Teams and cross-unit collaboration
Make Workload and Ownership Collisions Visible
Make actual time spent on work and overlapping responsibilities in the same period visible, and develop proposals for adjusting priorities.
- People
- 6–12
- Session time
- 165 minutes
- Format
- In person
English session plan
Original program status: draft. Source safety category: Medium; this is not a guarantee of safety.
Preparation: Standard preparation. Facilitation team: Four roles, including an experienced facilitator.
What this session can decide
Propose work priorities and reallocation. Refer overtime orders, evaluations and staff transfers to formal management procedures.
Outside its scope
- Do not evaluate individual productivity.
- Do not assume unpaid overtime.
- Do not reassign absent people’s work without authorisation.
Primary caution: Do not evaluate individual productivity.
Before starting
- Question and scope
- Make actual time spent on work and overlapping responsibilities in the same period visible, and develop proposals for adjusting priorities. Before the session starts, state the subject and period to be covered in one sentence.
- What is decided here
- Propose work priorities and reallocation. Refer overtime orders, evaluations and staff transfers to formal management procedures.
- Output recipient
- At the end, the Recorder retains “Priorities and reallocation proposal”. Show trade-offs between deadlines, quality, scope and workload.
- Participation and information boundaries
- Explain that people may pass, rest or leave, and keep personal information, confidential information and judgements about attributes off the recording surface. Assign Participant support separately.
- Operating team
- Assign the Lead facilitator, Recorder, Timekeeper and Participant support before starting, and confirm who announces transitions and stops.
- Next check
- Decide the review date for “Priorities and reallocation proposal”, who may view it and who is responsible for the next decision.
Who takes responsibility
- Lead facilitator
Keep “Make Workload and Ownership Collisions Visible” within its purpose and stated exclusions, and announce the start and end of each stage.
From before the start until the session ends.
- Recorder
Record “Actual working time by task”, “List of responsibility collisions”, “Priorities and reallocation proposal” at each stage and hand the records to their recipients at the end.
From preparation of recording surfaces before the start through storage after the session.
- Timekeeper
Notify the Lead facilitator 3 minutes before each stage ends and when switching to breaks or buffer time.
At the start of every stage and 3 minutes before its end.
- Participant support
Receive requests to pass, rest, leave or check individually, and decide with the Lead facilitator whether resumption is possible.
From before the start until the session ends.
Session flow
Minutes are measured from the session start. Method time, transition time, breaks and buffer are shown separately; they are not additional overlapping activities.
0–33 minutes
Total the time actually spent on work
Method: Actual Effort Tally · 0–30 minutes. Transition: 30–33 minutes (3 minutes).
Individually record actual working time for each task over a defined recent period. Do not compare individuals; total time by task and note missing records and variation ranges.
Responsible: Lead facilitator; Recorder; Participant support
Output: Actual working time by task
Handoff: Pass high-time tasks and deadlines to the responsibility-collision check.
This stage may be shortened only in accordance with the stated conditions.
33–71 minutes
Find collisions between responsibilities and deadlines
Method: Owner Deadline Collision Sort · 33–68 minutes. Transition: 68–71 minutes (3 minutes).
Place task cards in the work slots for responsible people and periods. Check overlaps in the same slot and record candidates for moving, sharing, reducing or deferring.
Responsible: Lead facilitator; Recorder; Participant support
Output: List of responsibility collisions
Handoff: Pass tasks requiring adjustment to the priority comparison.
This stage is not marked as shortenable.
81–144 minutes
Adjust priorities between constraints
Method: Priority Sliders · 81–141 minutes. Transition: 141–144 minutes (3 minutes).
Lay out lines with opposing conditions at their ends and mark current priority positions. For each task, select conditions to prioritise and conditions to concede, and separate proposals requiring confirmation by the responsible person.
Responsible: Lead facilitator; Recorder; Participant support
Output: Priorities and reallocation proposal
Handoff: Pass the reallocation proposal to the people responsible for each task and the person managing employment conditions.
This stage is not marked as shortenable.
What is retained and who receives it
Actual working time by task
Owner: Recorder
Examine actual conditions rather than plans, using common units.
List of responsibility collisions
Owner: Recorder
Make simultaneous overlaps, unassigned work and dependence on a single person explicit.
Priorities and reallocation proposal
Owner: Recorder
Show trade-offs between deadlines, quality, scope and workload.
