Designing for belonging - a Facilitator's Mindset

 Shamir Joseph and Shaleel Nalakath . Wonderful. First, they told their own stories . Courageous to be vulnerable . They told their own stories of belonging and othering . More tomorrow . 

My table mates were, yesterday flow game's Ashish Sehgal , Divya , South African Avica and others . We told stories of othering and belonging . 

Conf Day 1. 01 Dec 2023 . " Generative AI as your Faciliative co pilot " by Mrunal Lamge & Subbu

 GENERATIVE AI by Mrunal Lamge and Subbu. 

This turned out to be an extremely exciting session. In my table were Nasreen Khan, the Russian , some other guy . Nasreen, Russian had laptops . Facilitators wanted at least one laptop in each table so that, they can type in ' prompts ' into their laptops, using mobile internet. All of them did. Even Madhujit Singh brought her laptop. Had I taken my laptop instead of fast scribbling into my notebook, I would have taken a lot of notes , a lot more notes, from the 6 sessions I attended. A small regret . Nevertheless. 

Madhujit Singh chose this session . So did Larry alias Lawrence Philbrook. It was great . They asked us to use Google Bard and Chat GPT as well. I taught Nasreen, the prompts and the regenerate . 

I need to work on these prompts. Deepak Verma was also there. He said he uses chat GPT to decide the title of his programs for his clients, namely, Microsoft and Oracle. Like ' give me 10 different titles to this program " and he uses a combination . 

The discussion revolved around - human element in using AI and the ethical aspect of it as well. 

Pitfalls of over dependance on AI were also discussed. 

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FOR DOCUMENTING . 

" GENERATIVE AI as your facilitative Copilot " by Mrunaal Lamge & Subbu .01 Dec 2023. Hyderabad .  Hotel. 

Suggestion : Before you launch this session in your hub, please ask all registered participants to come with their laptops to the workshop . They need to connect with their Wi Fi hotspot to input some prompts into Generative AI . 

They can do so from mobiles also but a laptop would be more effective. This , we learned from experience  on 01 Dec 2023 at Hyderabad IAF Asia Conference. 

Started with introduction .  Ways of working explained. Also the session plan clearly drawn out. Explained by facilitators. 

Ways of working was explained by Mrunaal and Subbu and they asked us if we want to add anything. 

Session plan was clearly explained. 

BEGINNING , DISCUSSION ROUND 1 : 

At that time, around 01 Dec 2023, Google Gemini as now it's called, was called ' Google Bard' and MS Copilot was called ' Bing Chat ' . 

So, our facilitators asked us about what we already know about Generative AI and Large Language Models like Chat GPT and asked us if we have used it and to what extent. 

Asked us how many of us used MS Copilot ( Bing Chat at that time ), Chat GPT & Google Gemini ( Bard at that time ) at least once and what was our experience like and for what purpose and what would be our advice to the new users of Large Language Models. 

We all chipped in with our responses. 

Different participants had different levels of exposure and actual usage. Some were really professionals in giving prompts and getting what they wanted, and some of us were just wetting our feet . Some others were only aware of it, heard about it and did not actually use it. 

Some of us used them for searching training content, some, for planning a facilitation session , some , for planning facilitation methods , activities etc and some for creating images, and some for creating a ppt . 

One participant told that, he uses chat GPT to give an attractive title to his training sessions . He asks Chat GPT to come up with 10 titles for his program and he uses a mix of them to create a synthesis and a new title. 

Testing the existing knowledge and experience of the participants helped the facilitators on how to go about it and from where to pick up .  It also helped us with a great peer to peer learning that was deep  , immersive and insightful. 

DISCUSSION  ROUND 2 : Q4D ( Question for Discussion ) 

In the second round of discussion , Subbu / Mrunaal asked us, " What was your last prompt into Generative AI ( input ) ? And what was the output, as far as you remember ? 

For 20 minutes this led to a very interesting discussion on the last prompts .  We searched for content , activities, group discussion questions , images, PPT s, and for concepts, delivery methodologies. 

It surprised me that, some facilitators who used Chat GPT quite regularly, did not know how to ' regenerate response ' and where the ' Regenerate Icon' was ! We helped one another. 

