But a domain model must be owned by both the domain and technical experts on the project for it to realize this value. I have utilized the following facilitation technique, borrowed from Feature Driven Development, to achieve this ownership on several of my projects. It was originally designed for Domain Modeling, but the techniques would equally add value to any form of workshop.
- Identify a facilitator. Yes, cliche, but also amazingly too often overlooked. Choose the facilitator wisely. They should not get dragged into the technical debates, and shouldn't be afraid to call time. Keeping the meetings moving is critically important.
- Identify a documenter. Encourage all of the participants to jot down points throughout the workshop - it's the documenters job to collate and distribute these at the end of each day. Focus on decisions and actions, backed up with justifications. Include lots of photographs - it is amazing how unifying their inclusion makes the process. The documentation should be released by close of business on each workshop day.
- Keep the numbers balanced and low. It's of course important to ensure the appropriate stakeholders are represented in the workshop, but the key word is represented. Too many active participants in a workshop will grind its productivity to a halt. I've found that between 4 and 8 people tends to work well. Keep in mind that the workshop participants should also include appropriate representation of the domain experts and the key technical implementers. As close to 50:50 as you can orchestrate the better.
- Choose your location carefully. Pick spacious, quiet and light rooms. Come prepared with appropriate equipment. Ideally choose a location that's outside the team's usual working location. You want to encourage full participation without distractions.
- Define team norms as a team. (And make sure "have fun" is on the list!). Don't knock this one until you've tried it. Asking the team to define their own norms is an excellent way to ensure all team members adhere to the ground rules. Punctuality? Mobile phones? When is lunch?
- Take lots of planned breaks, and finish early. Done properly such workshops are amazingly exhausting. On top of this, the team bonding experience of the breaks is perhaps almost as important as the workshops themselves. Make sure you finish the workshops early each day. I often finish them at lunch time. It's important to ensure the participants have time at the end of each day to take care of business as usual activities, and that the documenter has time to compile the days results. Morning are usually ideal for modelling - people seem to be fresher.
- Reach consensus on issues. Yes in an ideal world the entire project team would immediately and unanimously agree to each decision, but this isn't an ideal world and humans are good at arguing. It's a good idea to give one person, perhaps the project's solution architect, the ultimate veto on decisions. Coming to consensus is a commitment from the team that, even if they don't 100% agree with the selected approach, that they'll at least live with it. Once a consensus is reached it's final. The last thing the project needs is for the same resolutions to be requestioned in a corridor three days later by a subset of the participants.
- Foster diversity. A commonly used Feature Driven Development technique is to break the larger group into two or three subgroups (ensuring domain and technical representatives remain in each subgroup) and ask each to model the same problem space concurrently. After a set amount of time each subgroup resents and the group as a whole drives towards a common single solution. This may mean accepting one of the subgroup solutions entirely, or it may mean merging components of each.
- Keep a "Parking Lot". I've seen the same technique referred to by many names. Essentially it's a team maintained list of topics that need to be closed out by the end of the workshops. It provides a mechanism to capture ideas as they're generated by the team without interrupting the currently flow of activities.
- Pulse check progress. At the end of each day ask for feedback. What's working, what could work better? Is the room too hot? Were the brainstorming sections long enough? This feedback loop can massively improve the experience and end result.
Formalizing the domain model within a workshop process provides a very useful metric. For every week you spend in workshops defining the domain model you can expect a ramped up development team to spend three weeks building the content. So if it takes you four weeks to lock down a domain model for a project that needs to be finished the build phase within the next two months, you should probably take another look at the scope, or the time-line.