Housing & Urban Development Department

Government of Tamil Nadu

Workshop on

Keys to strengthen Coordination and Collaboration

Inclusive Cities Partnership Programme (ICPP) | ஐ.சி.பி.பி.

10-11 April 2018 | Coimbatore, Tamil Nadu

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ImprintPrepared by:

Deutsche Gesellschaft für Internationale Zusammenarbeit

(GIZ) GmbH

Registered offices:

Bonn and Eschborn, Germany

B-5/2, Safdarjung Enclave, New Delhi 110029

T: +91 11 49495353

F: +91 11 49495391

I: www.giz.de/india

Responsible:

Tanja Feldmann

Project Director

Inclusive Cities Partnership Programme (ICPP)

E: tanja.feldmann@giz.de

Authors:

Aparna Das and Arpan Mazumder

Training module design and Facilitation:

Stefan Gebert, Auroville

Report design:

Friederike Thonke

GIZ India is responsible for the contents of this publication.

New Delhi, India, May 2018

Abbreviations

Executive summary

Background of the workshop

Objectives

Workshop Day 1: Identifying the key principles of

successful collaboration in the participants´ work

environments

Opening Session- Setting the context

Opening addresses

Input: Problem focus vs. Appreciative Inquiry

1. Exercise: Success stories of collaboration

2. Exercise: Identifying the root cause for success in

collaboration

3. Exercise: Deriving evidence-based principles of

collaboration as guidance for communication

Input: 3 levels of communication in organisations

Workshop Day 2: Applying collaboration skills to the

identified principles of success

Input: Basic human needs (Qualities)

4. Exercise: Distinguishing human needs from the

actions we take to meet the needs

5. Exercise: Role Play: Applying the skills that bring

the principles of collaboration to life

6. Exercise: Using the three spheres of listening

What is important for the way forward?

Participants´ feedback

Organisers feedback and thoughts

Way forward: Development and conduction of the

training module through TNIUS

Proposed process and time-line

Annexures

Annexure 1: Agenda

Annexure 2: List of participants

Annexure 3: Questions of Exercise 1

Annexure 4: Human needs- Universal qualities

Annexure 5: Feedback form

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Contents

List of Abbreviations

AI Appreciative Inquiry

BLC Beneficiary-led Individual House Construction

CCMC Coimbatore City Municipal Corporation

CMDA Chennai Metropolitan Development Authority

DTCP Department of Town and Country Planning

GIZ Deutsche Gesellschaft für Internationale

Zusammenarbeit (GIZ) GmbH – German

Development Cooperation

GoI Government of India

GoTN Government of Tamil Nadu

HfA Housing for All

H&UDD Housing and Urban Development Department

ICPP Inclusive Cities Partnership Programme

MD Managing Director

PMAY Pradhan Mantri Awas Yojana

SPC State Planning Commission

TNHB Tamil Nadu Housing Board

TNIUS Tamil Nadu Institute of Urban Studies

TNSCB Tamil Nadu Slum Clearance Board

ULB Urban Local Body

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GIZ- Inclusive Cities Partnership Programme (ICPP) is

working closely with the Housing and Urban Development

Department (H&UDD) and Tamil Nadu Slum Clearance

Board (TNSCB), Government of Tamil Nadu (GoTN), for

formulating a State Urban Housing and Habitat Policy

(SUHHP), and in implementing select components of the

Pradhan Mantri Awas Yojana (PMAY)- Housing for All

(HfA) mission, including its linkages with urban planning.

Implementation of such a large scale housing programme,

and the forthcoming projects on sustainable development of

smart cities for the city of Coimbatore involves a diverse set

of stakeholders. Besides technical skills and knowledge,

effective communication and cooperation among this diverse

group holds the key to success.

In this regard, a two-day multi-stakeholder workshop was

organised by ICPP in partnership with H&UDD and Tamil

Nadu Institute of Urban Studies (TNIUS) at the TNIUS

campus in Coimbatore on 10-11 April 2018.

The objective of the workshop was to explore and practise

principles of communication to foster coordination and

cooperation among the stakeholders. The learnings and

experiences are envisaged to form the basis for a training

module at the state level which is planned to be executed by

TNIUS.

Executive Summary

5

This exploratory workshop witnessed participation from a

wide range of Government organisations, including Dr.