Materials and setup
Material names, quantities, groups and handling instructions retain the fixed draft's original helper-derived guidance. Where a format is marked “Source material specification”, the entire bound English source material entry takes precedence over the old helper-derived format guidance. This format-only correction does not resolve other instruction or safety concerns. English names are not substituted into a Japanese-keyed lookup.
Everyday tools
- Calculator
Quantity: 1 per group
Format: A smartphone or computer calculator function, or a calculator already available
A smartphone calculator is acceptable. Place it where each group’s Recorder can use it.
- Pens
Quantity: 1 per person
Format: Dark broad-tip pens or whiteboard markers
Check that the ink flows and place the pens where participants can reach them. Avoid pale-coloured pens.
- Sticky notes for each person’s score on each judgement axis
Quantity: 1 per judgement axis per person; no more than 6 per person
Format: Sticky notes around 75 × 75 mm, or A4 copy paper cut into four pieces.
On each sticky note or paper slip, write the judgement axis name, your score from 0 to 10 and a one-word reason for that score. Write only one judgement axis per note.
- Sticky notes for agreed positions
Quantity: 1 per judgement axis
Format: Sticky notes around 75 × 75 mm, or A4 copy paper cut into four pieces.
Write “Agreed position” at the top. If using the same colour as individual score notes, draw a thick double border. There is no need to buy another colour; distinguish them with wording and borders.
- Dark writing tools
Quantity: 1 per person
Format: Dark broad-tip pens or whiteboard markers
Check that the ink flows and place the pens where participants can reach them. Avoid pale-coloured pens.
Sheets to prepare by hand
- Sealed individual slips for work, coordination and lower and upper bounds of rework
Quantity: 1 per person
Format: A4 copy paper
Create fields headed “Work”, “Coordination”, “Lower bound of rework” and “Upper bound” on one sheet. Write each heading in words rather than relying on colour alone.
- Table aggregating working time without identifying individuals
Quantity: 1 sheet per group
Format: Two A4 sheets placed side by side. Join them with masking tape if a larger surface is needed.
Divide the working surface into 5 fields: “Planned total working time”, “Sum of actual lower bounds”, “Sum of actual upper bounds”, “Number of non-responses” and “Range of difference from the plan”. Write each heading in words rather than relying on colour alone.
- Table for individuals to record time available for work over the next 14 days
Quantity: 1 per person
Format: A4 copy paper
Create a table with days 1 to 14 as rows and morning and afternoon as columns. Only the individual marks the half-day slots they can use for work. Do not write reasons or private-life plans, and do not create slots exceeding prescribed working hours.
- Worksheet for placing work across 14 days
Quantity: 1 sheet per task
Format: A4 copy paper
Divide the working surface into 6 fields: “Earliest start date”, “Deadline”, “Number of half-day slots needed”, “Person responsible”, “Work that must be completed first” and “Can it be split across multiple days?”. Write each heading in words rather than relying on colour alone.
- Cards separating responses to work exceeding capacity
Quantity: 3 of each type per group
Format: Sticky notes around 75 × 75 mm, or A4 copy paper cut into four pieces.
Write “Postpone”, “Transfer”, “Reduce scope” and “Escalate” on separate sheets, preparing the required number of each type. Distinguish types by their written headings even if the paper is the same colour.
- Horizontal-axis sheet
Quantity: 1 sheet per judgement axis; no more than 6 axes
Format: Two A4 sheets placed side by side. Join them with masking tape if a larger surface is needed.
Draw a horizontal line with 0 at the left end and 10 at the right end. Mark the 11 points from 0 to 10 at equal intervals.
- Table retaining decisions to accept or reject options and their evidence
Quantity: 1 sheet per venue
Format: Source material specification: One A3 or larger rationale-recording sheet per venue
Source-bound format display correction; the other fixed helper-derived guidance is unchanged.
Divide the working surface into 4 fields: “Option”, “Accept or reject”, “Evidence for the judgement” and “Conditions for review”. Write each heading in words rather than relying on colour alone.
Materials chosen for the session conditions
- Opaque collection envelope
Quantity: 1 sheet per group
Format: An existing opaque envelope, used only when sensitive information needs to be separated.
Use only to separate sensitive information. Write the type of contents and the role allowed to open it; do not put personal names on the outside.
