
Problem
Teams unknowingly work on similar tasks or projects, wasting time and resources due to a lack of coordination.
Workshop Title
"Working Smarter: Eliminating Duplication of Effort"
Objectives
- Identify areas where duplication of effort occurs.
- Understand the root causes of duplication and its impact.
- Develop strategies to improve coordination and avoid redundant work.
Materials Needed
- Flipchart or whiteboard.
- Sticky notes and markers.
- Task and Project Lists template (optional).
Process
1. Welcome and Icebreaker (10 minutes)
Activity: Who’s Doing What?
↳ Ask participants to share one task or project their team is currently working on that might involve input from other teams.
2. Identifying Duplication (20 minutes)
Activity: Where Are We Overlapping?
↳ Divide participants into small groups. Each group lists tasks or projects their team is responsible for.
↳ Groups then review other teams’ lists to identify overlaps or duplicated efforts.
3. Understanding the Causes (15 minutes)
Activity: Why Is This Happening?
↳ In the same groups, discuss potential causes of duplication, such as:
- Lack of communication between teams.
- Unclear roles and responsibilities.
- Redundant processes or workflows.
↳ Groups share their insights with the larger team.
4. Brainstorming Solutions (25 minutes)
Activity: Coordination Strategies
↳ Provide each group with a template to brainstorm solutions for reducing duplication. Include prompts like:
- How can we improve communication between teams?
- What tools or processes can we use to track work more effectively?
- How can we clarify roles and responsibilities?
↳ Groups present their proposed solutions to the larger team.
5. Creating a Coordination Plan (15 minutes)
Activity: Action Plan for Alignment
↳ As a whole team, develop a plan to implement the solutions. Include:
- Shared tools or platforms (e.g., project management software).
- Regular cross-team check-ins or status updates.
- Clear documentation of roles and responsibilities.
↳ Assign owners and timelines for each action step.
6. Closing and Reflection (5 minutes)
Activity: Commit to Collaboration
↳ Each participant shares one action they’ll take to support better coordination (e.g., “I’ll regularly update the shared task tracker”).
Facilitator Notes
- 1. Welcome and Icebreaker (10 minutes): Purpose is to highlight the interconnected nature of work and set the stage for better coordination.
- 2. Identifying Duplication (20 minutes): Debrief on where duplication exists and its impact on efficiency and outcomes.
- 3. Understanding the Causes (15 minutes): Keep focus on solutions, not blame.
- 4. Brainstorming Solutions (25 minutes): Surface recurring themes and prioritize practical, low-lift ideas.
- 5. Creating a Coordination Plan (15 minutes): Output is a clear "Coordination Plan" with owners and timelines.
- 6. Closing and Reflection (5 minutes): Reinforce that sustained collaboration and transparent updates prevent rework.
Follow-up
Schedule a follow-up in 4–6 weeks to review progress on the Coordination Plan and address any new or ongoing challenges.
