Setting Priorities E-6

People are more willing to do the legwork if they are also involved in the planning.

Before beginning this module you should review the program planning process (module E-4) and complete module E-5 (needs assessment).

Now that you have identified the needs of the group with which you are working, you have a list of ideas (needs). You cannot hope to attack all of the needs at once. You need to set priorities. Don't try to do this alone. Involve a representative group of people (including representatives of those individuals who are most knowledgeable about the group's needs and those who are most affected).

Generally, people are more willing to do the legwork if they have had a say in the planning. Rarely do people get as excited about someone else's idea as they do about their own. Taking time annually at the start of the program year to convert individual needs and concerns into group priorities (goals) not only provides needed direction for the organization but also can be a motivational experience.

 LEARNING OBJECTIVES

After finishing this module you should be able

1. To describe the "nominal group process."
2. To lead a priority setting session using the nominal group process.

A GOAL SETTING PROCESS

There is no single best way to set goals. Goal setting can be as simple or as involved as you wish to make it. A simple process is described below. This process should help you tailor a goal setting exercise to the circumstances and needs of your group.

This process is patterned after a goal setting technique called "nominal group process" developed by A.H. Van de Ven and A.L. Delbecq of the University of Wisconsin, Madison. It provides a structured process which allows people to express their individual priorities, and then converts them to group priorities. If those present will agree to follow a few simple yet firm rules, the process can be extremely effective--even when disagreement and controversy are present. The process maximizes the creativity and input of each participant, and produces more and higher quality suggestions than ordinary group discussion. It also prohibits any single speaker or topic from dominating the meeting.

Set the Stage. Take time to explain goal setting, and its value, to the group. Set a date and time for your goal setting session, preferably of two hours duration. Ask members to prepare for the meeting by clarifying in their own minds what they would like to see the group accomplish during the coming year. The setting of group goals is difficult until the individuals involved have first set personal goals. Ask members to take time to clarify for themselves what is important to them and how they want to spend their time, within and outside this group.

Prepare: Arrange for a comfortable room, large enough to hold the expected number of participants in such a manner that tables seating 5-8 persons can be placed adequately apart for independent group activity. Arrange to have one Group Leader/Recorder at each table, and an overall coordinator for the meeting. The following supplies are also needed for each table: six to eight large sheets of newsprint(*), four or five 5 x 8 index cards per person, a broad felt tip marking pen, masking tape, pencils and an easel with a back (handy, but not essential). (* Sheets of newsprint, approximately 28" x 32", can be acquired from your local newspaper or office supply store. Butcher paper or the paper used to cover tables can also be easily cut into the size of sheets needed. A blackboard could also be used.)

At the start of your goal setting session, clarify the task, the specific question(s) to be discussed. Write out this task on newsprint or a blackboard for all to see. For example, "What are the two or three things you would most like to see the group accomplish during the coming year?" or "What would you like to see the Chamber of Commerce do toward expanding tourism?" or "What should be emphasized in the 4-H program during the coming year?" or "What are the principle concerns of the farmers in the county?" The wording of the problem, question, or task is crucial in obtaining the focused response desired of participants. Before the meeting, the organizers should determine precisely the wording of this task. Make it simple, clear and straightforward.

If the group is larger than ten, break into small groups of five to eight. Ask each small group to go through this exercise independently, and then share its small group recommendations with the larger group at the end of the session.

Individual Writing Exercise: Pass out index cards or sheets of paper. Have each person jot down suggestions in response to the question (task) before the group. Individuals are to work alone and in silence. This individual writing exercise gets each person's concerns and desires down on paper, and thus ensures input from everyone. It helps people clarify in their own minds what is important to them. It is much easier for people to write something down and then read it than it is for them to speak spontaneously. Ask participants to limit their suggestions to what they wish to commit themselves to accomplish during the coming 12 months. Break large goals into specific activities that can be completed this year.

After everyone has completed the writing exercise, you may want them to go back and rank the items each has listed, in order of personal preference. Place a "1" by your first priority/biggest concern, a "2" by your second, etc.

Round Robin Sharing: Have everyone in turn read what s/he has written. Prohibit group discussion during this period, except for questions of clarification. The purpose of this segment is to share, to listen and to understand and appreciate the opinions of others. The pros and cons of each will be discussed later. The round robin insures input from everyone, encourages people to speak up without fear of being criticized or put down by others in the group, and it keeps individuals from dominating the discussion.

