Meeting Bump up! - DMGT 748

8/20/2019 Meeting Bump up! - DMGT 748

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BUMP UMEETI

Facilitating Successfu

with Design Manageme

YIRUN XU | DMGT 748 Final Proje

Figure 1. Meeting Bump Up!


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YIRUN XUCandidate for Master of Arts, Design Management

DMGT is the culture, strategic and operational use of design resources (internal

and external) available to an organization, and directed towards the facilitation of

transformational change and design-driven innovation.

—Adapted from DMI’s denitionand Professor Peter McGrory, University of Art & Design Helsinki Taik

Final Project submitted to the faculty of the Design Management Program at the Savannah College of Art and Design on March 11, 2015 in partial fulllment of the requirements for the degree of Master of

Arts in Design Management.

MEETING BUMP UP!Facilitating Successful Meetings with Design Management Methods


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INTRODUCTION


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M.A. FINAL PROJECT: Introduction

In the eort to participate in the school’s governance, university students

lead a lot of self-guided meetings that are not conducted eciently, do

not yield the desired outcomes, and do not lead to a positive experienceof the participants. This research project has been undertaken to oer a

model and methods for successful collaborative student-led meetings.

Based on the research ndings the Meeting Bump Up! (MBU!) Suite has been developed, tested, and validated. The suite includes the four-phased MBU! Model & Process , the MBU! Toolkit , the MBU! Workshop ,and the MBU! Virtual Collaboration Space . The strategic Meeting BumpUp! (MBU!) Toolkit includes creative engagement processes for each

particular phase.

While the MBU! Suite was designed for student leaders, it can also besuccessfully applied to all kinds of meetings where collaboration andshared leadership are desired.

Abstract


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M.A. FINAL PROJECT: Dedication and Acknowledgment

I would like to dedicate this project to my dear parents, who alwayssought to provide the best for me and support me to the best of theirability. They provide me the chance to broaden my horizon in anotherculture and support every decision I made.

This project is also dedicated to all my friends. They oer supports,

hugs, encouragement and understand which I am positive needed.

Dedication


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I am using this opportunity to express my gratitude to everyone whosupported me throughout the Design Management nal project.

Special thanks to Prof. Regina Rowland, Ph.D. Thanks for your aspiringguidance, invaluably constructive criticism and friendy advice duringthe project work. Thanks for your patience and dedication toward myeducation. Thanks for taking time to help me edit my writing. Thisproject wouldn't be perfect without your help.

Thanks to all of my classmates. I am sincerely grateful to you guysfor sharing your truthful and illuminating views on my project. Special

thanks to my team members: Kangjun Seo and Enrique Von Rohr. Thankyou for oering thorough and excellent feedback on my project. It was

great to have class with you guys!

Thanks to David Sobin, Syaq Azmy, Maria De La Vega, Miao Yu and

Tian Wang, who are always willing to discuss my project with me. Thankyou for giving me your time to participate in the interviews and testing,and thank you for your full support!

Acknowledgement

M.A. FINAL PROJECT: Dedication and Acknowledgment


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TABLE OF CONTENTS

PROJECT FRAMING9Subject of StudyProblem StatementTarget AudiencePurpose of ProjectScope of Project

99999

11-29 PROJECT POSITIONING

111215

2929

Opportunity StatementZAG StepsCompetitor &Collaborator AnalysisValue PropositionOnliness Statement

31-55 RESEARCH ACTIVITIESAND SYNTHESIS

3132333637393940445455

Research SpaceResearch MethodologyResearch QuestionsInterview QuestionsSurvey QuestionsResearch ActivitiesData Processing & AnalysisPrimary ResearchResearch SynthesisResearch InsightsResearch Findings at a Glance

57-62 DESIGN OPPORTUNITIESAND CRITERIA

576162

Opportunities for DesignDesign Criteria for PrototypeReframing

64-78 PROTOTYPE DEVELOPMENTAND TESTING

64676872

7778

Prototype IdeasChosen Concepts DevelopmentChosen Concepts ExplorationConcept Assessment withTarget AudiencePrototype Testing InsightsDesign Criteria for Final Prototype

107-108 CONCLUSIONS ANDRECOMMENDATIONS

107108

ConclusionsRecommendations

80-105 FINAL DESIGN TO MARKET

80101102

Meeting Bump Up!Business Model CanvasImplementation Plan

110-114 REFERENCES

110114

Annotated Bibliograph Additional Sources

116-144 APPENDICES

116117118119120122131140

Appendix A: Project Ga Appendix B: Research Appendix C: Signed Co Appendix D: Observati Appendix E: Interview T Appendix F: MBU! Too Appendix G: Business Appendix H: Working W

146-150 LIST OF FIGURES AN

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List of Figures

List of Tables


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PROJECT FRAMING


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M.A. FINAL PROJECT: Framing

Subject of Study

Problem Statement

Purpose of Study

Target Audience

The subject of this study is to apply Design Management methods in

student-led meetings in order to increase meeting participation andachieve desired meeting outcomes.