Sugato Dutt, Head- Land Use, State Planning Commission

(SPC), and senior officials from the Department of Town and

Country Planning (DTCP), Coimbatore City Municipal

Corporation (CCMC), Madurai Municipal Corporation,

Directorate of Town Panchayats (DTP), Tamil Nadu Housing

Board (TNHB) and TNIUS.

ICPP team was led by Mr. Arpan Mazumder (Technical

Expert). The workshop was moderated by Mr. Stefan Gebert,

certified trainer, facilitator and leadership coach in

organisational change and personnel development, based in

Tamil Nadu.

Day OneThe first day of the workshop comprised a plenary session

with a panel discussion, followed by two sessions on success

factors and principles of collaboration.

Ms. Dhanalakshmi welcomed the delegates, gave a brief

introduction about TNIUS (course, facilities, faculty, etc.), and

set the context for the workshop. Dr. Dutt shared some

enlightening examples of successful collaboration from his

career, highlighting the significance of inter-departmental

coordination and communication with stakeholders and

beneficiaries.

The participants were then involved in a “Micro Lab”, an

exercise that gave all participants the opportunity to get to

know each other, share their inspiration to work in their

respective fields/departments, and also express their concrete

expectations/takeaways from this workshop.

Subsequently, the facilitator provided inputs regarding the

concepts of WHAT – HOW – WHY and ‘Appreciative

Inquiry’ (AI, identifying positive learnings from past

experiences of collaboration) to set the thematic framework of

the workshop. The participants conducted their personal AIs

to distil the narratives of their collaborative highlights in their

careers. The post-lunch session was utilised to identify root

causes for these collaborative moments of success, which were

then translated into evidence-based principles of collaboration.

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Day TwoOn the second day, collaborative skills were conveyed and

applied to the identified principles of successful collaboration.

Firstly, universal basic human needs were established,

followed by an exercise of distinguishing them from the

actions that humans choose to take in order to meet these

needs. Thereafter, listening skills as a crucial aspect of the

identified principle of “Clarity in Communication” were

applied by distinguishing between 3 spheres of listening to a

message (listening to Facts, Needs, and Feelings). After a brief

post-lunch energiser, pitfalls of communication were

discovered that occur when messages are conveyed, and

possible ways of avoiding these in the office context.

At the closure of the event, feedback was gathered from the

participants. Certificates were distributed to the participants.

The consensus was that the concept of the workshop was not

only new and refreshing, but also highly relevant for day-to-

day professional activities.

Ms. Dhanalakshmi appreciated the initiatives taken by ICPP

for creating a platform to strengthen collaboration and

coordination. She expressed her excitement in seeing the level

of enthusiasm and commitment shown by all participants

throughout the workshop. She also assured that TNIUS has a

strong interest for this module to be developed for training of

Government officials on a wider scale.

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Ministry of Housing and Urban Affairs (MoHUA) and

Deutsche Gesellschaft für Internationale Zusammenarbeit

(GIZ) GmbH are jointly implementing the “Inclusive Cities

Partnership Programme” (ICPP) in the framework of Indo-

German Technical Cooperation. ICPP works closely with the

two partner States, Odisha and Tamil Nadu, in implementing

select components of the Pradhan Mantri Awas Yojana-

Housing for All (PMAY-HfA) mission, with focus on

Beneficiary-Led Individual Housing Construction/

Enhancement (BLC) and the development of city-wide action

plans (Housing for All Plan of Action plus).

In Tamil Nadu, ICPP is additionally supporting the

formulation of a State Urban Housing and Habitat Policy

(SUHHP). The project has also collaborated with TNIUS for

the development of training modules on BLC and HfAPoA+.

HfAPoA+ is an integrated planning approach with focus on

the provisioning of affordable housing and basic services,

considering the housing sector as a whole.

To ensure sustainable and environment-friendly development,

close coordination between a wide range of stakeholders is

necessary. On one hand, there is the requirement of a sound

technical know-how that ensures adoption of innovative

approaches. On the other hand, soft skills are required to

foster trust and collaboration between departments. Potential

disconnect between different stakeholders due to varied

objectives, rules, and priorities delay/disrupt the process of

development.

Against this backdrop, a multi-stakeholder workshop was

organised by ICPP in partnership with H&UDD and TNIUS

on 10-11 April 2018 at the TNIUS campus in Coimbatore. A

similar workshop was organised in November 2017 in

Chennai. Findings from these workshops shall fed into the

preparation of a training module on soft skills, to be jointly

developed by TNIUS and GIZ.

