Organizational Culture - workshop for management

This workshop was part of a broader organizational culture transformation initiative aimed at engaging Asuntosäätiö's employees at all levels to define a unified vision of the desired corporate culture. The key goal was to ensure that all staff, including management, shared a common understanding of the company's cultural target state, resulting in a cohesive and motivated workforce committed to Asuntosäätiö's values.

Responsibilities: Instructional Design, Facilitation

Methods and Tools Used: Transformation Metaphors, Me-We-Us, Learning Cafe

Read more about the project in detail below.

Back to Portfolio

Project Planning

The Culture Transformation project began with the goal of defining a unified company culture that resonated with all staff, including management. To achieve this, I collaborated with the HR manager and a culture design consultant to facilitate both in-person and remote workshops. These workshops were designed to involve as many employees as possible, creating a comprehensive understanding of the current and desired cultural states.

These workshops generated material, which served as the foundation for management workshop. I designed and facilitated this workshop in collaboration with the HR manager. Given the tight schedules of the management team, we strategically planned to meet our objectives efficiently in one half-day workshop.

To ensure preparedness and efficiency, we provided pre-workshop materials to management. These included employee survey results, workshop outputs, future work-life trends, and pre-workshop tasks. This approach ensured that each participant was familiar with the materials before the workshop began.

Our workshop plan included a detailed schedule, clearly defined facilitator roles, and a structured process encompassing all essential phases:

Welcome, Rules, and Objectives: Setting the stage for the workshop.
Clarifying and Creating a Shared Understanding: Ensuring everyone is on the same page.
Selection of Key Elements: Identifying the core components of the desired culture.
Creating Wording for Each Key Element: Defining clear and concise descriptions.
Committing to the Selection and Wording: Ensuring agreement and buy-in from all participants.

Each stage planned using diverge-and-converge collaboration methods, with precise timing and facilitator responsibilities outlined.

Facilitator's guide

After finalizing the overall structure and goals of the project, we began focusing on the specifics of the workshop. This included selecting the appropriate methods and timing for each stage, facilitators notes, compiling a list of required materials, and outlining the classroom setup. Please find the facilitator's guide below.

Pre-workshop Assignment:

Send out a pre-workshop assignment 1,5 weeks prior the workshop.
Attach the materials and instructions:
- Review the provided materials to recall what we already know about our desired company culture and the discussions recorded by the management and all Asuntosäätiö's employees.
- Compare the views of the management team with those of the staff.
- Explore future worklife trends.
- Reflect on what elements you believe will shape Asuntosäätiö’s future inspiring company culture.

Workshop setup:

Time: 3,5 hours

Classroom setup:

Small groups 3-4 pax
Group tables with paper, colored markers and Post-its
Flipchart & papers + tape

Material check-list:

Colored markers: Ensure you have enough markers for all groups and a variety of colors for differentiation.
Flipchart papers: Have extra flipchart papers in case more are needed during the workshop.
Tape: Bring both masking tape (for sticking papers on walls) and clear tape (for any other needs).
Clear and pre-written Post-its: Pre-written Post-its for common themes or categories can save time. Also, have blank Post-its available for spontaneous ideas.
Schedule & plan printed out: Print enough copies for all facilitators and have a few extra in case participants want to see it.
Clock/timer: A timer helps keep track of time during each segment. You can use a physical timer or a smartphone app.
PowerPoint slideshow on a memory stick, hard-drive, and on Cloud: Having multiple backups is smart. Also, test the presentation on the venue’s equipment beforehand.
Laptop and projector: Ensure you have all necessary cables and adapters.
Extension cords and power strips: These are essential if the room has limited power outlets.
Handouts: Any additional materials or worksheets participants might need.
Refreshments: Water, coffee, tea, and some light snacks to keep participants energized.
First aid kit: Just in case of any minor injuries or needs.

Before the workshop:

Test Equipment: Arrive early to set up and test all equipment, including the projector, laptop, and any audio-visual aids.
Room Layout: Ensure the room is set up as per your requirements, with enough space for group activities and movement.
Emergency Contacts: Have a list of emergency contacts and the venue’s support staff details.

