How do you pull together a set of coherent activities to inspire a group to work collectively? Pulling from the creative practice at Adaptive Path and research on participatory design techniques, this workshop covers design patterns for choreographing group work: identifying objectives, setting directions, curating collaborative activities and capturing meaningful outputs.
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Design Patterns for Fantabulous Collaborations [UX London, April 2011]
1. Design patterns
for fantabulous
collaborations
Creating engagement & buy-in
through participatory sessions
Kate Rutter
{ workshop } Experience Designer, Adaptive Path
kate@adaptivepath.com
@katerutter
UX London 2011 • April 2011
2. You r name!
ng !
A ski ll you bri
!
to the room
5 minutes
UX London 2011 • April 2011
3. In the next 3 ½ hours...
Learn about patterns for
UX Collaborative Workshops
Explore ways to plan fantabulously
effective sessions.
Practice by planning an awesome
collaborative session
UX London 2011 • April 2011
4. Getting started
Rules of the road
FOR EACH ACTIVITY
1 } One person acts as LEADER
The leader manages the group’s time.
2 } One person acts as RECORDER
The recorder captures key information such as
outputs and decisions.
3 } One person is the STORYTELLER
The storyteller shares the work with other groups.
3 } All other participants are GROUP
MEMBERS. Group members participate fully.
For each activity, rotate these roles so that everyone has
a chance to participate in a new way.
UX London 2011 • April 2011
5. Getting started
Activity : Mining our Experience
INSTRUCTIONS
1 } Working individually, jot down
3 things you’ve seen work well in
collaborative sessions. Write each on a
stickynote.
2 } Now write down 3 things you’ve seen fail.
3 } Discuss as a team & sort/cluster.
4 } Identify the 3 top items in each group &
write them on stickynotes.
10 minutes
UX London 2011 • April 2011
6. Your guideposts
onarchs!
Post the notes on a big
Team M flipchart page for
reference.
!!
n awesome
Facilitatio Share your top items with
the team next to you.
Facilitat ion FAIL!
2 minutes
UX London 2011 • April 2011
7. Collaboration
Getting people to work
together in a way that
furthers the goals of
everyone in the room.
UX London 2011 • April 2011
9. Facilitation
“ A process in which a person...who has no substantive decision-
making authority diagnoses and intervenes to help a group improve
how it identifies and solves problems and makes decisions, to
increase the group’s effectiveness.”
~ Schwarz, Davidson, Carlson, Mckinney et al.
The Skilled Facilitator Fieldbook
“Facilitation helps leaders of group process guide people through
complicated collaborations, with the goal of drawing out the best of
each member, sharing understanding and building commitment to
the team outcomes.”
~ The Grove Consultants International
Best Practices for Facilitation
UX London 2011 • April 2011
10. Participatory Design
Involving the people we’re
serving through design as
participants in the process.
~ Liz Sanders, Pioneer in Participatory Design
MakeTools
UX London 2011 • April 2011
11. Worksessions
As a collaboration
facilitator, your
role is to provide
a guiding star.
• Help the participants do new and unfamiliar activities
• Help participants work together, often with new or
unfamiliar people.
• Feel confident that their contributions are important and
in support of something meaningful.
UX London 2011 • April 2011
12. Worksessions
Fantabulous collaborations
come alive with...
A clear purpose
The right people
Guidance through the process
Full participation
Creating meaningful outputs
Staying open
UX London 2011 • April 2011
13. Patterns
Things that work time after time.
* Collaboration patterns
are specific to groups of
people or organizational
cultures.
A pattern consists of:
• A problem or situation
• The context in which it happens
• A proposed solution that has worked over time
UX London 2011 • April 2011
14. UX Collaboration 101
Pattern : Opening a room
Activities :
Introductions
Needs & expectations
Skills in the room
Superpower
Human Infographics *
* Jared Spool
UX London 2011 • April 2011
15. Our plan of action
Purpose People Process
Why you’re there Who’s in the The experiences
& what you need room, why, and and activities
to accomplish.
what they bring.
that will deliver
the outcome.
Basics Patterns Tools
Only critical Reoccurring To use for
stuff that’s solutions that planning, making,
unavoidable.
work.
sharing.
Practice
UX London 2011 • April 2011
16. Our plan of action
Purpose People Process
Why you’re there Who’s in the The experiences
& what you need room, why, and and activities
to accomplish.
what they bring.
that will deliver
the outcome.
UX London 2011 • April 2011
17. Purpose
Purpose
Why you’re there & what you need to accomplish.
The Big Picture. The biggest,
Purpose statement
broadest “why” statement.
Objective for What you need to accomplish
the session
in the session together.