Background of the Workshop

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The workshop was organised to explore the principles for

strengthening coordination and collaboration based on the

participant’s experiences in their respective work

environments. Suitable tools of effective communication to

offer ways of successfully applying these principles of

collaboration in the everyday work context were also

introduced/practised.

Through the concept of ‘Appreciative Inquiry’ (asking for

what is working well already), successful daily life situations

and processes were analysed to derive principles that enable

individuals and teams to create WIN-WIN outcomes in

collaboration.

In addition, the concept for development of a training

module on soft skills was discussed, which would be up-

scaled later on at the State level. The module is envisaged to

be developed and then disseminated by TNIUS, and is

expected to create a platform for interaction between State

agencies, private sector, academia, and practitioners in the

urban sector.

Objective

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Opening Session - Setting the Context

The facilitator of the event, Mr. Stefan Gebert, welcomed all

the participants from the partner agencies to the two-day

workshop. To initiate a meaningful discussion, he introduced

the thought-provoking concept of WHAT – HOW – WHY.

The underlying philosophy of this concept is that interactions

among organisations are often held with strong focus and

clarity on WHAT needs to be done, and HOW it can be

achieved. However, in the due process, the underlying

question: WHY it is being done is not addressed.

He emphasised that the conversations in the workshop

would be held to shift the focus to WHY, which keeps the

participants connected to the core meaning and intention of

what is to be achieved. Furthermore, it allows to inquire if the

outcomes of the workshop inspire to initiate positive change.

Opening AddressesMs. Dhanalakshmi, Deputy Director of TNIUS, welcomed

all the delegates, and expressed her deep gratitude towards

the support extended by the State Government officials and

ICPP team in organising the event. She conveyed her

appreciation and happiness about the opportunity to be able

to pick up the crucial yet unexplored topics such as

coordination and collaboration, and to be able to work

together in this exploratory workshop.

She then gave an overview of the functions, achievements,

and facilities at the TNIUS campus, and urged all the

participants to engages in the new training methods and

contents with openness and enthusiasm.

Workshop Day 1Identifying key principles of successful

collaboration in the participants’ work

environments

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Dr. Sugato Dutt, Head of Department (Land Use), SPC,

inaugurated the workshop by lighting the lamp and

welcoming all the participants. He began his address by

providing an overview of the urban development in India

that is currently taking place in the country.

Mr. Dutt informed the gathering about the numerous

achievements of the State Government in the past decades,

and lauded the contribution of the specialists in the fields of

agriculture, industry, and economic development. He then

reflected upon the need for generalists, individuals who

understand the macro picture. He stated that it would indeed

be a daunting challenge for all the government departments

to cater to the basic needs of the increasing urban population

in the near future. The necessity for all the stakeholders to

work together is immediate. In order to make operations

efficient, communication and collaboration skills have to be

enhanced, both at the intra-departmental level and between

the various departments.

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The proceedings of the workshop started with an ice-

breaking session/exercise called “Micro Lab”, where the

participants got introduced to each other on a personal level.

Simultaneously, the participants gathered in groups of 3-4 to

discuss about best aspects of themselves, their institutions,

and the most enjoyable moments of effective cooperation

experienced in their career.

After the exchange of personal information related to work

and past successful collaborations in an engaging and

informal manner, Mr. Gebert introduced “Appreciative

Inquiry” as the conceptual background of this exercise, and

gave an overview of the coming exercises.

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The first input provided by Mr. Gebert focussed on the

habitual way, wherein humans often approach challenges as

problems. He introduced the approach of ‘Appreciative

Inquiry’ (AI) as a way of focussing on what is already

working well, and the opportunities to build on this positive

core. The background is that people are better able to meet

their challenges creatively by defining and using their

strengths, instead of spending a lot of time defining deficits

and trying to “rectify” them. Organisations and the people in

them do not need to be “fixed”, but instead affirmed, so that

they can build on the resources and skills they already have.

The picture below outlines how AI differs from a traditional

problem solving process.