SECTION 3 :  PROMPT EXERCISES. 

This was the MEAT of the program. The most important , which led to activity based , experiential learning and discovery learning ! 

Here is where we made a mistake. In our table, 6 to 7 people sat. Only Madhujit Singh, Russian Andrei Kolesnikov & Nasreen Khan had laptops. We didn't have. We could type the Prompts into our mobiles easily. So we watched them doing that. 

In this kind of activity based training there are 2 suggestions, based on my experience. 

(1) Every participant should have laptop and connect to internet with Wi Fi hot spot. or 

(2) Create a WhatsApp group for all participants one day in advance so that, you can post your prompt into the group during training.  They can copy paste the same into different Large Lanague Models / Generative AI chatbots. 

PROMPT 1  : The prompt Generation Chalenge 1 . 

Go through the following client ask & work with a Generative AI tool of your choice and come up with a draft program design. 

Day 1 : Initial Ask. Client : Tech innovations Inc . 

Ask : Tech Innovations approaches you with a seemingly straightforward  request . 

" We need a team-building workshop for our Development Teams to enhance collaboration and creativity . " 

Your understanding : Day 1 : 

You learn that, the client is looking for a workshop on team building and creativity among their development teams. Initial discussions reveal a desire for engaging activities and strategies to boost collaboration among the Technical teams. Two teams of 25 members each, workshops to be done in person. 

( End of Prompt 1 ) 

There were 6 or 7 tables, each table had 2 or 3 laptops . Esp outstation delegates. So, they entered these prompts into Chat GPT , Google Gemini & MS Co pilot. 

Got the responses. ( 5 minutes )

Divergence activity is over. Emergence is over. 

Table Discussions : We entered the given prompts to LLM s and discussed different responses we got, among our table mates. We also clicked on ' Regenerate Response ' to Chat GPT . Got the best of the responses and collated and consolidated into one response. 

Convergence activity over. 

Team presentations from each table. And questions from other tables. Some discussion . 

5 minutes for each table and there were 6 or 7 tables .  

For a lot of facilitators who were not familiar with LLM s, this was activity based experiential learning and discovery learning. 

Once the first round is over, we were asked to write our key learning in one sentence and post on the sticky wall. 

Immediately, without much gap ( perhaps due to time constraint ) , round 2 started. 

PROMPT CHALLENGE 2 : 

Unveiling Complexity 

New Insight ( Day 2 ) As you dive deeper into the requirements of the client, you discover that, your client is undergoing a major organizational restructuring ! The development teams are not only dealing with interpersonal challenges but are also grappling with a shift in project priorities and team compositions. 

Your updated understanding ( Day 2 ) 

The ask now evolved to , not only focus on team building and creativity but also to include elements of change management and adapting to restructured organization . 

You gain insights into specific challenges related to restructuring, such as potential resistance to change and the need for clear communication . Further, you also understand that, one team is tenured, while the other is fairly new to the organization . 

Task : Update prompt to the Generative AI tool and modify the program design. 

This time too. we didn't type the given prompt as it is, into the LLM. We edited, used our own language, made some changes and entered the prompt. 

As the LLM threw up program design, we had table discussions and made the required changes. All of us gave inputs. This was similar to World Cafe method. Not like Hell Frame game. For, there were no conversations between tables and table members did not move from table to table. 

So, there was human element in modifying the prompt ( all tables, all members with laptops made changes in the given prompt as per their own understanding ) , also collating the LLM responses we got and finalized the program design after table discussions. 

The program was very fast paced due to time constraints and the table discussion time, for the second prompt, we felt was not enough. 

Second round : Team presentations, questions by other tables. It was very very interesting and resulted in immersive peer learning. 

Question - answer session between tables. 

THRID PROMPT CHALLENGE : 

Hidden Layers Uncovered. 

SITUATION : ( Situation, our understanding was given to us and we need to convert this into a good prompt, after table discussion and enter the prompt into LLM) 

In further discussion, you learn from the client that, restructuring is not just a response to market conditions and trends but is driven by a large tech company of a start up ! 

The acquisition involves, integration of diverse teams with varying work cultures, creating the need for the workshop to address not only internal collaboration challenges but blending of cultures ! 

