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AcceleratorWorkshop_UPA2008_After

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Information about AcceleratorWorkshop_UPA2008_After

Published on June 19, 2008

Author: nform

Source: slideshare.net

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UPA 2008 Evening Workshop Accelerator Workshops How Rapid Facilitation gets things done in days instead of weeks June 16, 2008 | 6:30 – 9:30 pm Yvonne Shek + Ammneh Azeim nForm User Experience Consulting

Agenda Break 7:45 – 8:00 Presentation + Discussion Other Workshop-able Activities Wrapping up an Accelerator Workshop 9:00 – 9:20 Facilitation practice Exercise 2: Storyboarding - Breakout 8:15 – 8:45 Live capture practice Exercise 2: Storyboarding - Merge 8:45 – 9:00 Live capture practice Exercise 1: Project Alignment + Goal Setting - Merge 8:00 – 8:15 Demo + Discussion Facilitation 101 Live capture 7:00 – 7:30 Discussion Questions + Feedback 9:20 – 9:30 Facilitation practice Exercise 1: Project Alignment + Goal Setting - Breakout 7:30 – 7:45 Presentation Introductions + Ground Rules What is an Accelerator Workshop? Etc. Approach + Planning an Accelerator Workshop 6:30 – 7:00 Format Content/Activity Time

Other Workshop-able Activities

Wrapping up an Accelerator Workshop

Exercise 2:

Storyboarding - Breakout

Exercise 2:

Storyboarding - Merge

Exercise 1:

Project Alignment + Goal Setting - Merge

Facilitation 101

Live capture

Questions + Feedback

Exercise 1:

Project Alignment + Goal Setting - Breakout

Introductions + Ground Rules

What is an Accelerator Workshop? Etc.

Approach + Planning an Accelerator Workshop

Introductions + Ground Rules

Introductions Ammneh is a consultant at nForm User Experience, where she brings her passion for business analysis, usability, and information design to every project. Ammneh has been working in the IT industry for over eight years. Before joining nForm, Ammneh was at Upside Software, where she was a Development Lead and Senior Business Analyst. In 2002, Ammneh opened her own consulting company. Before that, she was a Medical Sciences Student. Yvonne is a Director at nForm User Experience. She has ten years of experience in web usability, information architecture, user research, and user experience consulting. Many of her clients are Fortune 500 companies. Yvonne has spoken and taught at international conferences, colleges, and universities. Before that, Yvonne was a research scientist with the Defence & Civil Institute of Environmental Medicine in Toronto. She has a B.Sc. In psychology from the University of Toronto, and an M.Sc. of ergonomics from UCL in the U.K.

Ammneh is a consultant at nForm User Experience, where she brings her passion for business analysis, usability, and information design to every project. Ammneh has been working in the IT industry for over eight years. Before joining nForm, Ammneh was at Upside Software, where she was a Development Lead and Senior Business Analyst. In 2002, Ammneh opened her own consulting company. Before that, she was a Medical Sciences Student.

Ground Rules for Today Be on time No cells, pagers, etc. except during break Share your own story and listen actively No violent agreeing (keep in mind the goal is not consensus, but exploring all perspectives) No pummeling (verbal or otherwise) No beating of dead horses No getting off track No side conversations No jargon, acronyms, or terms that the Facilitators do not understand No objections to being fined (or you will be double-fined) Fine could be $1 or another form of punishment, whatever the group decides All proceeds will go to a charity of the team’s choice

Be on time

No cells, pagers, etc. except during break

Share your own story and listen actively

No violent agreeing (keep in mind the goal is not consensus, but exploring all perspectives)

No pummeling (verbal or otherwise)

No beating of dead horses

No getting off track

No side conversations

No jargon, acronyms, or terms that the Facilitators do not understand

No objections to being fined (or you will be double-fined)

Fine could be $1 or another form of punishment, whatever the group decides

All proceeds will go to a charity of the team’s choice

Disclaimer (Handout 1)

What is an Accelerator Workshop?

