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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
You r name!
                 ng   !
 A ski ll you bri
             !
 to the room




                          5 minutes

                             UX London 2011 • April 2011
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
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
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
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
Collaboration
Getting people to work
together in a way that
furthers the goals of
everyone in the room.



                         UX London 2011 • April 2011
Facilitation
Making it easier to move
forward together.




                           UX London 2011 • April 2011
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
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
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
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
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
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
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
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
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
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
Purpose

The basics
Outcomes	
  

Artifacts	
     What are we going to make?
                • Sketches?
                • Models?
                • Flows?
                • Plans? 	
  




                                             UX London 2011 • April 2011
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
Questions?




             UX London 2011 • April 2011
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
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
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
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
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
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
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
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
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
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
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
People

It’s really about this...




                            UX London 2011 • April 2011
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
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
Questions?




             UX London 2011 • April 2011
Breaktime!

       15 minutes



                    UX London 2011 • April 2011
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
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
Process

Process
The experiences and activities that will deliver the outcome.	
  




                    Purpose	
  

                                            People	
  




         Artifacts	
              Activities	
  

                                                          UX London 2011 • April 2011
Process

Basics: Finding effective activities
Top go-to books




                                 UX London 2011 • April 2011
Process

Basics: Finding effective activities
Top go-to-next books




                                 UX London 2011 • April 2011
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
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
Process

Basics: Finding effective activities
Old Faithfuls, the melba-toast of participatory sessions
 Stickynote Freelisting + Cluster




 Dot-voting




                                              UX London 2011 • April 2011
UX Collaboration 101

Pattern : Templates

Activities :
Print & provide

Have participants draw them / make them




                                               UX London 2011 • April 2011
UX London 2011 • April 2011
Process

Tool: Activity Framework




                           UX London 2011 • April 2011
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
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
UX Collaboration 101

Pattern : Timing Issues

Activities :
Break planning

Time to share

Transition time

Rolling outputs




                               UX London 2011 • April 2011
UX Collaboration 101

Pattern : Share-outs

Activities :
Partner pairs : people or tables

Pitch

Volunteer groups

Round robins

Gallery tour


                                        UX London 2011 • April 2011
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
Process

What it looks like




                     UX London 2011 • April 2011
Questions?




             UX London 2011 • April 2011
Let’s put it all
together.

                   UX London 2011 • April 2011
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
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
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
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
UX Collaboration 101

Pattern : Capture Outputs

Activities :
In-flight blackbox

Photography

Group summary




                                 UX London 2011 • April 2011
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
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
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
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
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
Resources


            UX London 2011 • April 2011
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
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
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
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
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
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

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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
  • 8. Facilitation Making it easier to move forward together. 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
  • 19. Purpose The basics Outcomes   Artifacts   What are we going to make? • Sketches? • Models? • Flows? • Plans?   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
  • 21. Questions? 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
  • 33. People It’s really about this... 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
  • 36. Questions? 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
  • 41. Process Basics: Finding effective activities Top go-to books UX London 2011 • April 2011
  • 42. Process Basics: Finding effective activities Top go-to-next books 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
  • 47. UX London 2011 • April 2011
  • 48. Process Tool: Activity Framework 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
  • 54. Process What it looks like UX London 2011 • April 2011
  • 55. Questions? 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
  • 67. Resources 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