)

(observation, feedback, mentoring,

coaching and peer support activities)

(formal training, courses and

organised events)

Self managed

Through others

Classroom

Page 6: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

6 kr14

Background to The Learning Team

How did we develop The Learning Team approach?

• Two pilots:

• Department for Business, Innovation and Skills

- three teams over 12 months

• Ministry of Justice - four teams over six weeks

• We regularly checked in with the teams to evaluate how it

was going. We found:

• The teams piloting ‘The Learning Team’ experienced

significant positive impact on their daily work and their

general team cohesiveness

• Some elements of the process worked better than

others, so we took the bits that worked and streamlined

the approach.

For the first time in years we

are doing an L&D experience

that is engaging!

Bev Thomas, BIS

Page 7: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

7 kr14

A step by step guide on how to facilitate The Learning Team

approach, with lots of tips on how to do each step

Page 8: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

8 kr14

Creating the foundation for team learning

Introducing key concepts to the team:

• Workplace learning

• Real business benefit (not ‘nice to have’)

• Kolb’s learning cycle, Honey & Mumford’s learning preferences, workplace learning styles

• The Learning Team approach

Where does it hurt?

• What are the daily challenges for the team? Create a long list

• Prioritising - what are the two things that would particularly help the team do their work to a higher standard/ lower cost/ faster?

• If the team tackled those two things what would be different? How would the team know things were better?

What can we do?

• What are the different things (learning activities of all kinds) the team can do together to tackle their two challenges?

• Help team ensure all learning stages/ preferences are represented

How shall we do it?

• Plan the order and approximate timings of activities

• Teams using the approach over a longer period of time, 4-12 months, get a significantly stronger return on investment

• Individuals from team take charge of activities

• Ensure commitments are clear

• Agree check points

• Capture as list or learning journey (write down)

Identifying pressure points and goals

Brainstorming learning opportunities

Making it real, making it happen

‘The Learning Team’ is a straightforward process of four steps – all four can be covered in

one session. The process works best supported by an experienced facilitator. A team of up

to 12 people will probably need 1.5-2 hours.

Step by step guide:

Senior management commitment and support all along is crucial

Page 9: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

9 kr14

Creating the foundation for team learning

Introducing key concepts to the team:

• Workplace learning

• Real business benefit (not ‘nice to have’)

• Kolb’s learning cycle, Honey & Mumford’s learning preferences, workplace learning styles

• The Learning Team approach

Where does it hurt?

• What are the daily challenges for the team? Create a long list

• Prioritising - what are the two things that would particularly help the team do their work to a higher standard/ lower cost/ faster?

• If the team tackled those two things what would be different? How would the team know things were better?

What can we do?

• What are the different things (learning activities of all kinds) the team can do together to tackle their two challenges?

• Help team ensure all learning stages/ preferences are represented

How shall we do it?

• Plan the order and approximate timings of activities

• Teams using the approach over a longer period of time, 4-12 months, get a significantly stronger return on investment

• Individuals from team take charge of activities

• Ensure commitments are clear

• Agree check points

• Capture as list or learning journey (write down)

Identifying pressure points and goals

Brainstorming learning opportunities

Making it real, making it happen

‘The Learning Team’ is a straightforward process of four steps – all four can be covered in

one session. The process works best supported by an experienced facilitator. A team of up

to 12 people will probably need 1.5-2 hours.

Senior management commitment and support all along is crucial

Step by step guide: Timing

30mins 40mins 25mins 25mins

1.5 hrs is realistic if you already know

the team well. Two hours allows everyone

space and time to contribute.

Page 10: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

10 kr14

What do you need to get started?

A willing team!

Commitment to have a go and put some time and effort into learning

activities, even if you are busy

A basic understanding of the approach and key elements –

What is going to happen?

What do we have to do?

What are the different types of learning?

Creativity and sharing – A desire to find

different ways of learning and a willingness

to share what you already know

A few materials such as flip chart / A3 paper,

pens, post-it notes, sticky dots (optional),

learning plan template

Page 11: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

11 kr14

The team will need to understand:

Workplace learning :

What is workplace

Learning: The

70:20:10 model

1 Real business benefit

(not ‘nice to have’):

Learning as a means to do daily

work better - faster, cheaper, or

to a higher standard

2

Kolb’s learning cycle, Honey & Mumford’s learning

preferences, Workplace learning styles

What would be different if you tackled those? How

would you know things were better?