In this workshop, the concept of AI was utilised to inquire

about the already successful examples of collaboration that

each participant has experienced. The particular exercises and

steps to achieve the envisaged outcomes are described in the

following pages:

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INPUT:Problem focus vs. Appreciative inquiry

EXERCISE 1WHAT? Success stories of collaboration:

Mutual appreciative interviews

WHY? The objective of this exercise was to connect all

participants with the successes in collaboration that each

person has actually already experienced. It was aimed at

increasing everyone´s confidence, and to explore possibilities

of expanding these positive examples into their current

workplaces.

HOW? Groups of three people were formed to conduct

appreciative interviews. These interviews brought out the

“best in people and organisations”. The exercise provided

opportunities for people to share their enjoyable experiences,

and to express the motivational factors in their work. They

ignited curiosity and the spirit of learning, and thereby moved

into the space of thinking about positive possibilities for the

future.

The questions for this interview were designed around the

affirmative topic of “collaboration” (refer Annexure 3).

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EXERCISE 2WHAT? Identifying the root cause for success

in collaboration

WHY? One of the most effective ways of using qualitative

AI data is to analyse it for success factors, and map the root

cause for success. Based on the findings, ‘Key principles of

success’ were formulated that are based on real experience

(refer Exercise 3).

HOW? In this exercise, the participants shared their

narratives of collaborative success in a bigger group, and

reflected on the main factor(s) for success.

Some examples of success stories that were shared: A flood

rehabilitation project in Chennai with housing and basic

services components, execution of a programme to avoid

spreading of Dengue, an intervention to turn encroached

temple land into an affordable housing site, and the provision

of housing for homeless people in Coimbatore.

EXERCISE 3 WHAT? Deriving evidence-based principles of

collaboration as guidance for communication

WHY? The objective of this exercise was to derive

“Principles of successful collaboration” (based on the above

examples) that usually guide communication. With the help

of these principles, it is possible to identify particular

dynamics and behaviours that can be supported to increase

the possibilities, benefits, and sustainability of collaborations.

HOW: Group discussions were held to analyse the root

causes for successful collaboration distilled from the

examples in Exercise 2, which led to the formulation of

concise principles.

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Mr. Gebert introduced a perspective of the three different

levels of communication that take place within organisations:

1. Intra-personal level (assumptions, beliefs, intentions of

individuals)

2. Inter-personal level (around the meaning that is created

in human interaction)

3. Organisational level (visible as statements, decisions,

policies, processes, formal structure)

All principles developed for successful cooperation (see next

page) are valid and can be applied on all the three levels:

intra-, inter, and organisational level.

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INPUT:Three levels of communication in

organisations

Identified principles of successful

collaboration

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INPUT: Human needs (Qualities)

Human needs (i.e. qualities we life for) are the primary forces

of life that drive all human beings.

Truly understanding the needs (own and well as others) helps

to co-exist and collaborate in ways that consider everyone´s

requirements (WIN-WIN). By enhancing the skills of

identifying needs (refer picture below and Annexure 4), it is

possible to choose responses/actions, and increase the ability

to respond in a way that cares for everyone´s needs (in a way

that works for everyone), even in charged situations.

Workshop Day 2Applying collaboration skills

to the identified principles of success

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WHY? Behind every action and judgement, there is a human

need. By establishing a way/perspective to look at every

(time-place-person) specific action and thereby realising the

underlying human needs, it is possible to observe the

common ground on which needs are based. All actions

reflect strategies to fulfil human needs. Identifying the need(s)

behind the action(s) is key to devising alternative actions that

also meet the needs of both parties.

Finding ways to consider the needs of the two parties allow

to collaborate through actions that work for both.

HOW: Mr. Gebert initiated the discussion on identification

of underlying human needs by asking questions related to

actions. The first question was WHY each individual is

attending this workshop. While some participants admitted

that they were asked to participate by their superiors (needs

for safety, belonging, and acceptance), the underlying

motivation/need of most of them was for “learning” or

“participation”. Participants were also asked whether they

always answer all the e-mails they receive. Responses were

mixed. During the following discussion, it became clear that

both ‘YES’ and ‘NO’ responses were based on the same

underlying needs: Choice, Self-expression, and Contribution.

EXERCISE 4WHAT? Distinguishing human needs from

actions taken to meet the needs

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EXERCISE 5WHAT? Using the three spheres of listening

WHY: As a core principle of collaboration, the group had

identified the importance of having clarity in communication.