What is an Accelerator Workshop? Early workshop to get everyone on the same page to stop indecision later.

What is an Accelerator Workshop? Compressed, well-planned, and real-time sessions aimed at project alignment, focusing on having the “right” attendees to make critical upfront decisions – using preceding research or evidence as fuel.

So what makes it different?

So What Makes It Different? 01 Codesign with decision makers

So What Makes It Different? 02 Evidence = informed decisions

So What Makes It Different? 03 Agile workshop approach

So What Makes It Different? 04 Real-time capture and turnaround

So What Makes It Different? 01+02+03+04 = Rapid Facilitation

What about Agile? 2 Benefits

What about Agile? Long-range leadership (beyond the 2 to 6-week iteration)

What about Agile? Dealing with “Executive Site Producers”

Dealing with “Executive Site Producers”

What about Agile? “ Executive Site Producer” tries to channel Steve Jobs… and misses the mark i.e., those who make decisions by channeling this guy ↑ Reference: googleimages

Does any of this sound familiar?

The problems acceleration tackles Reference: Sapient Corporation, Harvard Business School Case Study 9-405—45, Jan 25, 2005 Your situation: Many decision makers, need their buy-in, and need to minimize uncertainty around their expectations Not sure if I am making the right decisions (or if I am even asking the right questions) Need better processes and methods Need better communications Need to maximize opportunities early and design with them in mind Need to maximize business value by knowing what to build Need to minimize fundamental issues of “what”/”why” Need to minimize scope definition (creep) Integrate planning and tracking ... in order to deliver on time and on budget

Your situation:

Many decision makers, need their buy-in, and need to minimize uncertainty around their expectations

Not sure if I am making the right decisions (or if I am even asking the right questions)

Need better processes and methods

Need better communications

Need to maximize opportunities early and design with them in mind

Need to maximize business value by knowing what to build

Need to minimize fundamental issues of “what”/”why”

Need to minimize scope definition (creep)

Integrate planning and tracking

... in order to deliver on time and on budget

The problems acceleration tackles Reference: “The Chaos Chronicles”, The Standish Group, 2003. 51% Challenged 34% On time On budget 15% Cancelled

Approach + Planning an Accelerator Workshop

Approach, Characteristics + Roles Active facilitation Fast moving Live captures Visualization of info Approach Characteristics Roles Activity-based breakouts Interactive merges Intense, but fun Pulse checks Feedback driven 20 client participants Clients are experts in their business, industry, environment We drive the process (facilitate and capture) and contribute from our knowledge and expertise in Value-Centered Design

Active facilitation

Fast moving

Live captures

Visualization of info

Activity-based breakouts

Interactive merges

Intense, but fun

Pulse checks

Feedback driven

20 client participants

Clients are experts in their business, industry, environment

We drive the process (facilitate and capture) and contribute from our knowledge and expertise in Value-Centered Design

Planning your Workshop Stakeholder meetings and find out who should be invited to attend Discovery Summary * Research Summary ** Logistics Workshop Prep 1 – 2 weeks Workshop 2 to 4 days Documentation A few hours to 1 week Alignment session Business Goals Identify as a group the mission critical initiatives (weigh and prioritize) High level requirements Collaborate on a presentation to sell solution Team event Exec Summary Presentation Shared sense of future problem & changes needed Solutions priority & rationale High level road map Draft of scenarios, stories, requirements High level plans (project, HR, communications, marketing, etc.)

Stakeholder meetings and find out who should be invited to attend

Discovery Summary *

Research Summary **

Logistics

Alignment session

Business Goals

Identify as a group the mission critical initiatives (weigh and prioritize)

High level requirements

Collaborate on a presentation to sell solution

Team event

Exec Summary Presentation

Shared sense of future problem & changes needed

Solutions priority & rationale

High level road map

Draft of scenarios, stories, requirements

High level plans (project, HR, communications, marketing, etc.)

