HR – How to Prepare for a DOT Workshop as a Facilitator

Set up filters in TeamScan: Only display relevant team members. Avoid showing anyone’s own ProfileScan or their manager’s.
Practice navigating the platform: Be comfortable opening and editing notes, viewing ProfileScans, and managing TeamScan.
Plan logistics: Schedule sessions with 3–5 managers, up to 25 profiles per session, lasting about 2.5–3 hours including breaks.

Consult our dedicated article to plan your DOT meetings more efficiently.
Clarify the workshop goal: Build shared mental images of team members’ personas and define individual development plans.

Keep a consistent rhythm: Allocate roughly 7 minutes per profile.
Follow the 6 golden rules of collaborative DOT meetings:
1. Read the persona aloud.
2. Confirm that managers recognize it.
3. Capture positive observations.
4. Collect specific input on development actions.
Make roles explicit: Assign one facilitator, one note-taker, and one person to navigate the platform.

Summarize outcomes and next steps: Share results so managers know how to use them.
Plan follow-up sessions: Review progress and adjust development plans—these can be scheduled up to 6 months in advance.

Open filters: Go to the Select Filters area in TeamScan.
Limit by manager: Use the “Managed By” filter and select the manager(s) whose teams you want to review, so only their direct reports appear.
Exclude sensitive profiles: If a manager and their direct report are in the same session, use the “Exclude Someone” filter to remove the direct report(s). This ensures no one sees their own or their manager’s ProfileScan.
Save for reuse: Save your filter setup to quickly reload it for future DOT workshops.

This article will guide you through everything you need to know to prepare, run, and follow up on a DOT workshop effectively. You’ll also learn how to set up filters in TeamScan so you can focus on the right profiles and ensure a smooth, productive session.