3

‘The Learning Team’:

The Learning Team is a straightforward four

step process to help teams be better at learning

and getting the benefits of learning.

4

Step 1: Creating the foundation for team learning

Page 12: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

12 kr14

The team will need to understand: what workplace

learning is and different activities they can do

Step 1: Creating the foundation for team learning

Top tips: Teams / Facilitator:

• If either the facilitator or the team do not know

much about workplace learning, spend some

time looking at information about workplace

learning before starting the process – this will

help you come up with ideas for learning in

the workshop

• See description of workplace learning on slide 5

and look at the CSL portal for things like ‘The 39

Steps’ flyer

You can find more on

the CSL portal about

workplace learning:

There are also a wealth of

online guides and materials

available on the portal

Workplace learning :

What is workplace

Learning: The

70:20:10 model

1

Page 13: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

13 kr14

Step 1: Creating the foundation for team learning

Top tips: Facilitator

• Here are a few quotes from the pilots we ran which

you might want to share with the teams to help

them understand the business benefits

I now think more broadly about

policy and about making

connections. I’m better informed

and more pro-active. I feel more on

the front foot, I feel more confident

because I understand better the

whole context I’m working in and

how my bit fits into that.

Kath Jakubiak, BIS

We were a well functioning team but it’s taken us to the

next level.

We are more knowledgeable… we do better briefings…

we can respond faster… it has given us added value

Richard Price, BIS

Real business benefit

(not ‘nice to have’):

Learning as a means to do daily

work better - faster, cheaper, or

to a higher standard

2

The team will need to understand:

How learning links to real business benefits

Page 14: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

14 kr14

Kolb’s learning cycle, Honey & Mumford’s

learning preferences, Workplace learning styles

What would be different if you tackled those?

How would you know things were better?

3

Step 1: Creating the foundation for team learning

Top tips: Teams / facilitator:

• Be familiar with how people learn, and in the

session brief people on the different ways of

learning, to help them be creative

• Try not to make it too theory based; a simple

understanding of how to learn in different ways is

all that is needed

I now think more broadly about

policy and about making

connections. I’m better informed

and more pro-active. I feel more on

the front foot, I feel more confident

because I understand better the

whole context I’m working in and

how my bit fits into that.

Kath Jakubiak, BIS

Keeping the theory light - this is an

example from CSL’s Achieve Your

Potential guide

The team will need to understand: Different types of

learning preferences and the learning cycle so they

can make the most from their learning

You can find more on the

CSL portal about

different learning styles,

the learning cycle etc

Page 15: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

15 kr14

‘The Learning Team’:

The Learning Team is a straightforward four

step process to help teams be better at learning

and getting the benefits of learning.

4

Step 1: Creating the foundation for team learning

Top tips: Facilitator:

• Talk to the manager beforehand and make sure they

understand the process and their role in supporting it

e.g. supporting learning, encouraging the team to

identify priorities and learning activities

Step by step guide:

‘The Learning Team’ Top tips: Teams / Facilitator

• Use the roles section in Chapter 3 of this toolkit to

help team members and managers understand their

role in this process and how they need to contribute’

The team will need to understand:

The Learning Team approach and what to

expect during the process

Page 16: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

16 kr14

Step 2: Identifying pressure points and goals

Create a long list:

‘What are your daily

challenges?’

‘How can we make your

work easier?’

1

Prioritise:

what are the two (max three)

things that would help the team

do their work to a higher standard/

lower cost/faster?

2

For the selected priorities, identify the

learning goals.

What would be different if you

tackled those?

How would you know things were better?

3

Page 17: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

17 kr14

Step 2: Identifying pressure points and goals

Top tips: Teams / Facilitator:

• Explore what challenges really mean e.g.

Is ‘project management’ really about

managing projects or better organisation?

• Is being ‘more confident’ really about

being able to say no and being more in

control of your work, or is it about dealing

with stakeholders / doing presentations?