Setting Expectations Reassure your attendees about the rollercoaster ride of the Accelerator Workshop experience

Planning your Workshop Outline Kickoff and welcome Introductions Set expectations and goals Ground Rules Discovery + Research presentation Evidence-based recommendations for Management Project Alignment Business Goals Stories and Scenarios Integrated planning and tracking Recap, next steps, and feedback Team event

Outline

Kickoff and welcome

Introductions

Set expectations and goals

Ground Rules

Discovery + Research presentation

Evidence-based recommendations for Management

Project Alignment

Business Goals

Stories and Scenarios

Integrated planning and tracking

Recap, next steps, and feedback

Team event

Main Room and Breakout Rooms

Handout 2 Setting up the Break Out Room Tip Sheet

Setting up the Break Out Room Tip Sheet

Questions?

Facilitation 101 + Live Capture

How is Meta this? Having a Narrator >>

Handout 3 Facilitation 101

Facilitation 101

Live Capture

Demo 1 :: Note taking with 2 people Whiteboard to Computer (They don’t see this) Tips :: Eye contact between tag team members Check off items as captured Alternate colors for easier read (bullets) Highlight changes for typist Prepare well so that you don’t have to mess with formatting during session

Tips ::

Eye contact between tag team members

Check off items as captured

Alternate colors for easier read (bullets)

Highlight changes for typist

Prepare well so that you don’t have to mess with formatting during session

Demo 1 :: Note taking with 2 people Want projects to be successful To be organized quickly Lots of conflict More UCD in Tech environment Quickly shave time off (dynamic) project (before it can change) Cheap clients to get the most out of them in a short period of time, cost effective for client Practical for my clients What are your expectations for this workshop?

Want projects to be successful

To be organized quickly

Lots of conflict

More UCD in Tech environment

Quickly shave time off (dynamic) project (before it can change)

Cheap clients to get the most out of them in a short period of time, cost effective for client

Practical for my clients

Demo 2 :: Note taking by yourself Real time Computer (They see this – live) Tips :: Hyperactive listening Apply Ground Rules to ensure all is captured Type fast (demo fixing things on the fly*) Prepare well so that you don’t have to mess with formatting during session

Tips ::

Hyperactive listening

Apply Ground Rules to ensure all is captured

Type fast (demo fixing things on the fly*)

Prepare well so that you don’t have to mess with formatting during session

Demo 2 :: Note taking by yourself Tell your PM that there is a serious risk to the project Define roles Get people together to resolve Ignore it and pretend that there is no alignment issue How do YOU tackle your project alignment problems?

Tell your PM that there is a serious risk to the project

Define roles

Get people together to resolve

Ignore it and pretend that there is no alignment issue

Demo 3 :: Predictive PowerPoint Freeze + Unfreeze - Use the Freeze function for the projector - Jiggle the mouse to ensure it is frozen - Do your thing; make changes (screen should be frozen to the desire screen) - Go to where you want to jump back into the presentation - Unfreeze and voila! Group sometimes doesn’t even realize you have made a change

Freeze + Unfreeze

- Use the Freeze function for the projector

- Jiggle the mouse to ensure it is frozen

- Do your thing; make changes (screen should be frozen to the desire screen)

- Go to where you want to jump back into the presentation

- Unfreeze and voila! Group sometimes doesn’t even realize you have made a change

Practice live capture

The rhythm of a workshop

Divergent + Convergent Activities Breakouts Monitor Assign groups of 4 to 6 Clear assignment Time limit Active Capture Merges Summarize Amalgamate Live capture in group Vote Agree

