Every four years, school service centers are required to produce a Plan d’engagement vers la réussite (PEVR). This tool outlines a center’s major orientations, aimed at encouraging and supporting student engagement in learning. Along with my friend and colleague Louis-Philippe Bellerose, we had the pleasure of leading five discussion workshops with key stakeholders at the Centre de services scolaires des Découvreurs. These discussion workshops gathered input from groups made up of:
- Students
- Parents
- Teachers
- Support staff
- Daycare staff
- Center managers
- School principals
- Etc.
These workshops were part of the process of drafting the organization’s Commitment to Success Plan (CSP). Defining the orientations of the PEVR required an in-depth understanding of the needs, expectations, and aspirations of a large group of people. In this article, I present the approach we used to consult nearly 150 people and contribute to the creation of a meaningful strategic plan.
Establish a Clear Vision of Objectives
First of all, before calling on or meeting people, it was essential to establish a clear vision of the objectives to be achieved. In our case, our mandate was to help determine the key elements that would become the basis for drafting the Commitment to Success Plan (CSP). To do this, we knew we had to look for qualitative (as opposed to quantitative) data and that we would have to call on several stakeholder groups in order to get a 360° view. Based on this information, we were able to build a well-targeted workshop format.
Prepare for Data Collection by Asking Relevant Questions
Discussion guides remain an essential tool for surveying a large group and encouraging discussion. We designed discussion guides with open-ended questions for detailed feedback. We ensured that the questions remained context-specific.
Divide a Large Group into Sub-Groups
The small-group method was the preferred approach for effectively surveying all these people. By dividing the participants into smaller sub-groups, we encouraged in-depth discussions and gathered detailed information. In our case, we divided the participants according to their profiles and specialties. For each group, a content specialist was present at the table.
Using Collaborative Brainstorming
During the workshop, we encouraged collaborative brainstorming, allowing participants to share their ideas openly and creatively. This encouraged a diversity of perspectives and enriched the basis for the plan’s orientations.
Analyze and Validate with Experts
Once the data had been collected, we adopted a collaborative approach to analysis. Feedback sessions were organized so that content specialists could validate the results and provide additional insights. This approach reinforced the legitimacy of the orientations that emerged from these workshops.
Conclusion
Surveying a large group in order to define the orientations of a strategic plan such as the Plan d’engagement vers la réussite (PEVR) was an ambitious challenge. Our warmest thanks go to the management of the Centre de services scolaires des Découvreurs for their trust and the pleasure we had during these meetings.
By following these tips, you too can create a dynamic and inclusive consultation process that not only meets your business needs but also the expectations of your participants.
Don’t hesitate to contact me to schedule your discussion workshops!
