The Anatomy of a Collaborative Workshop

The 60 second timelapse video embedded on my webpage here captured a full day workshop I facilitated recently.

But what was really going on?

Have a second look or press pause and you'll see a number of things happened...

Big Paper for BIG Ideas

in the background against the wall there are long paper charts. I use these to graphic facilitate - that is, I facilitate the group AND capture the key content the group is contributing using words and images on the chart.

You'll see a second chart to the left which I'm darting back and forth to at the start. I used this chart when everyone in the session was introducing themselves. This served as a great anchor for the participants to bring them 'into the room' and onto the story wall that was being completed during the workshop. 

Talk and Do

Throughout the workshop there were segements where participants were discussing in tables, contributing as a larger group and standing at the front of the room, reporting back from their table discussions. Keeping the variety going throughout the day is vital. We mixed up the table groups too - by the end of the day, there had been a real mixing and meeting of minds and views. 

As groups reported back, I captured key points presented... knowing that we also had the more detailed content from the groups when needed. 

Break Time

When the room is empty, the teams are just outside the room, enjoying conversation, networking, food, refreshments and a change of 'state'. That gives people space to be alone, be in small groups, be in bigger groups, and space to think, talk, review, reflect, brainstorm, laugh and ... whatever!

Standing

It's important to structure your agenda so you do important work when the team is high on energy. The after-lunch slot in a workshop can be a little quieter (with lunch being digested!) so some standing, moving and quick discussions can help keep the interest, energy and engagement up. 

Resources at the Ready

The room was set up for collaboration. Tables for small group conversation and discussion and working on stuff. The tables had paper, markers and post-it notes to capture thoughts, information, ideas and discussions. There were blank walls, flip chart pages posted ready for use and markers available to capture visual thinking. 

And there were yummy food resources provided on the tables - few sweet treats, mainly nuts and dried fruits and healthier energy choices. 

Start & Finish

The workshop featured a brief introduction by the sponsor of the event from the business and a wrap up of 'where to next'. I also talked through a review and summary of the content of the two large visual charts. 

So if we pressed 'record' on your next workshop, meeting or conversation - how much variety, collaboration and creative engagement would the video capture? Think ahead and plan for your team sessions. My whitepaper 'The 7 Problems with Strategy and Team Sessions' is available for download further down the same page where the video is. It's got some hints you can get happening straight away when planning your next strategy session. 

Visualising TEDx Melbourne

It was a thrill to be at the recent TEDx Melbourne event - not on the stage as a speaker, nor in the audience. I was on the sidelines graphic recording as the speakers presented on the topic of Education Leadership.

Three 18 minute talks showing a global, state and local perspective of leading in education. As the room was being set up before the event, and the TEDx banners and signage were put in place, the speakers did microphone sound checks and a had a final run through of their talks.
Then it was show time; the speakers presented, the audience listened, and I listened too... capturing in the moment the key themes I was hearing. Here's the end product - a large wall chart. At the end of the evening I was interviewed for a podcast (the edited link is here) by the guys atEdTechCrew (the full podcast) about graphic recording and using visuals as well as words. 

So... if the stage was yours, how would you structure your 18 minute TED talk? How would you start off? What would your key points be? What stories would you tell? How would you finish?

There were more speakers to listen to this week at the LAST Conference (Lean, Agile and Systems Thinking) in Melbourne. I presented on the topic of Visual Collaboration and also captured several of their presentations using the ipad. Several speakers had more than 18 minutes to fill and so I wondered, how did they prepare? What were their key points? I was tempted to walk over and 'pull the plug' on the data projector and slide show a couple of times! Too much reliance on what was on the big screen, not enough faith that their content and thinking could be delivered even more powerfully without the technology. 

As Leonardo Da Vinci said "Simplicity is the ultimate sophistication". It's not always quick to simplify, but it's most effective and most engaging in a busy firehose-full-of-information world.

Get closer to simple before you stand and deliver your next talk, presentation or workshop. Your audience will be engaged and it will be memorable for the right reasons!

Every meeting and conversation is a balancing act

Watching someone handle a meeting and conversation well, is just like the skill of a highwire walker. Balancing, woah over balance, back to centre, wait, steady, step forward, balance, wait...

The almost easy part is moving along the wire to achieve your outcomes. You can run across if you like. But you might lose people along the way. Or, everyone can be having a great time and participating, you'll achieve some outcomes but they won't be on topic or relevant.

So the balance is between achieving the meeting or session outcomes; involving and engaging the people who are there (in the room or dialling in remotely); and keeping things on topic. It's a balance and you need to let some slight overbalancing happen here and there, but get back to centre, steady and then keep stepping forward.

In a meeting, workshop, conversation today, notice how the balance is going. Is anyone really participating? Are you getting anywhere? Are you on topic? How are all three coming together to the applause of the crowd?

Map out the conversation

When you're heading off to a meeting today or tomorrow, take your notepad along, sure. Only this time, map out how the conversation goes.

Rather than jotting your own notes or actions, capture what the conversation is about. What are the key points? Where are the forks in the road? Where are the blocks or barriers? Where is the humour and lightness? You'll soon see so much more - and the person or group you're having the conversation with will too. 

Last week I met with a client about a customer engagement project. I mapped out our chat and before long, we had three phases, a series of key questions and some follow-up actions. I can recall greater detail of that meeting just by looking at my 'conversation map'. It's a few wavy lines, squares, circles and cloud shapes - just like the cloud shape in the left column of this newsletter. And there were words too. Make sure you've captured words!

Visual notes are engaging, powerful and effective. They serve as one of the greatest mental filing cabinets you have. Just looking at the notes from that conversation helps me recall detail. Here are the notes from my meeting - though they might mean even more if you'd been there. So next time we meet, I'll map out our conversation too. Pick up your pen and map out your next conversation with a client, customer, or colleague. It will stay stronger in your mental filing cabinet!