As it is shared, list each suggestion on newsprint or a black-board. When you fill a sheet, tape it to a wall for all to see. The Recorder should take care to list each idea as stated and not try to categorize or restate the individual suggestions. The process of listing gives the participant immediate recognition, guards against miscommunication, and serves as an official record of the meeting. Each idea should be numbered, in sequence, for later reference.

Have each person in turn read the #l suggestion only. If their first suggestion has already been mentioned by another participant, they should read their second suggestion. Then go around the room again for every- one's #2 suggestion, etc. This facilitates priority setting. Continue the round robin until all ideas have been expressed.

Set Priorities: After each person has shared suggestions for the goals and objectives of the group, the session is now, and only now, opened to group discussion. Participants can now clarify, lobby for or defend the listed statements. Set a time limit, preferably 15-20 minutes. Keep the groups aware of how much time is left.

After the period of discussion ends, everyone votes. On a clean index card, have each person write FIRST VOTE in the upper right hand corner. Then, using the numbers assigned to the statements in the preceding step, everyone ranks the top three items listed on the large sheets. Individuals must work in silence.

Scores should be tallied by the Group Leader. (This is a good time for a 5-10 minute BREAK.) Give a score of three to each individual's top priority item, two to each second priority, and one point for each third place vote. Record these scores on the master list. Highest overall score is considered the item of highest priority, the second highest score is second priority, etc.

Call for reports from each of the small groups. Identify commonalties, and star (*) those statements that have the greatest support among all group members. Review each of the starred (*) statements. Ask, "Is it the consensus of the group then that this should be one of the priorities we focus on during the coming year? Is there anyone who is not comfortable with this priority?" If there are objections, modify the statement to meet the group's approval.

If there is not an obvious consensus, you might wish to undertake a second voting after a period of debate. The second voting is just like the first except that each participant votes for his/her top three ideas from all of the lists on the wall (the lists from all of the small groups).

Program planning is meaningless unless priorities are set. By setting priorities, a group concentrates its limited time and resources on those actions which are most important to it. Very few organizations are able to focus on more than two or three priority items at once.

AFTER THE PROCESS

Put in Writing and Distribute Widely: Assign to someone the task of writing the formal goals statement. Such writing is best not done by committee. Assign each of the top priorities (2-5 of the highest priorities) to someone to turn the priority into a general goal. This goal will tell who does what (action or activity) by when (date or deadline) but not in any great detail. After the goals statement has been prepared, it should be discussed and approved at a regular meeting. Then you are ready to turn the general goals into specific objectives (see module E-7). Once your goals and objectives have been formally adopted by the group, make sure all members are provided with a copy. Mail a copy to all possible supporters, e.g., city council, local newspaper, and state agencies. Formally review your goals and objectives at least quarterly.

Update Annually: If group opinion changes, modify your goals to reflect it. When a group's objectives fail to keep up with the changing needs and interests of its members, they drop out or become spiritless and apathetic.

In conclusion, priority setting can be an invigorating exercise, if done properly. When people have the chance to share ideas and to be directly involved in setting priorities for the group, they assume greater ownership of the goals set, and are generally more committed to carrying them out. When goals are set for the group by its officers or board of directors, the level of commitment is not the same. Often we try to speed up the goal setting process. Only the most vocal members have their say, and the remaining members feel railroaded. They then sit back and let the officers do the work.

The above process can be easily modified to fit the constraints and desires of the group. If time is limited, the round robin exercise alone can be very productive. If you short-change the process, however, benefits will be lost. The biggest mistake groups commonly make is to do goal setting in one large group. In groups larger than ten, it is physically impossible for everyone to make input and to be directly involved in the discussion (within reasonable time constraints). Most of the motivational dynamics is lost with groups larger than ten. Instead, break into small groups of five to eight to complete the exercise. 

FACILITATING THE GOALS PROCESS

Goal setting will be a motivating experience only if someone takes the responsibility to make it so. A facilitator should be selected to guide the goal setting process. The facilitator strives to enhance the dynamics of the exercise. The facilitator remains neutral, controls the process but does not participate in or try to influence the content of what is decided. The facilitator's tasks include:

Set the stage. Introduce the concept of goal setting and describe its potential value to the group. Help the group design a goal setting exercise tailored to its particular needs, circumstances and time. Insure that the questions (tasks) to be addressed in the goal setting exercise are clear.