In order to avoid listening that is focused on what is already

known or assumed, and in order to connect with the person

who speaks in a way that she/he is fully understood, it is

advised to go for comprehensive listening, which is

supportive, and addresses three different levels.

HOW: While listening, three different levels and angles are

consulted:

a) Listening only for facts that are being conveyed

b) Listening for the current experience that the person has

in relation to the facts (feelings)

c) Listening for the underlying essence of what is important

to the person (human needs)

The participants were split into groups of four. The first

person had the task of telling about an experience in the

workplace. The other three were requested to listen, wherein

one person focussed on facts, another on feelings conveyed,

and the third person concentrated on understanding the

underlying needs. Thereafter, the three listeners were asked to

summarise what they heard (reflecting back) through

addressing question to the person who told the story.

It was established that, for the speaker, the practice of

reflecting back on what has been heard, was valuable in order

to be reassured that what had been shared was actually in

congruency with what had been received. And if not, the

practice of reflecting back made it possible for the speaker to

correct what had been understood differently. Speakers also

expressed that being understood for the feelings (b) and

needs (c) was often much more of value than knowing that

the listener had heard all the facts correctly. It also helped the

speakers to gain clarity on what was shared, and to develop

practical solutions/steps.

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Examples of what was reflected back to the speaker:

Facts listener: “I heard that the meeting this morning was

supposed to start at 10am, and had been scheduled for 1

hour. You left the meeting at 12pm since the discussions

took way longer. You managed to share all the slides you had

prepared with the Secretary… Is that correct?”

Response speaker: “Mostly correct, just that the meeting was

over at 1pm and we did not manage to show some slides…”

Feelings listener: “I heard that you were first a bit

apprehensive about the scheduling of the meeting knowing

that there was only 1 hour of time. And that you gained

confidence during the meeting and felt relieved that the

Secretary listened to the point that you wanted to share,

right?”

Response speaker: “Yes, I was actually quite relieved, and

positively surprised during the conversation…”

Needs listener: “To me it seems that it was important for you

that you could be understood for what you were planning

and that the purpose became clear? And that the

conversation was meaningful for both sides?”

Response speaker: “Yes, especially the meaningful

conversation was important for me. The exchange was

straight forward and we know what the positions are…”

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EXERCISE 6What: Route of a message− Observing human

brains in deducting and adding information

WHY: During communication, all interacting individuals

operate from an imagination that their brains hold. Often

while conveying messages, these imaginations differ, and

hence lead to misinterpretation of communications. In the

end, it is found that the original information/communication

is actually different than what is conveyed. This exercise was

intended to create a live and observable experience of the

above-mentioned phenomenon, and to showcase ways of

minimising such misunderstandings.

HOW: Five volunteers were asked to leave the room. Mr.

Gebert drew a picture of a person on the flipchart, and

explained to the group about the specifics of the drawing,

particularly about the aspects that might seem unexpected to

the viewers (e.g. the square with a flower that partially hides

the face of the person). After the clarification, the first

volunteer was asked to enter the room. Mr. Gebert showed

the picture, and also explained the specific details of this

picture. He then asked the first volunteer to familiarise

herself with the picture, and to describe the same to the next

volunteer entering the room. The picture itself was removed

after the first volunteer had familiarised herself with it.

Similar to a “Chinese Whisper” game, the following

volunteers were then asked to enter the room one by one.

Each volunteer would hear about the picture and its details

from the previous volunteer. The whole group that was in the

room was able to witness how the information got lost on

the way.

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Briefing the first volunteer on the

characteristics of the picture

First round of conveying the

information to the next volunteer

Last round of conveying the information Last volunteer recreating the

picture after hearing the description

During the process, the observers in the audience witnessed

that the persons conveying and receiving the messages hardly

reconfirmed with each other what the receiving person had

understood, and if there were any difference in

understanding. Furthermore, it was noticed that at various

points of time, when the facilitator moved closer to the

conversing persons (which was intentional), the conversation

was suddenly cut short, and the focus of attention shifted

from the message being conveyed to the facilitator.

Original drawing (left) and the drawing

that was produced after the information

had been conveyed via 5 persons (right)

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Participants´ feedback The quantitative and qualitative feedback received from the

participants in the forms of verbal feedback round and

written form (refer Annexure 5) indicates how people

benefitted from the deliberations, and also what might need

to be adjusted for translating this training into a

comprehensive training module.