In universities, students lead a lot of self-guided meetings to participatein the school’s governance. At large institutions with lots of internationalstudents cultural exchange takes place through collaboration acrossdisciplines where they exchange ideas, share knowledge, and plan jointactivities to achieve desired results. Leading and participating in these

meetings help students build leadership skills and provide them with allkinds of techniques that are benecial for their future careers.

Unfortunately, many of these student-led meetings are not lead eciently

and/or are not eective, so that students lack positive experiences and/

or do not achieve the desired outcomes. In unsuccessful meetings,participants are not able to make decisions by consensus, resultingin meetings running overtime and behind schedule, and unpleasantexperiences. These undesired results are caused by a lack of meetingfacilitation skills, such as creating unclear meeting purpose, unbalancedtask allocation, and uncertain team roles.

The main focus of the project was to design achieving positive meeting experiences and

Two groups were identied as the target aud

on the purpose of achieving positive meetingoutcomes by applying creative engagement

• Primary audience: students working in co• Secondary audience: other people who ar

quality of group meetings and their own m

Scope of study

The scope of the project was to engage studCollege of Art and Design who lead and partmeetings. The project was completed within January 5, 2015, to March 12, 2015.


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PROJECT POSITIONING


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M.A. FINAL PROJECT: Positioning

Opportunity Statement

Opportunities exist to apply Design Management methods to thesestudent-led meetings. Both, the quality of the experience and the

eciency of the meeting might be improved by applying innovative

creative engagement methods. The outcome of this project might helpmeeting participants to:

• Develop facilitation and leadership skills• Learn about and practice Design Management methods

• Achieve positive meeting experiences and desired outcomes• Increase meeting participation and level of collaboration

Through this project Design Management meimproving meeting facilitation, and the develmaking student-lead meetings more pleasan

the kit can be oered to a variety of institutio

these methods can spread to non-design or

Management is currently less known. Personme to gain knowledge of working in a collaboorganizing and facilitating meetings.


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WHAT DO I DO ?


Zag Steps

WHO MA I ?

WHAT WAVE AM IRIDING?

WHO ELSE SHARESMY BRANDSCAPE?

WHAT IS M

WHAT MTHE ON

Meeting Bump Up! (MBU!) Suite is atoolkit for guiding meeting facilitators whoare seeking to improve their group andmeeting facilitation skills.

• The era of open innovation• Creative meeting facilitation• Transdisciplinary collaboration• Student leadership development• Design Management methods applied

across a variety of genres

The purpose of MBU! Suite is to guidestudents in designing and facilitatingsuccessful meetings, so that participantscollaborate, are fully engaged, have apositive experience, and achieve theirdesired meeting outcomes together.

There are many small and large consultingrms that oer meeting facilitation servicesand/or facilitation training for all kinds oforganizations (businesses, governmentalagencies, non-prot organizations, etc…).There are also many facilitation tipspublished in a variety of books.

MBU! Suite is a stratdeveloping leadershdesign and facilitatio

MBU! Suite is the onthat applies design mto meeting facilitatioin the United States, their meeting designin order to inspire grinstill a positive expeand achieve desired in the era of shifting tcompetition to collab

1 2 3

4 5 6

Figure 2


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Zag Steps

WHAT SHOULD YOUADD OR SUBTRACT?

HOW DSPREAD T

WHO LOVES YOU? WHO IS T

The strategic toolkit should have clear

instructions and suggestions for each phasein the meeting facilitation process, whichhelps the meeting facilitator and participantsuse the toolkit in a more eective way. It

should subtract the wordy description of thedenition for the new collaboration concepts

cited in the toolkit and switch them into visualpresentations.

Students working in collaborative

environments will appreciate the benetof this strategic toolkit. Also other peoplewho are seeking to improve the quality ofgroup meetings and their own meetingfacilitation skills will love the creativefacilitation methods.

The main enemy is th

are afraid of breakingcollaboration concepthe creative facilitatioleadership collaborat

7 8 9

Figure 3.

WHAT DO THEYCALL YOU?

HOW DO YOUEXPLAIN YOURSELF?

Meeting Bump Up! A strategic toolkit for high collaborationperformance

MBU! Suite is a strategic toolkit that usescreative facilitation approaches to improvethe eciency of group meetings, achieve

desired outcomes and increase thepositive experience of participants.