Experiences &
perceptions
Artifacts
What you will make together.
The session outputs.
UX London 2011 • April 2011
18. Purpose
The basics
Framing
Objective for What are we here to accomplish?
the session
• Ideas?
• Debate?
• Consensus?
What will we be doing together?
• Activities?
• Making things?
• Generative work?
• Refining work?
* Thanks to Cennydd and James
UX London 2011 • April 2011
20. Our plan of action
Purpose People Process
Why you’re there Who’s in the The experiences
& what you need room, why, and and activities
to accomplish.
what they bring.
that will deliver
the outcome.
✓
UX London 2011 • April 2011
22. Our plan of action
Purpose People Process
Why you’re there Who’s in the The experiences
& what you need room, why, and and activities
to accomplish.
what they bring.
that will deliver
the outcome.
UX London 2011 • April 2011
23. People
The basics
Outcomes
Experiences & perceptions
What are we going to experience?
• Conversation?
• Co-Creation?
• Debate?
• Decision-making?
What will the perceptions be?
• Empathy?
• Understanding?
• Visibility?
• Trust?
UX London 2011 • April 2011
24. People
People
Who’s in the room, why, and what they bring.
Participants
Getting the right group and
the right-size group.
Identifying attributes and
hypothesizing about behavior.
Envisioning their experiences &
perceptions
UX London 2011 • April 2011
25. People
Basics: Getting the right group
Who needs to be in the room?
• People responsible for the results
• People responsible for making the thing
• People whose work is impacted by the decisions
Most often informed by
organizational roles
• Decision-making responsibility
• Operational responsibility
• Design responsibility
UX London 2011 • April 2011
26. People
Basics: Getting the right group
What’s the right-sized group?
• Creating 5 – 50 exploration, representation
• Direction-setting 2 – 25 diversity, decisions
• Resolutions 3 – 10 making decisions
More than that? You’ll want separate sessions
and a summarizing session.
UX London 2011 • April 2011
27. People
Tool: Participant Card
Captures key information about a potential participant in a
session. It helps you remember collaborative behaviors and
allows you to use card-sorting to curate worksessions.
Name
Simon Broadstreet!
VP of Product Marketing! Title
Shoes Division! Area
• Likes to be involved with every step.!
• Yellow-Pen person!
Helpful tidbits
• Advocate for UX!
• Hard to schedule time with (3+ weeks out)!
UX London 2011 • April 2011
28. People
Tool: Participant Archetypes
Dan Roam’s Pen people
Black pen “Hand me the pen”
They jump up and draw or write.
Yellow pen “I can’t draw, but...”
They add to, highlight and annotate existing
work.
Red pen They sit back saying nothing until frustration
hits, then they overwrite everything with a red
pen. The hard-core, left-brain, business analytic
type is often a red pen.
* http://www.tompeters.com/cool_friends/content.php?note=010280.php
UX London 2011 • April 2011
29. People
Tool: Participant Archetypes
de Bono’s Six Thinking Hats ®
White hat Considers “what are the facts?”
States feelings and emotions, listens to instincts
Red hat
and gut reactions.
Points out flaws and barriers and applies logic to
Black hat
seek inconsistencies
States positive elements, identifies
Yellow hat
benefits and seeks harmony.
Makes contributions that are provocative and
Green hat
investigating, seeing where a thought goes.
Blue hat Thinks about thinking.
* http://en.wikipedia.org/wiki/Six_Thinking_Hats
http://www.mindtools.com/pages/article/newTED_07.htm UX London 2011 • April 2011
30. People
Tool: Participant Spectrums n
Simo treet!
s
Broad
Mapping the Attributes
Thinking Making
Planning-oriented Action-oriented
Hands-on Direct / delegate
Extroverted Introverted
Risk-averse Adventurous
Work in a team Work solo
UX London 2011 • April 2011
31. People
Activity : Make Participant Cards
INSTRUCTIONS
1 } Working individually, create cards for
street!
Broad arketing!
potential collaborators at your work.
Simon oduct M
VP of
Pr
ision!
Assign them a colored-pen archetype
Sho es Div
every
involv
step.!
ed wit
h (Dan Roam.) Aim for 3 cards.
s to be
• Like Pen person! t)!
eks ou
w-
• Yello ate for UX! 3+ we
c me with (
• Advo dule ti
• Hard
to sche
2 } As a team, share your cards and look for
similarities and themes.
3 } Identify 2 über-archetypes, and create a
new Participant card for each.
15 minutes
UX London 2011 • April 2011
32. Your participants
!
