Match and Mix Action Plan

Choose this exercise

Purpose: Draft and synthesize action plans that address divergent stakeholder needs for a shared goal.

Use it when: Use when an initiative affects distinct stakeholder groups and participants need to understand separate group priorities before making a unified proposal.

Skip it when: Skip when the group has fewer than nine people, when all participants already share a single functional role, or when simple consensus polling is sufficient.

Group arrangement: Two-phase matrix grouping: first in matched letter teams (3 to 6 people per team), then in mixed number teams (typically 3 to 5 people per team, with isolated leftover numbers pairing into existing groups).

Timing: Source specifies 30 to 60 minutes with two 9 to 10 minute working rounds; formatted here as a 42-minute run sheet.

Materials and tools

• Team allocation index cards (one per person, pre-marked with a letter and a number, e.g., A1, B2)
• Lined scratch paper (1 pad per table)
• Pens or pencils (1 per person)
• Flip chart paper (1 sheet per numbered team)
• Felt-tipped markers (1 per team)
• Painter tape (1 roll)
• Large whiteboard or front easel flip chart for consolidation
• Countdown timer

Before participants arrive

1. Count participants and use the allocation table to prepare exact letter-number cards (e.g., for 12 participants: A1 to A4, B1 to B4, C1 to C4).
2. Set up tables with chairs, scratch paper, markers, and pens.
3. Prepare a front whiteboard or flip chart easel for master consolidation.
4. Write the central goal and assigned stakeholder roles on a visible front board.

Say this to open

Today we are drafting action plans for a common goal from multiple viewpoints. You will hold two roles. In round one, your letter group designs a proposal focused strictly on your assigned stakeholder group. In round two, your number group brings those perspectives together into one practical plan.

How to run it

1. Brief and form matched teams 5 minutes

   Distribute one allocation card to each participant. State the common objective clearly, such as rejuvenating professional society membership. Instruct everyone to gather at the table marked with their card's letter (Teams A, B, C, etc.). Announce each letter team's stakeholder role from the posted roster.

2. Draft matched stakeholder plans 10 minutes

   Teams brainstorm actions that best serve their assigned stakeholder group's specific priorities. One person records the team's top proposals on scratch paper. Give a one-minute warning at minute 9, then stop work at minute 10.

3. Regroup into mixed teams 3 minutes

   Instruct participants to leave their letter tables and regroup by the number on their card (Table 1, Table 2, Table 3, etc.). Hand one sheet of flip chart paper and a marker to each numbered table.

4. Synthesize mixed action plans 10 minutes

   Each person presents the proposals from their round-one stakeholder group. The new team negotiates a synthesized plan that includes elements for each stakeholder type without direct conflict. They write their final 3 to 5 action items onto their flip chart sheet. Stop work at minute 10.

5. Gallery walk 5 minutes

   Teams tape their flip charts to the wall using painter tape. Everyone walks the room silently or in pairs, reading the other teams' synthesized plans and noting common patterns.

6. Debrief and consolidate 9 minutes

   Gather the room around the front board. Conduct a focused whole-group discussion using the debrief prompts, taking up to two spoken comments per prompt. Record recurring action items onto the front board to form a consolidated direction.

Debrief questions

• Which stakeholder needs proved hardest to balance when you moved to your numbered mixed team?
• What common action items appeared across multiple teams during the gallery walk?
• Which single proposal looks most ready to test immediately?

Finished output: Flip chart posters displaying cross-stakeholder action plans, followed by a recorded list of shared action items.

Remote

Prepare a shared presentation deck with pre-labeled slides for each letter team (A, B, C) and number team (1, 2, 3). Pre-assign letter-number tags next to names in the attendee list. In Round 1, open breakout rooms labeled by Letter where groups type proposals into their assigned slide. In Round 2, open breakout rooms labeled by Number where groups create a single summary slide. Reconvene in the main room and screen-share the slides for silent review and debrief.

Hybrid

Keep in-person participants grouped at in-person tables and assign remote participants to their own online letter and number cohorts. Both cohorts document proposals on a shared online workspace or document. Remote and in-person groups review each other's outputs during the gallery walk phase via screen share or mobile camera.

Access and participation choices

• Participants may contribute by verbal brainstorming, writing, or acting as timekeeper/recorder.
• Anyone may pass on speaking during the round-two sharing round and allow a teammate to summarize their letter group's notes.

If the session gets stuck

An odd count yields a solo card (such as A5 in a 13-person group), leaving someone alone in round two.

Assign any person who holds an orphan number to join Team 1 or 2 as a second advocate for their stakeholder role.

Participants in round two abandon their round-one stakeholder stance and default to generic ideas.

Remind participants that their explicit job in the second round is to advocate for their assigned stakeholder group so that perspective is not lost.

Terms used here

• Framegame: A reusable activity structure whose rules remain constant while the subject matter changes.
• Matrix grouping: An organizing method where people meet first by row (letters) and then by column (numbers) to cross-pollinate ideas.