It’s important to keep the conversation real and grounded

in the team’s work. Possibly get them to think about

big projects in the next year and whether they have skills

to do it.

It’s about things that matter to the team, not just lists of

competencies or L&D products

Top tips: Teams / Facilitator:

• If the team is struggling to identify their

real challenges, try using questions like:

‘What is the one thing that would really

help at work?

What two things do you really struggle

with at work?

What would save you a lot of time /

effort / hassle if

you could do it better at work?

What gives you real grief at work?

What makes you wish you didn’t have

to go to work?’

Create a long list:

‘What are your daily

challenges?’

‘How can we make your

work easier?’

1 Team

Activity

Small Group

Activity

Top tips: Facilitator:

• You can do this by getting people to

shout out issues or in small groups

writing them on post-it notes then

grouping issues on a board.

Page 18: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

18 kr14

Step 2: Identifying pressure points and goals

Team

Activity

Prioritise:

what are the two (max three)

things that would help the team

do their work to a higher standard/

lower cost/faster?

2

Top tips: Facilitator

• Why not try using sticky

dots – give everyone three

sticky dots and let them put

them next to the ones they

want to tackle –

it’s a nice visual way of

choosing and everyone

feels they have had a say

Top tips: Teams:

• Try to stick to a maximum

of four

• The team can always do

more later, but experience

suggests three is enough to

put effort into initially

Choose between two to four things from the list that

the team want to put effort into addressing or which

they think are their most pressing challenges / will

make the most difference to their work

You can do this by everyone voting

Prioritise:

what are the two (max three)

things that would help the team

do their work to a higher standard/

lower cost/faster?

2

Page 19: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

19 kr14

Step 2: Identifying pressure points and goals

Team

Activity

Top tips: Teams

• This is really important

• Make sure you invest

sufficient time in this activity

so everyone knows what you

are working towards and has

a shared understanding

• If people are saying things at

odds with each other, make

sure you probe until it is

clear what the challenge

really is, otherwise it will be

hard to identify appropriate

learning activities.

Take each priority and talk through what it will be

like in 6-12 months time if things have changed/got

better. What will we be able to do then? How will

we work differently?

For the selected priorities, identify the learning goals. What would be different if you tackled those? How would you know things were better?

3

Ideally you want to be able to identify measures too,

so you can see if it has had an impact

Feedback

People

Survey

results

Performance

indicators

A concrete measure won’t be possible on everything!

Example measures:

Page 20: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

20 kr14

Step 3: Brainstorming learning opportunities

Create a list of learning

opportunities which

could be used to address

each challenge

1

Ensure a good mix of

learning styles and

opportunities to use as

a team

2

Select the best

opportunities which

the team is prepared

to undertake

3

Page 21: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

21 kr14

Small Group

Activity

Step 3: Brainstorming learning opportunities

Top tips: Teams/Facilitators

• Divide team into small groups.

Ask them to take one challenge

each and come up with ideas

about how they, as a team, could

address it – using workplace

learning, more formal learning or

a combination

• Use post-it notes and let people

write down as many ideas as

they can

Think what you have to offer:

• Do you have some knowledge / have you been

on training that you could share with the team?

• Do you know anyone who could come and talk

to the team?

• What are you prepared to do?

What is available on CSL?

If you don’t know, or don’t have access to the CSL

portal, make it an action to find out more and

share it with the team.

Do some

e-learning

Run a

workshop Talk to a

professional

Read an

article

Be as creative as possible!

No idea is silly at this stage!

Create a list of learning

opportunities which

could be used to address

each challenge

1

Shadow

someone

Search the

internet

Visit

another

team Mystery

shopping

Organise

a quiz

Page 22: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

22 kr14

Ensure a good mix of

learning styles and

opportunities to use as

a team

2 Small Group

Activity

Step 3: Brainstorming learning opportunities

Top tips: Facilitator:

• One way to generate ideas is

to let the groups move around

and look at each other’s ideas

and then add to them

• Assess their list to make sure

they have something for every

learning style. If not, challenge

them to think more broadly

It is easy to just come up with the obvious

things or formal learning options.