Introduce your 2 über-archetypes
dstreet !
n Broa Marketing
Simo oduct to the team next to you, and meet
Pr
VP of !
ivision their über-archetypes.
S hoes D ep.! ery st
with ev
volved
to be in
• Likes Pen person! out)!
ow- weeks
• Yell ate for UX! e wit h (3+
c le tim E
• Advo schedu leanor
•H ard to Rig
Inform by!
ation A
Appare r
l Team chitect!
!
• Quiet
an
• Black d observan
t!
• Yello pen person!
w-hat
• Stru !
ctu
ambig red thinker
uity! , unco
mfortable
with !
2 minutes
UX London 2011 • April 2011
34. UX Collaboration 101
Pattern : Group dynamics
Activities :
Rules of engagement
Activity within the first 10 minutes (5 is better)
Roles
Grouping people, changing groups
Confidencing
UX London 2011 • April 2011
35. Our plan of action
Purpose People Process
Why you’re there Who’s in the The experiences
& what you need room, why, and and activities
to accomplish.
what they bring.
that will deliver
the outcome.
Simon Broadstreet!
✓
VP of Product!
• Likes to be involved with
every step.!
UX London 2011 • April 2011
37. Breaktime!
15 minutes
UX London 2011 • April 2011
38. Our plan of action
Purpose People Process
Why you’re there Who’s in the The experiences
& what you need room, why, and and activities
to accomplish.
what they bring.
that will deliver
the outcome.
UX London 2011 • April 2011
39. Process
Process
The experiences and activities that will deliver the outcome.
Experiences & Activities
What activities are we going
to do?
• Design Studio?
• Mental Model?
• Stickynote clustering?
• Sketchboards?
Artifacts
What output are we going
to make?
• Sketches?
• Models?
• Flows?
• Plans?
UX London 2011 • April 2011
40. Process
Process
The experiences and activities that will deliver the outcome.
Purpose
People
Artifacts
Activities
UX London 2011 • April 2011
43. Process
Basics: Finding effective activities
Other inspirations
Grove Strategic Visioning IDEO Method Cards
Agenda Planning Kit http://www.ideo.com/work/method-cards
http://store.grove.com/
product_details.html?productid=4
UX London 2011 • April 2011
44. Process
Basics: Finding effective activities
Old Faithfuls, the melba-toast of participatory sessions
Design Studio : Sketching workshops
½ day to 3+ days
Sketchboards : Sketching + review activities
½ day to 1 week
Design Sprints : Rapid ideation and concepting
1 – 2 weeks
UX London 2011 • April 2011
45. Process
Basics: Finding effective activities
Old Faithfuls, the melba-toast of participatory sessions
Stickynote Freelisting + Cluster
Dot-voting
UX London 2011 • April 2011
46. UX Collaboration 101
Pattern : Templates
Activities :
Print & provide
Have participants draw them / make them
UX London 2011 • April 2011
49. Process
Tool: Activity Framework
Helps identify and capture effective activities for group work.
Highlights target areas for participatory group work. Use this to
jot down potential activities and their role in the session.
Session info
Scaffolding for
the session
Sweet spots for
participatory
activities
UX London 2011 • April 2011
50. Process
Tool: Session Planning Template
Helps capture all the knowledge to date. Provides a place to see
the whole session in one view. Supports logistical planning and
time-boxing.
Session info
Fill in
what you
already Identify
know.
estimated
next steps
Sketch out the Jot down activity
timing in blocks.
descriptions
UX London 2011 • April 2011
51. UX Collaboration 101
Pattern : Timing Issues
Activities :
Break planning
Time to share
Transition time
Rolling outputs
UX London 2011 • April 2011
52. UX Collaboration 101
Pattern : Share-outs
Activities :
Partner pairs : people or tables
Pitch
Volunteer groups
Round robins
Gallery tour
UX London 2011 • April 2011
53. Our plan of action
Purpose People Process
Why you’re there Who’s in the The experiences
& what you need room, why, and and activities
to accomplish.
what they bring.
that will deliver
the outcome.
✓
UX London 2011 • April 2011
56. Let’s put it all
together.
UX London 2011 • April 2011
57. Today’s scenario
You’ve been invited to lead a new, big project for
your company, an athletic gear retailer. The new
initiative is to create an online training program
people new to running.
You have 1 week to come up with a plan that
everyone can get behind.
Your strategy needs to answer:
• What’s the product called?
• What are the key experiences it delivers?
• How will it make money?
• What will it look like?
• What features will you launch with?
UX London 2011 • April 2011
58. Today’s scenario
Some Givens:
The Purpose is: Create an online training program people new to running in
order to better support new customers and to build a new
product revenue stream.