YOUR FINAL UNDERSTANDING ( DAY 3 ) : 

Their ask & you task, now fully coloured with complexity , reveals that the team building workshop is intricately linked to the larger context of an acquisition ! 

The facilitator understands the need to address cultural integration, manage potential conflicts arising from the merger, foster a unified , innovative new culture within the new , combined entity ! 

The ' Tenured group ' is from the old ' acquiring ' organization and the new group is from the new , acquired start up entity that is being merged with the larger firm. 

Time duration : The teams have only one day , to spare, for this workshop ! 

Your task : Update this prompt to the Generative AI tool and modify the facilitation program design. 

Table Discussion ; We took 5 to 10 minutes to create a good prompt. Entered into Chat GPT . 

Then, copy pasted the response to word doc. Did 2 more rounds of ' regenerate ' . Different responses surfaced. 

We merged points and made a brief team presentation document that can be presented in 3 minutes. Due to time constraints. 

Followed by Team Presentations, Q&A between tables. 

Since all participants had varying degrees of exposure, experience and expertise with Generative AI and LLM s, the conversations were very animated and vibrant. 

Session Wrap up : With reflection of learnings, most important points learned, we wrote on sticky notes and pasted on the sticky wall. ( Divergence ) 

' Themes Emerged ' and facilitators , with our consultation, re-arranged them according to emerged themes. 

Kolb's Learning Cycle, from ' Concrete Experience, -> Reflection --> Active experimentation -->  Abstract Conceptualization - have been implemented to perfection . 

It has been a great learning experience to all. 

Conference Plenary 01 Dec 2023 Large Group process

 Done by Shubha Rajan and that Thailand facilitator . 

27 tables were laid. We were sitting down 6 to 9 peeps per table .  It was organized randomness . Mine was Table G . 

Now, we were asked to write down our session expectations. And paste on sticky walls and stroll and view other flip charts as well. One hour program . 

Pre Conf Session 2 . '" Flow Game " by inimitable Shalaka Gundi & Senthil the " serious game designer " from Covai

Thursday  30 Nov 2023 

One main difference between this session and all the rest is that - it involved in pre training preparation on part of participants. One week in advance, Shalaka sent a mail. Asked us to send her a mail , what is one professional problem bothering us ? Close to our heart ? That will be dwelled upon and analyzed and discussed . I sent . Half of the participants did not send, they told me. I sent to Senthil too. Shalaka re-framed by question . That , ' how can I change the gut level responses of my participants, as a result of my training ? 

This is the post lunch session .  Initially a lot of time was spent in post lunch energizer and ice breaker . One inch toys , similar to what Narsi & Sushma gave us, were given . We were asked to related to it some way . 

Then, lot of time, Shalaka and Senthil took , to EXPLAIN the Flow Game. One has to be certified doing that . Both are Flow Game certified . Now, in Hyderaba, Bhu Lakshmi is Flow Game certified. Humility of  likes of Bhu Lakshmi, Murali Padma , Madhujit - is amazing !! I am the least intelligent , least qualified, least knowledgeable , least skilled in the game of facilitation and it SHOWS ! 

Perhaps , compared to them I am the least prepared too, as far as ground work for the training session is concerned ! 

Anyway, the explained. Then, Shalaka demonstrated with Daniel of Malaysia . He picked up a card that has the picture of  a RABBIT or a HARE ! He had to relate to it. And then the picture. 

DISCUSSION . OUR TEAM :  Sandeep . ICF PCC . Management consultant . Facilitator . Anita Bandopadhyay . Bombay . Does all 3 and a board member . Ashish Sehgal . Kind of public speaker. Tirumal Reddy. And me. Total 5 peeps. 

DISCUSSION , QUESTIONS AND COMMENTS, our GROUP . 

Anita B : How can I design a work shop , that appeals equally both to head and heart ? I am basically a HEAD Person. Should I engage another facilitator that appeals to heart ? Or what should I do ? 

She took  a card. That asked " Wha tare the first 3 steps you take - when you get a training contract ? " 

What are the 3 things I can do , to introduce heart centered interventions ? The process of picking up the card. Random. 

