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About COSI

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The Center of Science and Industry
Located in Columbus, Ohio, USA
Opened 1964
320,000 square feet...
COSI’s Divisions
• Advancement
– Marketing, Membership, Development
• Operations & Experiences
– Exhibits, Guest Services,...
Lots of projects +
lots of people +
collaborative culture =
lots of meetings
Working Cross-Divisionally:
it hasn’t always been so.
Old complaints:
Too many meetings.
When will I get my work done?
Why...
To work cross-divisionally,
We cleared the decks and organized.
We spread out accountabilities.
We sought to end the era o...
The Result: Four Cross-Divisional Meetings
Designed to Help Us Move COSI Forward
1. Strategy Meeting
Advancement

President

Operations &
Experiences
Programs
Finance

Diversity,
Inclusion &
Partnerships
1. Strategy Meeting
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Meets: Every Wednesday from 8:00 – 10:00 AM
Major Activity: Strategy
Level of Focus: Exec...
2. Planning Meeting
Diversity, Inclusion &
Partnerships

Advancement

Finance

Programs
Operations & Experiences
2. Planning Meeting
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Meets: Second Tuesdays from 1:30 – 3:30 PM
Major Activity: Planning
Level of Focus: Big ...
3. Mobilization Meeting
Advancement (Marketing)

Programs

Operations &
Experiences
3. Mobilization Meeting
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Frequency: 1st and 3rd Tuesdays at 1:30 – 2:30
Major Activity: Operations
Level of Focu...
4. Implementation Meeting
Operations & Experiences

Advancement (Marketing)
4. Implementation Meeting
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Meets: Weekly – Thursdays at 11:00 AM
Major Activity: Doing
Level of Focus: Small-Pic...
Standing Meetings In a Nutshell
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Team authority is based on time horizon
• If something is happening a year ...
Doug Buchanan
Education Programs Marketing Manager
dbuchanan@cosi.org
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ASTC 2013 Presentation: "Design 360 - Cross-Departmental Planning from All Directions" by Doug Buchanan

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ASTC 2013 Presentation: "Design 360 - Cross-Departmental Planning from All Directions" by Doug Buchanan

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Transcript of "ASTC 2013 Presentation: "Design 360 - Cross-Departmental Planning from All Directions" by Doug Buchanan"

  1. 1. About COSI • • • • • • The Center of Science and Industry Located in Columbus, Ohio, USA Opened 1964 320,000 square feet science museum 583,556 onsite visitors last year About 300 full-time and part-time Team Members
  2. 2. COSI’s Divisions • Advancement – Marketing, Membership, Development • Operations & Experiences – Exhibits, Guest Services, Retail, Food, Facility Operations • Diversity, Inclusion & Partnerships – Access Initiatives, Strategic Partnerships • Finance – Accounting & Human Resources • Programs – Student & Family Programs
  3. 3. Lots of projects + lots of people + collaborative culture = lots of meetings
  4. 4. Working Cross-Divisionally: it hasn’t always been so. Old complaints: Too many meetings. When will I get my work done? Why are so many people from our department here? Why are we having this meeting? Not everyone knows how to meet. We should get rid of half our meetings.
  5. 5. To work cross-divisionally, We cleared the decks and organized. We spread out accountabilities. We sought to end the era of “that's your department’s problem, not mine.” No one team member is in more than two standing meetings. We even trained on how to meet.
  6. 6. The Result: Four Cross-Divisional Meetings Designed to Help Us Move COSI Forward
  7. 7. 1. Strategy Meeting Advancement President Operations & Experiences Programs Finance Diversity, Inclusion & Partnerships
  8. 8. 1. Strategy Meeting • • • • • • Meets: Every Wednesday from 8:00 – 10:00 AM Major Activity: Strategy Level of Focus: Executive Time Horizon: 1 to 5 years out Participants: President and VPs Major Activities: strategic initiatives, strategic plan, budget, holding balanced portfolio of experiences, top-level reporting, campaigns, major partner relations, major pricing revisions
  9. 9. 2. Planning Meeting Diversity, Inclusion & Partnerships Advancement Finance Programs Operations & Experiences
  10. 10. 2. Planning Meeting • • • • • • Meets: Second Tuesdays from 1:30 – 3:30 PM Major Activity: Planning Level of Focus: Big Picture Time Horizon: 12 months to 2 years out Participants: directors, project managers, VP of Experience Division Regular Activities:vetting new programs, exhibition rental and movie ideas, interconnectedness of overall marketing and fundraising plans, talent development, inputs from strategic team and mobilization team
  11. 11. 3. Mobilization Meeting Advancement (Marketing) Programs Operations & Experiences
  12. 12. 3. Mobilization Meeting • • • • • Frequency: 1st and 3rd Tuesdays at 1:30 – 2:30 Major Activity: Operations Level of Focus: Medium-Picture Time Horizon: 1 month to 12 months Participants: managers and directors, project managers as needed, VP Operations • Regular activity: calendar and space negotiation, resource capacity, research and evaluation implementation, reporting, troubleshooting
  13. 13. 4. Implementation Meeting Operations & Experiences Advancement (Marketing)
  14. 14. 4. Implementation Meeting • • • • • Meets: Weekly – Thursdays at 11:00 AM Major Activity: Doing Level of Focus: Small-Picture Time Horizon: tomorrow to 4 weeks out Participants: implementers, schedulers, point people • Regular activity: use of resources and equipment, daily event turnover, logistics, communication, putting out fires before guests see them, not decision-making.
  15. 15. Standing Meetings In a Nutshell • • • • • • Team authority is based on time horizon • If something is happening a year from now, for example, Implementation must pass it up to Mobilization Aim to have the right frequency of meetings with the right people in the room Expect participation, not just attendance Meeting recorder is the law enforcement officer Re-evaluation should happen annually Have a coach who reaches out to recorders: How's it going? Are you missing someone critical? Do you have people who don't need to be there?
  16. 16. Doug Buchanan Education Programs Marketing Manager dbuchanan@cosi.org
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