Challenge team members to think about

the different opportunities they get to learn

in their jobs or to share their learning. What

else could they do?

Build in plenty of opportunities for the team

to come together to reflect and discuss -

that is where the team learning will occur.

Concrete experience Knowledge,

theories, ideas Observe, make sense Experiment

Page 23: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

23 kr14

Select the best

opportunities which

the team is prepared

to undertake

3 Team

Activity

Step 3: Brainstorming learning opportunities

Top tips: Teams

• It is best to complete this stage

as a whole team

• Start to group ideas and discuss

as a team. Do you want to do

this? Who would do it? How easy

would it be to organise?

• Don’t get into detailed planning,

but the team has to want to have

a go and think it is something

they could realistically take on

• Encourage each other to try

some of the slightly more creative

/ challenging ones as they may

be more rewarding.

• Do this for each challenge.

• Select as many opportunities as the

team thinks is realistic in the time

given - what is realistic in six weeks

might be different to what is realistic

in six months.

Once you have a long list of ideas, it is

time to select the ones the team wants to

have a go at.

Page 24: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

24 kr14

Step 4: Making it real, making it happen

Plan the order of the team’s

learning activities

1

Make sure everyone

takes responsibility

for something and

knows what they have

committed to

2

Agree review points

and next steps

3 Create the Team

Learning Plan

4

Page 25: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

25 kr14

Plan the order of the team’s

learning activities

1 Team

Activity

Step 4: Making it real, making it happen

• It is important that everyone is involved so it

is good, ideally, to get everyone to take

responsibility for a learning activity

• If there are not enough actions for everyone

to lead, or people want to do the same

things, that’s fine. They can do them together

and talk about what they have learnt.

When deciding on timings think about

things like:

Are any of the activities time-bound?

Are any reliant on other things happening first?

Who wants to do the activity and when will

they have time to do it?

How long will it take realistically to set it up?

Make sure everyone

takes responsibility

for something and

knows what they have

committed to

2

Top tips: Team

• Ideally allow 6-12 months for the

Team Learning Plan

Teams don’t have to stick to the times they

allocate, but it is good to make a plan with

timescales so they can monitor progress.

Page 26: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

26 kr14

Agree review points and

next steps

3 Team

Activity

Step 4: Making it real, making it happen

Next steps:

• Who is doing what?

• Who is creating the Team Learning Plan?

Top tips: Teams

• It is good to build in regular

reviews e.g. plan to discuss it

once a month at team

meetings.

• It is worth having at least one

person responsible for

checking on progress either

against the whole learning plan

or specific strands.

Do a Health Check:

• Will this help us achieve the goals we set

out in Step 2?

• Have we taken on too much?

• Will we find this exciting?

Page 27: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

27 kr14

Create the Team

Learning Plan

4 Team

Activity

Step 4: Making it real, making it happen

Having a visual learning plan is really

important. It reminds people what they

have committed to and gives the team

something against which they can easily

check progress.

Decide who is going to write up the Team

Learning Plan

Here’s an example:

Page 28: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

28 kr14

Page 29: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

29 kr14

Learning journey template

Chose the time measure that

makes sense (print on A3

and if necessary create

two half-year ones)

The learning priorities

the team has chosen

This key is a handy reminder of the different

modes of learning – it uses Kolb’s learning model

For each priority:

what tells the

team you have

tackled the

problem/

mastered the

challenge?

What does

success look and

feel like? What

will be different?

The content – that’s what

the team creates!

Top tips:

• There is a blank

version of the

template available

on CSL’s website

Page 30: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

30 kr14

Maintaining the momentum

How do we keep it going?

Regularly check in on progress against the Team Learning Plan and

revive it if needed

Discuss learning in team meetings

Identify someone in the team to lead / champion it

Role model commitment to it at the top

e.g. Managers taking part in learning activities

and sharing their own learning

Use the positive impact from initial activities to

encourage you to try more activities

Focus on real business issues i.e. things the team

really want to address.

Page 31: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

31 kr14

Useful information to understand before facilitating The Learning Team approach Including: Design choices | Roles in the approach | Resources including a blank template

FAQs | Contacting us

Page 32: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

32 kr14

Teams (rather than individuals): We are targeting teams because many civil

servants do their work in teams - we have found this creates an energy for learning

which is not as great when individuals do it on their own.