I suggested and she wrote . " We facilitators also have feelings and we are subjected to a wide range of feelings from joy , frustration , satisfaction , discontent . Observe the FEELING PART of YOUR profession and project the same to participants ? What FEELINGS do they undergo in their work ? Think from heart centered point of view. "

She wrote down . I also told her , and this, she did not write down . " Do job analysis of your target participants thoroughly. Not only from KPI/ KRA / performance, skill gap analysis , SOP point of view but from FEELING point of view. So that you can design elements that can touch their heart. Such as empathy. 

This, she did not write down.  10 times more intelligent than me. Earns 10 times more than me. I am not a PATCH on these people ! I feel so talent less. I am not fated to be among these pees and hence, did not do ICF though I ANNOUNCED it in March 2012 in Jim Corbett . I didn't have Rs 1 Lakh . I should have completed PMP. An opportunity gone by. At age 56, I feel so INADEQUATE with these people. 

SANDEEP : How can I use facilitative technniques and tools, in my consulting assignments ? He does 3 things. 

My question : How can I change the attitude of people with my training ? How can gut level , instinctive responses change ? With a pause ? Behavior is superficial. But attitude is basic . 

Advice from Sandeep : Awareness , Accessibility , Action , Accountability to your target participants . 

Ashish Sehgal : Be optimistic that , people will change one day .  Do the following . Perceptual positing . Reverse Role Play. Neutral Observation . 

Anita B : Reflect on situations when you transformed yourself or underwent a transformation as a result of a training session ! What made it happen ? 

Tiruu=mal : Listen more . Be in good flow with others . 

THE CONFERENCE . 

PLENARY ; Shubha Rajan and Thailand trainer. 

CONFERENCE PLENARY : 27 tables. we were given flip charts and asked to write down our expectations on the charts and paste them on the sticky walls. 

Pre Conf Session 1 . What's your GPS ? Navigating through changing world by Narsimhan & Sushma Banthia

 RLO s. 

This is a session on change management. One of the 2 sessions I attended on the same subject, Change Management . But no concept was discussed. Like John Kotter's etc. No concepts. It's just individual's way of looking at a change. Any change.  Narsi said ' a man of Mrunal Lamge's stature is our session buddy? I am embarrased ? ' 

Ice Breaker : Number of one inch long toys .  At all tables . We were asked to pick one toy and meet as many person as possible and tell them , how it represents the change . Also listen to the other person. Quickly go to the next person . Introduce yourself. Name & city . May be what you do . And tell them how, the object you picked up represents the change in this world ! 

It was interesting and very busy. I picked up car. Being an automobile engineer. How this represents the change. Some one took an aeroplane, someone took a dinasaur etc. 

After that, WOW was explained by Sushma . 

Then the sheet was given to us . 

Exercise 2 : Individual . We were asked to write down in our notebook, what change we are going through at present in our life / career . What the is the current change and what are feeling about it . Not doing . But FEELING about it. 

Exercise 3 : The sheet was given. Individual exercise. We were asked to write all the changes. 

It took a lot time for all of us to fill all these blanks . Personal, societal , global and local events. No discussions. Only personal. After that, we were given color paper pieces of 4 shapes . Each for each type. We were asked to write them in these papers and paste on sticky walls, segregated into 4 rectangles as mentioned above. We were asked to exchange views , discuss , comment. We were invited to speak out our views . This took considerable time. 

TEA BREAK. 

After tea break, Narsi , tell us Las Vegas Rule. Keep confidentiality. We are going to discuss something personal . We were divided into triads . Each one should discuss the current change that is going on in their lives and how , they are dealing with it. The other 2 should sit, with back to the narrator. And discuss and offer their view, opinion, expert advice etc. The narrator is free to take or not to take . But not to debate or argue over it. 

POST TEA : TRIAD ACTIVITY 

My partners were : Bhaskar from Bangalore and Saloni  Kaul from Faridabad . Saloni told her problems and we responded. Before that, Narasimhan told us the Las Vegas Rule and conditions of confidentiality . 

My take away : You need not always divide the audience into teams of 4 or 5 or 6. You an also divide them into pairs and triads, as they did , effectively. 