Breakouts

Monitor

Assign groups of 4 to 6

Clear assignment

Time limit

Active

Capture

Merges

Summarize

Amalgamate

Live capture in group

Vote

Agree

Divergent + Convergent Thinking :: Accordion Approach

Exercise 1 Project Alignment + Goal Setting

Company Mission Statements “ To solve unsolved problems innovatively” “ To give unlimited opportunity to women” “ To preserve and improve human life” (1990): “Become a $125 billion company by the year 2000” Current: “To give ordinary folk the chance to buy the same thing as rich people” “ To make people happy” (early 1900's): “Will democratize the automobile” (early 1950's): “Become the company most known for changing the worldwide poor-quality image of Japanese products” (1950): “Become the dominant player in commercial aircraft and bring the world into the jet age” Reference: http://www.businessplans.org

Company Vision Statements “ To solve unsolved problems innovatively” “ To give unlimited opportunity to women” “ To preserve and improve human life” (1990): “Become a $125 billion company by the year 2000” Current: “To give ordinary folk the chance to buy the same thing as rich people” “ To make people happy” (early 1900's): “Will democratize the automobile” (early 1950's): “Become the company most known for changing the worldwide poor-quality image of Japanese products” (1950): “Become the dominant player in commercial aircraft and bring the world into the jet age” Reference: http://www.businessplans.org

Project Mission Statements Reference: flickr.com Ultimate WHY.

Ultimate WHY.

Project Vision Statements Reference: flickr.com What will it look like in the end? Often includes Success Criteria. For example: “ We know we are there, when cars can fly from tower to tower.”

What will it look like in the end?

Aligning the Team “ Do we have to do this?” “ We’ve done it a gazillion times before!” “ Ah – not again!” “ The last time we did this with business consultants, nothing changed...” “ Nobody reads these...” “ I am going for a break!” “ Can I come back after lunch?!” So what do we do? When asked to do Mission / Vision Statements, be sure to expect these:

“ Do we have to do this?”

“ We’ve done it a gazillion times before!”

“ Ah – not again!”

“ The last time we did this with business consultants, nothing changed...”

“ Nobody reads these...”

“ I am going for a break!”

“ Can I come back after lunch?!”

So what do we do?

Aligning the Team What words can we use? Project Purpose = Mission Impact = Vision Goals = Mission / Vision Results = Vision Just don’t use the M-word or the V-word 51% Challenged 34% On time On budget 15% Cancelled

What words can we use?

Project Purpose = Mission

Impact = Vision

Goals = Mission / Vision

Results = Vision

Team Assignment Team A: Chad Lindsey Sharon Andrew Team B: Filip Mark Lukasz David Team C: Raymond Scott Emma Renee James

Team A:

Chad

Lindsey

Sharon

Andrew

Team B:

Filip

Mark

Lukasz

David

Team C:

Raymond

Scott

Emma

Renee

James

Exercise 1 :: Breakout Vision Statement for Project Check-in

Exercise 1 :: Merge Assignment: Coming up with the Vision Statement together as a large group: Team presentations Discussion Vote or Agree Iterate and Finalize Tip :: Look at effective examples Gather some recent industry press releases Keep it short and sweet Include project benefits (so what) Ensure Vision is measurable and achievable

Assignment:

Coming up with the Vision Statement together as a large group:

Team presentations

Discussion

Vote or Agree

Iterate and Finalize

Tip :: Look at effective examples

Gather some recent industry press releases

Keep it short and sweet

Include project benefits (so what)

Ensure Vision is measurable and achievable

Exercise 1 Merge :: Vision Statement Team B: To make check-in as invisible and seamless as possible Team C: To improve check in experience to 97% by 2009 Team A: Being known as the easiest hotel to check in to Votes: 3 Votes: 8 Votes: 2

Exercise 1 Merge :: Final Vision Statement We came up with this at the end: Being known as the easiest, fun, seamless, comfortable, enjoyable hotel to check into by 2009, wherever we compete Parked Issues :: Should we stick to “easiest”? Or other qualities like fun, seamless, comfortable, etc.?