Focus on the ‘real’ work:

We want to focus on learning as a means to help us

do our daily work better - the best place to start is

where people will put energy.

Eventually you can do it on things like corporate priorities,

but it is best to start on the things that really matter to the team members.

Design choices

Page 33: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

33 kr14

Design choices

Facilitation: The process can be done by committed

managers, but using a facilitator initially can help a space

to be created where:

• everyone feels safe talking about things

they don’t do so well at at the moment, or things

they wish they could do better

• there is room for a genuine conversation about

what would help the team’s work the most

It’s not a race. This is not a process that teams

should rush through – lasting change takes time to

create and embed. The team will get much more

out of 12 months than 12 weeks. Minimum of four

or five months, preferably eight to a year.

Page 34: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

34 kr14

Roles in the approach

Five different roles:

Team member - taking part in the process and taking responsibility for

learning, leading on an action, maybe offering to facilitate next time.

Team manager – role modelling the importance of learning, encouraging

the team, supporting the approach, possibly facilitating it

Facilitator (optional) - useful initially to facilitate the workshop, encourage

participation, and ensure the team develops a Team Learning Plan

HR / L&D teams – Support and promote the approach, identify teams,

source facilitators, check on progress, evaluate and gather case studies

CSL provides training for facilitators and L&D teams on the approach,

maintains the toolkit, answers queries, and evaluates the approach to see

how it can be improved.

5

4

3

2

1

Page 35: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

35 kr14

Roles in the approach:

It is important you don’t feel like this is being ‘done to you’.

You have a role in:

• Contributing your ideas

► E.g. priorities the team should address, ideas on

learning, and ways which could help address challenges

• Taking responsibility for learning

► E.g. putting your name down for at least one learning activity and sharing what

you have learnt with the team

• Sharing your knowledge

► E.g. if you are knowledgeable / skilled at something,

share that with others in your team

• Speaking up if something is not working and finding

an alternative - it won’t get better if you don’t do anything about it!

1 Team member

Page 36: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

36 kr14

Roles in the approach:

• You may also want to offer to lead or coordinate an area

► E.g. make sure everyone is on track and activities happen – this can

be a good opportunity to get to know your colleagues better or to take

more responsibility in your team

• Or you may want to facilitate the approach –

You just need buy-in from your manager and team –

see the facilitator section

• The more you put in, the more you will get out!

1 Team member

Page 37: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

37 kr14

Roles in the approach:

As the manager you are vital to the success of the approach.

You have a role in:

• Role modelling the importance of learning and making time for learning

► E.g. Support all learning activities, even if you or the team are really busy -

investment in learning now will pay off in time savings and efficiencies later.

Undertake learning yourself and share what you learnt. If you are visibly

engaged in learning and the Learning Team approach, your team will be too.

• Letting your team decide

► E.g. let your team identify the issues they want to address - it is better if they

decide what will make the most difference, even if it is tempting to tell them

what you think. If they are struggling to identify things, or are identifying non-

work-related ideas, you might want to offer suggestions.

2 Team manager

Page 38: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

38 kr14

Ensure everyone takes part and avoid taking the lead

• The Learning Team approach works best when everyone

feels part of it and comes together as a team. Try and

engage everyone and find something for everyone to do.

Let others take the lead and not necessarily the most

senior team members.

Help your team apply their learning

• E.g. help team members find opportunities to consolidate

and apply their learning. Are there projects, meetings,

visits, presentations etc. they can get involved in to test out

or implement their learning and then reflect on the

experience?

Roles in the approach:

I have learnt that all levels

can lead ... I learnt that it

was important to commit

myself publically – it made

me do more

Mark Franks, BIS

2 Team manager

Page 39: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

39 kr14

Roles in the approach:

Maintain momentum

• E.g. keep checking on progress. Check everyone is

happy with how it is going. Build in time in team

meetings to talk about priorities - what have you

learnt and what more still needs to be done?

You may want an external facilitator to help you initially

(see facilitator section), or you or one of your team members

might want to facilitate the approach.