This activity took long time and they gave adequate time. 

Then, Sushma took an  bigger aeroplane toy and told us the flight plan. Helecopter process of rising above the situation . 

Now, go back to what you wrote in the note book in the beginning. The current change. And how you want to handle it and what kind of picture you visualize for youself in future. 

No concepts. Just directly dealing with change.  Points to remember : Pause ... is the place where shift happens.  On the level of solutions and process, there can be conflicts. On the level of needs, there will be no conflicts. 

ACTIVITY 4 : NEED SHEETS 

When ever there is a change, be aware of the needs of people affected by the change. The house shifting is one example . There will be conflicts when it comes to how to handle change . Strategies , modus etc. But in the level of needs , there is no conflict. The world is united  by our needs. There will be fewer conflicts when we are clear about our needs and be sensitive to the needs of others. Hence this exercise. 

Saloni's need. Solo entrepreneur. Need for growth . HR leadership . Cultural interventions .

Invest heavily on self development . Memeber of Faridabad Management Association . Son in business. Daughter's side hustle . " I am bigger than my challenges " . 

Summary by Narsi : " World is united by needs " .   World will be a lot better place when we compassionately understand the other person's need and do out best to fulfil it. Fewer conflicts. More alignment. 

Round table discussion on need sheets.  We picked up small hard cards of needs. 

                      FINALLY, IDEAS HARVEST 

(1) BRAIN : What stood out most for you in the session ? Ima    ges ? Conversations ? 

A : Diad and Triad conversations . Historical scanning . 4 broad categories of changes that happened since 2014 ( avoid Covid as much as possible ) , Global, Societal , Local and Personal level.  

(2)  Your FEELINGS . High Points in the session . 

Trioka discussion on the current changes in our lives and what to do with them . Advise from 2 people. The wisdom Counsil.   Group Discussion on historical scan. 

(3)  Your insights, your big implementation ideas for navigating your change. 

Do not resist change. For, ' what you resist, will persist ' Eckhart Tolle. Accept and then, act. 

(4)  ACTION : What will you do differently in your change situation ? 

Behavioral adjustment. In my interaction with others in normal situations as well as change situations, I will try to be sensitive to the needs of the other person . 

If I don't understand, I will venture to ASK ! 

( Feedback form ) 

IAF resource, " Applied Improv " shared by Madhujit Singh

 Today Madhujit Singh shared a valuable resource . About " IMPROV  " game site . Perhaps the training she attended by Ajith Kamath . " Applied Improv ' She forwarded. Dig this site. Useful. Your training opportunities will come. 

Improv Encyclopedia

Applied improv is used in facilitation & meetings as ice breakers or energisers & can be a great leveler. It helps warming up, can make quieter members of the group to participate, can be fun and it cuts across hierarchies.

Some resources that were shared during our session in the conference

IAF Asia Conference - list of sessions chosen / attended by me.

 IAF DIARY about activities and processes .

Synopsis : In all , I attended 6 sessions . 2 in Pre conference and 4 in pre conference . 

PRE CONFERENCE : 

(1)  What's your GPS ? Navigating the changing world by Narasimhan and Sushma Banthia . Session Buddy : Mrunal Lamge. 

POST LUNCH : 

(2) Flow Game by Shalaka Gundi & Senthil. 

CONFERENCE : 

(1) CM 1- Generative AI as your co pilot . by Mrunal Lamge and Subbu. 

POST LUNCH : 

(2) Designing for Belonging by Shamir Joseph and Shaleel Nalakath. 

CONFERENCE DAY 2 : 

PRE LUNCH : (1) Steering through the Dilemma of Change ; Virginia Satir's change model by Michelle Pinto and Archana Pingle. 

POST LUNCH ; (2) Magic Potion of Modern Day Leadership by Kavi Arasu and Stephen Berkeley . 

These , in all are the sessions .

Kavi's session was bull shit . I should have stuck to the sessions I chose. It was cavalier and unrealistic.  Besides, he wasn't particularly keen that you attended the session and he didn't exactly welcome you or expressed the joy of meeting you  . Historical blunder. I would not have paid money or traveled or spent time to attend his session, if only I knew it would be this bad.