We came up with this at the end:

Being known as the easiest, fun, seamless, comfortable, enjoyable

hotel to check into by 2009, wherever we compete

Parked Issues ::

Should we stick to “easiest”? Or other qualities like fun, seamless, comfortable, etc.?

Exercise 2 Storyboarding

Storyboarding How does it start? Make it alive and real (Tip: Provide a photo gallery) Reference: googleimages, flickr.com Ann wanted to go on vacation... to see the Mona Lisa, from March 15 – 23...

How does it start?

Make it alive and real (Tip: Provide a photo gallery)

Exercise 2 :: Storyboarding Breakout Storyboarding Project Check-in

Exercise 2 :: Breakout Assignment: Develop your storyboard To share with larger group later Tips :: Prepare some ‘straw’ stories Encourage teams to add Details makes for realism Reference: flickr.com The Boyhood of Raleigh by Sir John Everett Millais, oil on canvas, 1870. A seafarer tells the young Sir Walter Raleigh and his brother the story of what happened out there at sea.

Assignment:

Develop your storyboard

To share with larger group later

Tips ::

Prepare some ‘straw’ stories

Encourage teams to add

Details makes for realism

Exercise 2 :: Story Flow Merge, Example from Visio

Exercise 2 :: Storyboarding Merge Final product summary

Questions?

Methods Overview A number of activities can be used in Accelerator Workshops including the list above, but by no means limited to these Activity Analysis Affinity diagramming Back casting Brainstorming Breakouts & Merges Cognitive Task Analysis Design the Box Draw the experience Empathy Tools Examining Secondary Research Five-W’s Personas Predict next year’s headlines Predict Project Press Release Role-play Storyboarding Swimlane diagramming Scenario flows Sketch Sheets Usability Inspection User Safari Use the Accelerator Workshop Methods Guide as a reference Different activities are fitted to required deliverables Activities are suited for various stages of the project

A number of activities can be used in Accelerator Workshops including the list above, but by no means limited to these

Use the Accelerator Workshop Methods Guide as a reference

Different activities are fitted to required deliverables

Activities are suited for various stages of the project

Handout 4 Accelerator Workshop Methods Guide

Accelerator Workshop Methods Guide

Backcasting for Visioning + Road mapping

Design the Box for Strategy + Direction From Jim Highsmith, Cutter Institute Create a box for the product, even if it isn’t shipped in a box. Elements for the Box: Name Tagline 3 key selling features Imagery / Color / Type (Later) Back: Feature Set

From Jim Highsmith, Cutter Institute

Create a box for the product, even if it isn’t shipped in a box.

Elements for the Box:

Name

Tagline

3 key selling features

Imagery / Color / Type (Later)

Back: Feature Set

Empathy Tools for Goal Setting Examples Crying baby Tight budget Gloved tasks Blindfolded No time (timed task) Others... Reference: Flickr.com

Examples

Crying baby

Tight budget

Gloved tasks

Blindfolded

No time (timed task)

Others...

Examine Secondary Research for Goal Setting Examples: Marketing research Corporate documents Website analytics Reference: Flickr.com

Examples:

Marketing research

Corporate documents

Website analytics

Swimlane Document Example

Wrapping Up an Accelerator Workshop

Wrapping Up :: Things to do End of session: Communicate Next Steps Get feedback Collect fines Close issues and/or capture them Address final FUDs (fears, uncertainties, and doubts) Assign follow up tasks (names and dates) Distribute work products (such as posters, PowerPoints, print outs, etc.) After session: Draft to do list with team and assign tasks (names and times/dates) Get internal feedback (capture these too) Address final concerns Day after: Complete to do list and push out deliverables Congratulate and celebrate

End of session:

Communicate Next Steps

Get feedback

Collect fines

Close issues and/or capture them

Address final FUDs (fears, uncertainties, and doubts)

Assign follow up tasks (names and dates)

Distribute work products (such as posters, PowerPoints, print outs, etc.)