10 11 12

MBU! Suite will rstly be

environments, reaching taudience of participantsThe strategic toolkits wiltraining resources spreadand published on the scto support students in coorder to reach people outoolkit will be spread andcommunity through facilmedia, workshops, and w


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WHAT DOTHEY EXPERIENCE?


Zag Steps

HOW DO PEOPLEENGAGE WITH YOU?

HOW DO YOU EXTEND YOUR SUCCESS?

HOW DO YOU PROTECT YOUR PORTFOLIO?

HOW DEARN THEI

As a creative-oriented facilitation toolkit,the visual communication methodsrunning through the whole processwill create an active and accessibleenvironment to engage participants. Abooklet will be available to help meetingparticipants understand the strategictoolkit and perform with the instructions.

In the early stages, the MBU! Suite wasdesigned for improving student-ledmeetings and it will be tested in a student-led collaboration environment. But atthe same time, the innovative, creativeengagement methods provided in thetoolkit are also appropriate for leadingsuccessful meetings across variousdisciplines.

Meeting participants will be provided with

creative meeting facilitation methods based onfour meeting phases to facilitate their meetingprocess. In the shared leadership collaborativeenvironment created within these methods, theparticipants will gain high quality meetings withpositive experiences and desired outcomes. Theexperiences brought by the toolkit will provideindividuals with the improvement of facilitationskills and personal development.

The MBU! Suite is encouraged tocontinue developing and testing newMBU! Processes and Tools to evolve thework further. The collaboration betweendesigners and facilitators can be protectedthrough the interaction in the large MBU!Community.

Through MBU! VirtuaSpace, MBU Practitio

together, share ideasco-develop new tooland collaborate on pthe MBU! Suite can benhanced to earn us

13 14 15

16 17

Figure 4. Z


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Competitor and Collaborator Analysis

For-profit Creative Facilitation Corporations

IDEOIDEO is a global innovation designconsultancy. IDEO takes a human-centered, design-based approach to helpingorganizations in the public and privatesectors innovate and grow.

Meeting FacilitatorsInternationalMeeting Facilitators International is a meetingfacilitation business consultancy.Meeting Facilitators International providesfacilitators for strategic planning sessions,corporate retreats, and customer advisoryboard meetings.

FrogFrog is a global product strategy and designrm. Frog combines research, strategy,

technology, and design to create productsand services for improving the humanexperience.

ContinuumContinuum is a global consultancy. Continuuorganizations drive buthrough the design of experiences that becopeople’s lives.

The Hayes XPLANEThe Hayes Group is a organizational consult

Group provides the hig

designed especially toachieve its organizatio

XPLANE is a business design consultancy.

XPLAN leverages visual thinking, human-

centered design, co-creation, and multi-disciplinary teams to help clients solvecomplex problems.


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Facilitation Appro

• Design Thinkin“Design thinking iapproach to inno

designer's toolkit

people, the possi

the requirements —Tim

IDEO http://www.ideo.comObjective:

What is their facilitation value?

Members:

What categories do they fall into?

Lessons:What can they teach us for our facilitation?

Approach:How do they create value?

Entry:What is they entry point to their facilitation?

Collaboration Opportunities:Where or how do we overlap?

Help organizations build creative cultureand the internal systems required to

sustain innovation and launch newventures

• Design thinking• Human-centered approach• Design-based approach• Innovation

Public and Private business in branding,digital experiences, energy, engineering,nancial services, food, health, medical

products, and etc

• Consultation business• IDEO website• IDEO workshop/program

• Identify new way to support working• Build creative culture and internal

systems required

• Design thinking approach• Impact through design

• Facilitate by creative approaches• Design Management methods (design

thinking)• Impact through design/ start from

design side

Figure 5. Competitor and collaborator analysis, IDEO, Author’s image, 2015.


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Facilitation Appro

• FrogThink• FrogFoucs• FutureCasting• FrogMob• FrogImmersive• FrogFilm

Frog http://www.frogdesign.comObjective:


Members:


Lessons:

What can they teach us for our facilitation?




Innovation that advances the humanexperience

• FrogThink: build alignment andgenerate fresh ideas

• Frog Foucs: identify space forinnovation ethnographic research andquantitative analysis

• FutureCasting: takes clients outside ofcurrent business realities

• FrogMob: an open, crowd sourcedapproach to design research.

Public and Private business in experiencestrategy, product and service design,product realization, and growth strategy

• Consultation business• Frog website• Frog App (FrogMob)

• Using an open crowd sourcedapproach to design

• People around the world submitpictures from moments in everyday lifethat provide a quick visual pulse on

behaviors, trends, and artifacts

Beyond design consulting, frogs facilitatepractical education and engage inprovocative innovation

Figure 6. Competitor and collaborator analysis, Frog, Author’s image, 2015.