Quantitative feedback5 selection options: totally disagree, partly disagree, neutral,

partially agree, totally agree

What is important for the way

forward?

50%40%

10%

Constructive atmosphere among participants

Totally agree Partly agree

Neutral

100%

Working & learning methods: inclusion of own experiences and examples

Totally agree

80%

20%

Content relevance &transfer possibilities

Totally agree

Partly agree

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“The Workshop taught me about the communication skill

to communicate with the People. How to address , respond

to the grievance of people in a polite manner”

(Mr. E. Karthikeyan , CCMC)

“Workshop has given new energy to the

participants, people are happy and

refreshed. Feel proud to host it in TNIUS.

(Ms. Dhana Lakshmi, DD, TNIUS)

I want to thank my organisation to be allowed

to attend this workshop. If it continues it

would be very helpful for our organisations.

(Mr. Mathivanan, DTCP)

“Techniques to develop better communication in the workspace and give

moral support to the subordinates to manage their personal work and the

official duties”

(Mr. Sethupathy, CCMC)

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Organisers’ feedback and

thoughts

This second workshop was crucial in connecting prior

observations and assumptions with the participants´

experiences, and jointly formulating the principles of

collaboration on a grounded theory. The results from

this workshop in Coimbatore would be combined with

the experiences from the previous workshop in Chennai

held during 09-10 November 2017.

The means that were chosen to make the experience

“thoda hatke” (bit different) have been helpful

(participants opening up, sharing their experience, being

encouraged to speak in their native language, etc.). In

the future, more options to deepen the experience can

be integrated, e.g. with regard to the learning spaces in

which participants connect with each other, building

trust in the process.

Encouragement of the high ranking officer, and the

positive feedback of all the participants strengthened

the intention of making enhanced collaboration real.

Way forward: Development and

provision of a training module through

TNIUS The proposed State training module aims at creating lasting

experiences that share new perspectives and practical

approaches towards increased collaboration at each

participant´s workplace.

TNIUS, having several decades of experience and being the

premier State-level training institution mandated to conduct

training course for topics connected with urbanisation, is the

ideal authority to lead the development and the provision of

such a module.

It is envisaged to develop the module in collaboration with

various stakeholders. The specific contents shall be based on

the experiences and principles developed during the two

exploratory workshops.

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Let’s get started!

TNIUS & GIZ TNIUSGIZ

Technical support by GIZ under SUD-SC

City Network

Preparation of structure of the module

Discussion with key

stakeholders

Discussion of content

Finalised structureof Task Force

Finalised module

Initial 2 workshops on keys to collaboration

Training of Trainers & test trainings

Roll out of regular trainings

The first step of conducting two exploratory workshop (Nov

2017 in Chennai, and April 2018 in Coimbatore) has been

taken. The module is planned to be prepared in a way that

potential future trainers can be involved in the development

process. The explicit goal is that the future trainers will

deliver the full content in Tamil (local language). The module

will be flexible enough to be audience-driven, as the needs of

the audiences vary with respect to the participants´

backgrounds, roles and everyday responsibilities.

The keys to collaboration are simple, and, at the same time,

require practice to be applied in various challenging

situations. A training will be most effective when deepening

of the learnings can be ensured over a longer period of time.

Therefore, it is proposed that the trainings are rolled out by

TNIUS.

In this regard, it is additionally envisaged to establish a city-

to-city network in Tamil Nadu and other interested State(s),

which will leverage on the developed principles, and will

create a knowledge and exchange platform for individuals

and institutions.

Proposed process and timeline

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Annexure 1: Agenda

Annexures

DAY 1: Identifying key principles of successful

collaboration in the participants´ work environments

Time Contents/Key questions

09.00 –

13.00

Session 1: Appreciative inquiry

• What factors have shaped our biggest successes in

coordination and collaboration?

• What do these experiences tell us about our

strengths working in synergy?

• Thinking of the complex challenges we are facing,

how can we apply and even strengthen our root

causes of successful collaboration in the future?

(approx. 10:30 tea/coffee break)

13.00 Lunch Break

14.00 –

17.00

Session 2: Courage to collaborate

• What are principles of collaboration that inspire us?

What principles do we prefer, what is new?

• How can our preferred principles enhance our daily

work?