• If you facilitate it yourself, remember to create a safe space, don’t use the

usual hierarchical structures in the team (if they exist) and make sure you

get everyone involved!

2 Team manager

Page 40: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

40 kr14

Roles in the approach: Facilitator

As a facilitator of The Learning Team, you have an important role in

getting things started:

• Creating the foundation for the approach

► E.g. Having a pre-meeting with the manager (and potentially

the team) to explain the process, their role and what to expect.

• Facilitating the initial workshop and creating a safe space to share

ideas and discuss areas people are uncertain about

► E.g. sometimes admitting you need development can be

difficult, particularly in front of colleagues. Help people feel

comfortable with the process; it is not about identifying

people who are not very good, it is about helping all to be better.

• Getting everyone involved

► E.g. there are always people who do not want to contribute

as much. Encourage everyone to get involved

but allow people to contribute where their skills are best used.

3 Facilitator

Page 41: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

41 kr14

Roles in the approach:

• Helping the team create their Learning Plan

► By the end of the workshop the team should have

created their Team Learning Plan, including identified people

to undertake the learning activities, set timescales and

check points on progress, and gained commitment to the plan.

Help them be realistic about what they can achieve and ensuring

it is relevant to their work. Make sure someone writes it up.

• Checking in on progress

► You may take on this role. If you do, check in regularly with the team and see

how they are getting on. This should help reinvigorate enthusiasm and help

them see the benefits for the team.

• Sharing successes

► Ideally you should evaluate how it is working and share

good case studies with the HR / L&D team, and CSL, so

they can improve the approach or offer more support.

3 Facilitator

Page 42: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

42 kr14

Roles in the approach:

HR / L&D teams have a coordinating role:

• Identifying how the approach will work in your organisation

► E.g. what sort of teams could do it, do you want to use facilitators and if so,

where you would find them.

• Communicating and promoting the approach

► E.g. tell your department about The Learning Team and

the benefits. Help those who volunteer / are chosen to

engage with it and understand the value of it.

• Coordinating those taking part

► E.g. find suitable teams, plan timescales, arrange initial meetings and

organise training for facilitators.

• Evaluating and sharing findings

► E.g. check in with teams, evaluate approach and gather case studies, share

findings with CSL so we can all develop, improve and promote the approach.

4 HR / L&D

Page 43: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

43 kr14

Roles in the approach:

CSL is there to support you with this approach. They can:

• Provide materials and resources to help you understand the approach

► E.g. this toolkit, other resources on the CSL website

• Provide training to facilitators or HR / L&D teams

► CSL have trained L&D people, HRBPs and facilitators. They have

ensured you have access to Capita facilitators and trainers.

To support managers, CSL has developed a new programme

called ‘Manager as a Developer of Others’

• Answer queries about the approach and collect case studies

► CSL are happy to answer queries and would love to hear how it is going

and whether you can offer case studies we can share.

5 CSL

Page 45: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

45 kr14

Annex 2: Frequently asked questions

• Is this coaching? Facilitators working with teams can certainly use a coaching

style, so there is an aspect of ‘team coaching’. But taken as a whole it is much

more than that.

• Should teams select at least one learning target from the Capability Plan

priorities? That is for the team to decide. Only they know what will help them the

most. They should certainly consider the broader context and you can

encourage the manager to discuss this with their team beforehand.

• Is this new? No and yes. The Learning Team combines known elements into a

new concept that helps teams tackle the challenges of their day job, take

responsibility for their own performance, and to do this creatively and at low-cost.

• Is this for struggling teams? It is for all teams, high-performing or steady, new or

long-established, regardless of work area, location or profession. The process

can help any team that wants to find ways to do their work better, and is ready to

work together to do so.

Page 46: A Toolkit for Facilitators and Managers - Civil Service Learning · 2019-12-10 · Honey & Mumford’s learning preferences, ... learning plan template . kr14 11 ... Workplace learning

46 kr14

Annex 3: Contact us

Find out more about CSL’s

and how to use it please contact:

[email protected]

If you want help training internal facilitators or buying in a facilitator,

there is more information available on the CSL portal.