Workshop:

1. Kick-off: 10 minutes

Going through the agenda of the day, roles and expectations for both facilitators and participants
Objectives for the workshop.

2. Warm-up: 30minutes

Transformation Metaphors -Where we are now vs. where we want to be in 5 years?
Each group is given different theme: If our company culture now would be a car/plant/animal/building what would it be and why?
Groups visualize their discussions and findings on a paper and prepare to present them to others.
10mins + 5mins

Each group is given different theme: If our desired company culture would be a car/plant/animal/building what would it be and why?
Groups visualize their discussions and findings on a paper and prepare to present them to others.
10mins + 5mins

--BREAK 10 mins--

Hang all the metaphors on the side wall.
Prepare for the next phase and put all pre-written post-its ready on another wall.

3. Clarification: 15 mins

Individual Review (5 mins): Everyone independently reviews the views of the management and staff, with a summary displayed on a slide. (also included in the pre-workshop materials)
Group Discussion (10mins): Everyone moves to a wall with large Post-it notes for each of the themes presented on the slide. Discuss which themes need further clarification or more information. Once everyone understands the themes and common understanding is found, discuss potential connections between themes, aiming to combine them if needed. (This might reduce themes from 12 to around 4-7.)

4. Selection: 30mins

Individual Review (5 mins): Quietly review the formed themes and note down the key elements that should be part of our future inspiring company culture.
Pair Discussion (10 mins): Discuss your selections with a partner. You have 10 heart stickers to place on the most important core elements of the future company culture. You can place multiple hearts on one element or all 10 on a single element.
Facilitator Review (10 mins): The facilitator reviews which elements received the most hearts. Be prepared to mediate if votes are split and ensure the final selection is understood and agreed upon by all. If there are a maximum of 6 highly-voted themes, conduct a commitment check.

--BREAK 1o mins--

Write chosen themes on flipcharts and hang them around the room for the next phase. Put 1-2 themes per station to match with the number of groups.

5. Wording of the selected themes: 75 mins

Group Work (30 mins): In groups of three, create clear descriptions on flip charts of what each selected company culture element means in daily practice. The descriptions should be understandable to all Asuntosäätiö employees. Think practically and use clear language.
Enrichment (10 mins): Move around with your group to review others' descriptions and add more examples.
Final Presentation (5 mins) : Return to your original flip chart, review, and prepare to present a summary in one minute. Keep presentations concise and focused.
Presentations (10 mins): Each group presents their summary of the theme.
Commitment Check (5 mins): Conduct a final commitment check to make sure everyone is agreeing with the wordings and meaning of the themes. Make sure everyone feels their voice has been heard and that the final wording reflects a consensus.
Future Vision Discussion (15 mins): Reflect on how the future company culture looks and compare it to the initial metaphors. Discuss and make any necessary additions. This is a valuable part of the workshop. Ensure that there is an open and respectful environment for discussion.
Conclusion: Outline next steps, present proposals and timeline (HR).

6. Ending: 10mins

Talking stick method: Form a circle. Share thoughts and feelings after the workshop. Person holding the talking stick has the exclusive right to speak while others listen attentively. Once the person is done, the stick is passed to the next person, who may choose to speak or to remain silent.

Problem and Solution

The client recognized the need for a cohesive and motivating corporate culture that aligns with their strategic goals. However, the staff and management did not share a unified understanding and agreement on what the desired company culture should look like.

To address this, the project aimed to define and implement a new corporate culture by involving the entire staff in the process. This included mapping the current state of the company culture, creating a shared understanding of the goals, and developing a clear path to the desired cultural state.

As a part of this bigger project, I designed and facilitated a workshop for the management, in order to build a shared vision of the desired culture, which would take in consideration both the company's strategic goals and the staff's contributions. The goal for this workshop was not only choose the key elements of the desired company culture but also to define what these mean in actions, and behavior.