• Line managers responsible for the processes and tasks that are in the project.
• Supporting managers and professionals who provide IT or other support to the line managers.
• Designated staff members with specific responsibility to measure and implement programs from the initiative.
• An executive or champion who can endorse, support or reject larger changes recommended by the team.
• Yourself as lead facilitator and at least one other person to document results and decisions.

Without the right decision makers in place, you will have assembled a large number of likely expensive staff but not have the “quorum” you need to make decisions about change. Take the time up front to double check that you have all of the members needed to achieve the desired results.  

Agenda
Creating an effective agenda is the foundation of a successful meeting. Ensuring that everyone understands the goals, roles, how the meeting will be run, and the expectations from their participation, all contribute to a failsafe approach. The example below should help you sculpt an agenda to best meet your goals.

1. Introduction (maximum of 15 minutes)
   • Workshop goals
   • Participants and roles
   • Expected results and follow on
2. Review of target processes for improvement (1 hr)
   • Documentation of variation from current analysis
   • Participant validation of current analysis
3. Business Process Improvement objectives/goals (30 minutes)
   • Capture of new objectives/goals and KPIs (Key Performance Indicators)
   • Prioritization and agreement of objectives/goals
4. Business Process Improvement ideas/brainstorming (30 minutes), for example:
   • Changing order/number of tasks
   • Automation of existing manual processes
   • Reducing number of resources required
   • Driving cost out of the process
   NOTE: Document each idea as it comes up and then determine whether they can be combined to achieve the group goals/objectives.
5. Facilitate how changes will be implemented and gain agreement (30 minutes)
   • Document key elements of the change (electronically or via white board)
   • Ask for and gain consensus that these will be results of the workshop and measured against KPIs
6. Summary and next stages (15 minutes)
   • Verbally confirm agreements and additional actions (ensure that these are documented)
   • Determine date when participants will review the IMPROVED business processes, individually and as a team
   • Make sure the Champion/Exec supports and agrees with the outcome from the workshop
   • Thank everyone for their valuable time and participation