(approx. 15:30 tea/coffee break)

17.00 End of Workshop Day 1

DAY 2: Applying collaboration skills to the

identified principles of success

Time Contents/Key questions

09.00 –

13.00

Session 3: Practices of effective communication

• What are applied practices of effective

communication that can deepen the impact of our

technical solutions?

• Why and how can these practices function best in

my work environment?

(approx. 10:30 tea/coffee break)

13.00 Lunch Break

14.00 –

17.00

Session 4: Causing WIN-WIN

• Where and why in my work could an increase of

WIN-WIN outputs be beneficial?

• How can we lead interactions towards WIN-WIN

outputs, step by step?

(approx. 15:30 tea/coffee break)

17.00 End of Workshop Day 2

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Annexure 2: List of Participants

Name Designation Organisation

Dr. Sugato Dutt, IFS HOD (Land use) State Planning Commission

Mr. C. Mathivanan Assistant Director

Directorate of Town and

Country Planning (DTCP),

Chennai

Mr. S. Subramaniam Assistant Director DTCP, Coimbatore

Mr. K.G. Nanjappan Executive EngineerTamil Nadu Slum Clearance

Board

Ms. I. SumathiAsst. Executive

Engineer

Tamil Nadu Housing Board

(TNHB)

Ms. N. Thilagavathi Asst. Engineer TNHB, Salem Housing Unit

Mr. K. Saravanan Municipal Engineer Kancheepuram Municipality

Mr. A. Babu Asst. Engineer

Coimbatore Municipal

Corporation

Mr. B. PrabhakaranAsst. Executive

Engineer (Planning)Mr. K. Manikaran

Mr. P. Subramaniam

Mr. K. MailerinathanAsst. Engineer

(Planning)

Mr. E. Karthikeyan Asst. Draughtsman

Ms. A. Sangeetha Asst. Draughtsman

Ms. Shanthi Nirmala BaiAsst. Town Planning

OfficerPollachi Municipality

Mr. V. Arumitham Asst. Engineer

Mr. K. Parthiban Municipal Engineer

Mr. R. Balaiah Executive Engineer Madurai Corporation

Mr. S.K.Supanthy Asst. Engineer

Mr. S. Selvaraj Executive Officer

Ms. Dhanalaxmi Deputy Director Tamil Nadu Institute of

Urban StudiesDr. N. Muthusamy Faculty

Mr. Stefan Gebert Facilitator Full Circle CFC

Mr. Ramachandra Panda Technical Expert

GIZ-ICPPMr. Arpan Mazumder

Jr. Technical ExpertMr. Adwitiya Patro

Mr. Kishore Kumar Consultant

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Annexure 3: Questions of Exercise 1

You have approx. 30 min. per person to go through this

mutual interview. While you are interviewing the other

person, please take notes (readable) for your partner. Both

interviewer and interviewee: Please focus on the best

highlights of your experiences so that we can cover all

questions!

1. Please tell me the bestest of the best about a time when

your organisation was at its collaborative best, you

together delivered on a project or task and felt most

energised, most involved and valued when collaborating

also with other organisations. High trust was to

overcome even the most challenging aspects and the

pleasure and pain of collaborating made you grow as an

individual and an organisation.

• What was the situation and what happened

(highlights)?

• What did you and your organisation do to work

through the different conflicts?

• What did you and your organisation do to build and

keep trust?

• What measures was the organisation able to take as a

result of everyone´s contributions?

• What was your learning on how collaboration can be

most powerful?

2. All of us find ourselves participating in groups in which

we thrive on understanding and harmony, in which our

contribution is seen and we find high acceptance for

others’ experiences even in times of differences in

opinion. This could be in our jobs, community, in leisure

time, with relatives, in spiritual groups etc. Share with

your partner the bestest of the best of a story when you

did all that was in your power to foster the connection

and collaboration in the group, even though the

circumstances were extraordinary. You found deep

courage within yourself to stand up for the collective.

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• How did you support?

• What connected you so deeply?

• What pushed you to find the courage and resources?

• What did you, the person and other people feel later

on?

• What did you discover about your strengths at that

time?

3. Without feeling humble, tell your partner what you are

really proud of

• Yourself

• Your team

• Your organization

4. If you had a magic wand, what would be your 3 wishes

for an improved collaboration in your daily work?

1)

2)

3)

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Annexure 4: Human Needs – Universal Qualities

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Annexure 5: Feedback Form

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