Setup for each method
Actual Effort Tally
- Choose one completed task of the same type with a consistent deliverable scope, and planned total person-hours covering that same scope
- Explain that only the facilitator totals the individual slips, responding is voluntary, missing data are not treated as zero, and slips are returned or discarded after aggregation
Owner Deadline Collision Sort
- Limit the scope to work already agreed and the next 14 days
- Explain that only each person decides their available slots, without giving reasons, and no slots beyond prescribed working hours are placed
Priority Sliders
- One wall surface per venue, at least 150 cm wide, displaying parallel horizontal axes with 0 as low priority and 10 as high priority
- Seating where individual values can be written without showing one another, with at least 45 cm of working width per person
When to switch or stop
Fallbacks
- There are more than 20 work categories.
Group tasks with the same purpose and total the top 10 categories.
Method guide: Actual Effort Tally
Stop conditions
- Evaluation of individuals’ speed, ability or work attitudes begins.
- Remove individual identifiers and return to workload, deadlines and dependencies.
- People attempt to reduce statutory breaks, working-time conditions or safety conditions.
- Keep those conditions fixed and adjust other constraints.
Sources, rights and limits
This site has composed this programme’s purpose, method sequence, delivery instructions, roles, outputs and switching conditions. See each individual method page for that method’s sources and licences.
Original source records and their required notices are retained below. Their presence does not mean a new legal or cultural-safety clearance. Original citation titles are kept in their source language.
Sources and required notices for the 3 methods used
Actual Effort Tally
- 対話の譜面編集部による設計 — This description is original
- Source: Designed by the Taiwa no Fumen Editorial Team | This description is original
- Attribution: Taiwa no Fumen Editorial Team | This site’s text and illustrations
- Cultural caution: This manifest contains no structured cultural-safety assessment. Human checks are required for context, opting out of participation and power differences.
- Limits of this record: Only the notices displayed in the public YAML were transcribed. This does not assert that no individual rights exist.
Owner Deadline Collision Sort
- 対話の譜面編集部による設計 — This description is original
- Source: Designed by the Taiwa no Fumen Editorial Team | This description is original
- Attribution: Taiwa no Fumen Editorial Team | This site’s text and illustrations
- Cultural caution: This manifest contains no structured cultural-safety assessment. Human checks are required for context, opting out of participation and power differences.
- Limits of this record: Only the notices displayed in the public YAML were transcribed. This does not assert that no individual rights exist.
Priority Sliders
- Tim Beattie; Val Yonchev: Priority Sliders — CC BY 4.0 adaptation; changes made
- CC BY 4.0
- Source: Tim Beattie; Val Yonchev: Priority Sliders | https://openpracticelibrary.com/practice/priority-sliders/ | CC BY 4.0 adaptation; changes made
- Source: CC BY 4.0 | https://creativecommons.org/licenses/by/4.0/
- Attribution: Tim Beattie; Val Yonchev | Authors and contributors credited in the source material
- Attribution: Taiwa no Fumen Editorial Team | Japanese adaptation and this site’s original illustrations
- Changes and adaptation: Adapted with changes as Japanese facilitation scores
- Cultural caution: open-method screening complete: Closed, ritual or sacred cultural practices are not used as sources; opting out, sensitive information and power differences are addressed in each method’s limits and branches.
- Limits of this record: Individual contributors are credited. Text covered by CC BY 4.0 was adapted with changes into Japanese facilitation scores. Exception notices, the site logo and third-party embedded material were excluded.
Japanese resources and historical source records
Original Japanese plan and its print view · Japanese operation pack or starter materials
An English print edition is not provided here. The linked plans, print views and operation materials are Japanese resources.
Historical recorded publication holds
The following original hold statements are retained verbatim with their fixed source versions. They are not a statement of current acceptance, nor does this historical label resolve a source-specific restriction.
- English translation and rendered-page independent acceptance pending
- Method dependency source/text SHA binding and current source-specific rights verification pending
- Publication not cleared
Historical fixed-source and English-draft provenance
Japanese program SHA-256: a665d35626ee7ac679e947f469442630c835ac1ab036b59638477bc8ed237c7d
Fixed source context SHA-256: ad3cbf27872b3da0b21c1446701fadb21502bde41cdc2aaf5e03ecfb4dca63de
English draft SHA-256: bc096619987921f4db0d5eadf98c00bb98839f1aa7b6f20c57a387741f010392
- actual-effort-tally: source
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a690cd025f55bcc31a171289e3d437c2a344b8742f3ee87790d4ba00cd5b2397; English draft0874e4e0e9ffd8522c576d039a4f2e5ff329665d299028f6d64fc590bc6ffc0f - owner-collision-sort: source
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These hashes identify the checked inputs; they do not grant independent acceptance or publication clearance.