The Objective is: [pick one]
Strategy: Design:
Define the strategy and key Illustrate key elements of the
elements of the offering, offering, including:
including: • Key interactions for V1 launch
• Core features for V1 launch • User flows
• Illustrations of key moments • 3 options for the Home Page,
in the experience including content and layout
• Potential revenue models.
UX London 2011 • April 2011
59. All together now
Activity : Plan a Worksession
INSTRUCTIONS
1 } Working as a group and using all the
tools at your disposal, plan a worksession
for a day-long product planning/design
collaboration.
2 } As a team, choose either the strategy or
the design workshop to plan.
3 } Come up with the artifacts and a
workshop plan for the collaborative
session.
30 minutes 3 } For the people, Use the Participant Cards
that you developed earlier.
UX London 2011 • April 2011
60. Your Worksession
Update:
The CEO has asked you to give a
pitch of the workshop plan to the
entire board. Today.
You have 3 minutes to make your
team look like rock stars.
Pitch to the team at the next table.
6 minutes
UX London 2011 • April 2011
61. UX Collaboration 101
Pattern : Capture Outputs
Activities :
In-flight blackbox
Photography
Group summary
UX London 2011 • April 2011
62. Our plan of action
Purpose People Process
Why you’re there Who’s in the The experiences
& what you need room, why, and and activities
to accomplish.
what they bring.
that will deliver
the outcome.
✓ Simon Broadstreet!
VP of Product!
• Likes to be involved
with every step.!
✓ ✓
UX London 2011 • April 2011
63. The real goal
To foster open, participatory processes
that enable teams to work together
more effectively, more enjoyably and
more honestly, so that they can deliver
inspired products to the world.
UX London 2011 • April 2011
64. The real goal
To foster open, participatory processes
that enable teams to work together
more effectively, more enjoyably and
more honestly, so that they can deliver
inspired products to the world.
P URE
ESO ME
AW
UX London 2011 • April 2011
65. Readings & Reference
Rapid Problem Solving with Post-it® Notes I Hate Sports But I Love Kickoffs.
David Straker, 1997 Presentation, IA Summit 2010; Kevin Hoffman, Happy Cog
http://www.slideshare.net/kevinmhoffman/i-hate-sports-
Gamestorming: A Playbook for Innovators, Rulebreakers, and but-i-love-kickoffs-how-to-create-a-successful-project-
Changemakers culture-from-the-first-meeting
Dave Gray, Sunni Brown & James Macanufo; 2010
Discombobulation, Fire-Breathing Dragons and Wet
Best Practices for Facilitation Noodles: Creating Productive Workshops in Scary Situations
David Sibbet, The Grove, 2005 Presentation, IA Summit 2011; Beth Koloski
http://www.slideshare.net/bkoloski/discombobulation
Innovation Games
Luke Hohmann; 2006 Good Design Faster Design Workshop
Adaptive Path, Brandon Schauer & Leah Buley,; 2009
The Back of the Napkin http://www.slideshare.net/webwallflower/good-design-
Dan Roam; 2008; http://www.thebackofthenapkin.com faster-slides-failcon-2010
Visual Meetings : How Graphics, Sticky Notes & Idea Towards an ontology of collaboration patterns.
Mapping Can Transform Group Productivity Jonas Pattberg, Matthias Fluegge; 2007
David Sibbet; 2010 http://subs.emis.de/LNI/Proceedings/Proceedings120/gi-
proc-120-007.pdf
Undercover User Experience Design
Cennydd Bowles & James Box; 2011 IDEO Method Cards
http://www.ideo.com/work/method-cards/
A Pattern Language
Christopher Alexander, Sarah Ishikawa & Murray Silverstein; Liz Sanders, Participatory Design;
1977; http://www.patternlanguage.com/ http://www.maketools.com/
The Grove Consultants; www.grove.com
UX London 2011 • April 2011
66. thanks!
Selected slides from the deck
will be on slideshare at:
www.slideshare.net/intelleto
Kate Rutter, Experience
Designer
kate@adaptivepath.com
Credits to Leah Buley for selected www.adaptivepath.com
sketches and to the Adaptive Path folks twitter : @katerutter
who shared their project work. @adaptivepath
UX London 2011 • April 2011
68. Collaboration planning : handy terms & concepts
Purpose !The big picture. What are we trying to accomplish Examples: Increase customer loyalty through
in the broad sense. What does this effort serve? social media. Increase real-time sales data by
design & building an iPad app for our sales force.!
Objective !Action plan for the session. What are we trying to Examples: Sketch possible social media
accomplish today. What are the outcomes of our interactions. Identify data and tasks for iPad
time together? features.