Orient participants as to what to expect in the goals meeting. Urge participants to prepare, to have clear in their own minds what they would like to see the group accomplish.

At the start of the goals session, explain how the session will be conducted. Serve as a "traffic cop" in ensuring that the prescribed process is followed, that everyone has an equal opportunity to make input with no one dominating, and that no one is put down or criticized for any suggestions. (People often do not speak up for fear of being disagreed with, criticized or made fun of by others in the group.)

Strictly enforce the ground rules, e.g., no discussion during the round robin. Keep the discussion moving by calling on each person in turn. "John, what do you suggest?" Encourage and give recognition: "Good idea." Record all input on newsprint or blackboard for all to see.

Prepare a written statement of the priorities set, to be reviewed, modified and adopted at the group's next meeting. Once adopted, distribute copies to members and other interested parties.

Below is an outline that you can follow when leading a nominal group process (NGP). 

A FACILITATOR'S OUTLINE TO CONDUCT NGP

Introduction The purpose of this process is to identify needs of youth in Blizzard County for the next 12 months. Nominal group process is a tested and refined process that works. It is structured into steps. Staying on time is important. Rules will be followed to ensure opportunities for everyone's opinion. We will move from individual opinions to group priorities. We need your serious effort, cooperation, and trust. The statement we are addressing is: "By this time next year the following needs of youth in our county should be met."

This process will consist of seven steps which are .....(see below).

Step 1 - Individual Writing (5-10 minutes)  Write as many brief (2-5 words) answers to the statement as you can.

Step 2 - Small Groups List Individual's Answers on Newsprint (10-20 minutes) Break into small groups of 5-12 individuals. Use a round robin--each persons gives one response in turn. The discussion leader (or a recorder picked by the leader) writes the response on the newsprint and gives it a number. Keep going around the group until each person has all ideas listed (no duplication). No discussion, elaboration, evaluation, or comments are allowed. Move quickly.

Step 3 - Small Group Debate (15-20 minutes) The ideas on the newsprint now belong to the group. You may now clarify, lobby, defend or attack ideas (not people). Which ideas are most important for the group to address this year? We will vote in 15 minutes so this is your chance to convince others of what is important. Please be brief in your comments in order to give everyone plenty of chances to speak. Do not repeat the comments of others even if you strongly agree.

Step 4 - Small Group Votes (5 minutes) Time is up, we are now ready to vote. (Handout a new index card of another color to each group member.) Mark your card 1st- then put the number of the idea from the newsprint that you think is most important. Under 1st, write 2nd- followed by the number of the idea from the newsprint that you think is second in importance. Then write 3rd- and record your third place vote. If you vote for more than three ideas your vote will not be counted.

Coffee Break While Votes Are Counted (10 minutes)  The small group leader picks an assistant to read the votes and records them, in pencil, on the newsprint beside the ideas receiving the votes. A first place idea gets 3 points; a second place idea gets 2 points; and a third place vote gets 1 point. Add the points for each idea. The idea with the most points is the #1 priority. Number all of the priorities in order until you have a top 10. Then quickly rewrite the top ten priorities, in order of priority, on a clean sheet of newsprint.

Step 5 - Reports And General Discussion (15-30 minutes) Each small group leader reads the top 10 priorities for the small group. Do not give any additional explanation unless absolutely necessary for clarification. The meeting facilitator then thanks the small group leaders and asks if any of the ideas are duplicated by more than one group. Duplication is eliminated by crossing off duplicate ideas.

Now we will debate all of the ideas on the newsprint, just like we did in the small groups, and vote again in 20 minutes. Please follow the same debate rules that we used for the small groups.

Step 6 - Vote And Tabulate (10 minutes) (Hand out a new card of a different color.) Vote for only your top three ideas from all of the ideas now before the group.

Step 7 - Announce Results And Wrapup (10 minutes) Our top ten priorities are the following..... How many do you think we can accomplish in the next year? Who would like to volunteer to write the first priority as a goal that tells what actions should be taken, by whom, by when, in order to address the priority? Who would like to work on priority #2? Priority #3? Enough?

The goal statements will be presented at our next regular meeting for discussion and approval. Thank you all for your cooperation. This has been a very productive meeting thanks to you.

EXERCISE:

Work with a partner to plan and conduct a nominal group process. You may want to use a group of volunteers to role play members of your organization before you try the process in a live meeting.

QUESTIONS FOR DISCUSSION