After session:

Draft to do list with team and assign tasks (names and times/dates)

Get internal feedback (capture these too)

Address final concerns

Day after:

Complete to do list and push out deliverables

Congratulate and celebrate

Accelerator Workshop End Products Good examples: A box or product Bullet points in PowerPoint Flows in Visio Stickies on a board (this should be captured as photo) Photos All merged into one document (preferably PowerPoint) Poor examples: Text / diagrams on a board Text / diagrams on large paper Personal notes Word documents Unmerged documents

Good examples:

A box or product

Bullet points in PowerPoint

Flows in Visio

Stickies on a board (this should be captured as photo)

Photos

All merged into one document (preferably PowerPoint)

Poor examples:

Text / diagrams on a board

Text / diagrams on large paper

Personal notes

Word documents

Unmerged documents

Quick Turn Around Deliverables I can deliver our workshop session right now... Ok, maybe after spell check! What makes it easy and fast to deliver after the session? The group did all the work already! Live captures My templates My prep time This is like fill in the blanks (clarity important during task) Team work to clean up the deliverables (crossing finish line together)

I can deliver our workshop session right now...

Ok, maybe after spell check!

What makes it easy and fast to deliver after the session?

The group did all the work already!

Live captures

My templates

My prep time

This is like fill in the blanks (clarity important during task)

Team work to clean up the deliverables (crossing finish line together)

Typical Client Feedback Intense! Enjoyable Fun Unearthed and resolved real issues Took critical decisions Solid foundation Reap rewards over the life of the project (and beyond) Others would not have produced value so fast! Impressive! Glad you warned me about the valley of death curve! You made me behave – but I still had fun WOW!!!!

Intense!

Enjoyable

Fun

Unearthed and resolved real issues

Took critical decisions

Solid foundation

Reap rewards over the life of the project (and beyond)

Others would not have produced value so fast!

Impressive!

Glad you warned me about the valley of death curve!

You made me behave – but I still had fun

WOW!!!!

Taking this back to your team Could be an all IA team or a mixed team (roles of AE, PM, TL, CL, etc.) Building on existing skills and interests Developing new skills and interests Synthesis and making new tools according to your needs Selling it internally Selling it as an offer Value Centered Design and Process Based on evidence-based management Is an effective foundation for long term relationship, trusted advisors

Could be an all IA team or a mixed team (roles of AE, PM, TL, CL, etc.)

Building on existing skills and interests

Developing new skills and interests

Synthesis and making new tools according to your needs

Selling it internally

Selling it as an offer

Value Centered Design and Process

Based on evidence-based management

Is an effective foundation for long term relationship, trusted advisors

Taking this back to your team – Where is the magic? A ttendees L ive capture F lexibility + F un A ccordion (Diverge/Converge) P lanning + Prep R esearch first E vidence for decisions P articipate + Listen

A ttendees

L ive capture

F lexibility + F un

A ccordion (Diverge/Converge)

P lanning + Prep

R esearch first

E vidence for decisions

P articipate + Listen

Questions + Feedback

Fines! Save the Children: $7 Your facilitator donated $18 on your behalf. Our group donated a total of $25 to Save the Children, China Earthquake survivors fund.

Save the Children: $7

Your facilitator donated $18 on your behalf.

Our group donated a total of $25 to Save the Children, China Earthquake survivors fund.

Feedback Where we did great Great structure Group exercises were good Fun Liked techniques (Design the Box, etc.) Liked tips on facilitation Where we can improve Case study, examples Being next to the night club Have personas on the wall More tips

Where we did great

Great structure

Group exercises were good

Fun

Liked techniques (Design the Box, etc.)

Liked tips on facilitation

Where we can improve

Case study, examples

Being next to the night club

Have personas on the wall

More tips

Thank you! For coming, participating, and being a fun group

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