Artifacts !What will we create together?
Examples: sketches, mind maps, lists, models....
Patterns !Recurring themes for how our organization
collaborates best. Often dependent on specific
people and personalities at first, but over time can
become how the organizational culture behaves in
general.!
THE C R EATI V E P R O C E S S!
GENERATIVE! EVALUATIVE!
Creation of ideas, concepts, thinking Refinement, synthesis, evaluation and
outputs. Focus on possibilities, exploration, prioritization. Focus on refinement,
openness and quantity of outputs. directions and quality of outputs. !
Mindset:! Mindset:!
• Open! • Oriented!
• Generative! • Critique!
• Synthesis! • Analytical!
• Exploratory! • Clear!
• Free of constraints
• Results-driven
UX London 2011 • April 2011
69. Collaboration planning : handy terms
Frame !As in, framing the problem. Set the context for the ! Talk !When a facilitator or session leader is
session. Give the purpose, the big picture and a speaking.!
high-level view of the process. Follow with the
objective for the session.! ✓
Discuss !Conversation in the group. Most important
way to share thinking, but can easily get
Inform !Deliver information. Could be background on the !
✓
out of hand.
problem or challenge, known needs or constraints.! Group discussion: The whole group
Expose !Introduce new and unfamiliar information. This Distributed discussion: Breakout
✓
could be prior work done, new concepts or groups. Need to keep in mind that each
terminology. Anything that might be unfamiliar to group will have itʼs own experience.!
people.! Make !The creation of things, making of ideas.
! Educate !Teach. Use sparingly. Teaching tends to blend into Tangible, hands-on methods work best.
preaching, and shifts the dynamic of the session Depending on the group, making can be
from collaborative to presentation.! independent, group-informed or co-
created.!
✓
Instruct !Used specifically in collaboration sessions to mean
Decide !Make decisions. Dot-voting is your friend.!
giving instructions for an activity. !
Brainstorm !Opening up ideas. Follow the rules of ✓
Capture !Document & sharing the contributions,
brainstorming. It makes a big difference in how it insights, ideas, decisions and process.
goes.! Crucial to developing trust in participatory
activities, tracking progress, identifying
Explore, !Any activity that is a means of making. Tangible, collaboration patterns and articulating
create & visible methods work much better than open results. !
refine
conversation.!
Synthesize !Combining ideas and revealing patterns and
themes. Difficult for a new group to do, but very
powerful when done together. Often needs K E Y!
guidance.! The collaboration sweet spot. Areas that set the stage
Prioritize !Ordering items by importance. Every prioritization and guide participation. Focus time & effort here.!
activity needs a criteria to guide the process.! ✓
Important to do well. Keep clear and concise.!
Summarize !Wrapping it up clearly and concisely and
✓
connecting to what comes next.! !
Common traps. Things that undermine full
participation and group action.
UX London 2011 • April 2011
70. Collaborative Session Template
session n a m e & d a t e!
P U R P O S E! P E O P L E! P R O C E S S! P A T T E R N S!
t i m e l i n e!
l e a r n i n g s!
+
o b j e c t i v e!
-
a r t i f a c t s! N E X T S T E P S!
UX London 2011 • April 2011
71. Collaborative Session Activity Framework
session n a m e & d a t e!
A C T I V I T Y!
R O L E! TALK! ! DISCUSS! ! ✓
MAKE! DECIDE! CAPTURE! ✓
Frame!
Inform!
✓
Expose! ✓
Educate! !
Instruct
✓
(directions, etc.)!
Brainstorm!
Explore,
create &
refine ideas!
Synthesize!
Prioritize!
Summarize! ✓
UX London 2011 • April 2011
72. Collaborative Session Activity Planning Framework
session n a m e & d a t e!
A C T I V I T Y!
R O L E! TALK! ! DISCUSS! ! ✓
MAKE! DECIDE! CAPTURE! ✓
UX London 2011 • April 2011
73. Jedi Mind Tricks : Amazingly helpful statements for collaborative sessions.
Why?!
(and why?)!
How (and why?)!
What about this (and why?)!
might
could be true?! (and why?)!
we...!
Letʼs take 10 minutes
Let me make sure that I understand
and draw out what
what you mean. (then summarize)
that could look like.!
Is that correct?!
Letʼs flip it around.
What are 3 ways we
can ensure this fails?!
What are your
thoughts?
What would be the (to a participant who
has yet to contribute.)!
impact of this?
Thank you for
What would change as a result?!
your candor.!
Letʼs not be afraid to What would
talk about the risks.! increase confident
in this choice?!
UX London 2011 • April 2011