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Facilitation Appro

• Story telling• People-centere• Creating an em

experience• Creative proce• Fresh thinking

Continuum http://continuuminnovation.comObjective:


Members:


Lessons:





Continuum satisfaction lies in tacklingnew-to-the-world challenges andexecuting growth through innovation.

• Creating a storyline that bringsstrategy to life

• Creating an emotionally compellingexperience

• Integrate creative process duringinnovation projects

• Choreographing the interactionsbetween people and projects

• Fresh thinking and global connection

Public and Private business in branding,digital design, business design, servicedesign, product design and growthstrategy

• Consultation business• Continuum website• Continuum online community• Continuum advanced system

• Connect the working process toexperiences

• Tell stories for creating emotionallycompelling experiences

• Experience focused story tellingworking process

• Integrate creative process duringinnovation projects

Figure 7. Competitor and collaborator analysis, Continuum, Author’s image, 2015.


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Facilitation Appro

• Visual thinking• Storytelling• People-Center• Co-creation• Multidisciplina• Interactive des

XPLANE http://www.xplane.comObjective:


Members:


Lessons:





Help clients solve complex problems byusing visual thinking, human-centereddesign, co-creation, and multi-disciplinaryteams.

• Visual thinking• Storytelling• People-Centered design• Co-creation• Multidisciplinary teams• Interactive design

Public and Private business in vision andstrategy planning, visual communication,process improvement and adoption andbehavior change

• Consultation business• XPLANE website

• XPLANE events

• Visual communication focus• Process improvement

• Visual communication approach• Co-creation

Figure 8. Competitor and collaborator analysis, XPLANE, Author’s image, 2015.


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Facilitation Appro

• Initial consulta• Facilitation pro• Pre-work• Planning sessi• Meeting report• Follow-up

Meeting Facilitators International http://www.facilitators.comObjective:


Members:


Lessons:





Right facilitator can make all the dierence

in the world

• Initial consultation• Facilitation proposal• Pre-work• Planning session, corporate retreat• Meeting report• Follow-up

Public and private business in meetingfacilitation

• Consultation business• MFI website

• Focus on strategic planning facilitation• Facilitation proposal (good meeting

facilitation takes preparation)

• Clear facilitation approaches• Pre-work for meeting facilitation

Figure 9. Competitor and collaborator analysis, MFI, Author’s image, 2015.


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Facilitation Appro• Analyze and di

individual deve• Provide consu

sensitive to un

• Assist clients in

The Hayes Group https://www.thehayesgroupintl.comObjective:


Members:


Lessons:





Solving real time business problems andhaving a direct impact on the humancapital

• Analyze and diagnose organizationaland individual developmental needs

• Provide consulting and training that issensitive to unique environment

• Assist clients in meeting specic

objectives

Public and private business in governmentservices, health care and mergers

• Consultation business• The Hayes Group website• The Hayes Group workshops

• Workshops that engage people,business and organizations

• Category business by industry

Workshop in case study for facilitationstarters

Figure 10. Competitor and collaborator analysis, The Hayes Group, Author’s image, 2015.


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IAF(International Association of Facilitators)

The International Association of Facilitators(IAF) is a professional association thatpromotes, supports, and advances theart and practice of professional process

facilitation.

INIFAC(International Institute for Facilitation)

The International Institute for Facilitation(INIFAC) is a facilitation certication

association. Developed from a facilitationcertication program at the master’s level.

IIFAC(International Institute

International Institute fChange (IIFAC) is a facIIFAC oers facilitation

to help groups make b

spent in meetings.



Facilitation Associations


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Facilitation Appro• IAF Online ope

ipchart, mem

• Grow the commthose who faci

• Establish interprofessional st

IAF (International Association of Facilitators) http://www.iaf-world.org/index.aspxObjective:


Members:


Lessons:





Unleashing the power of Facilitation andFacilitators

• IAF Online open resources (Journal,ipchart, member blogs)

• Grow the community of practice for allthose who facilitate

• Establish internationally acceptedprofessional standards

All those who facilitate, for the good ofothers, wherever and however they do it

• IAF Website• IAF Membership• IAF Certication Events

• International Facilitation Week• Facilitation Impact Awards

• Create an International platformthat provide the opportunities forfacilitators’ communication

• Collect and share facilitation resourceson the platform

• Create the category for facilitationstarters (tools and resources)

• Cases study

Figure 11. Competitor and collaborator analysis, IAF, Author’s image, 2015.


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Facilitation Appro• Facilitator cert

• Training course

• Platform for ce

• Facilitator reso

INIFAC (International Institute for Facilitation) http://www.inifac.orgObjective:


Members:


Lessons:





Maintain and advance certication for

facilitators at the Masters level

• Facilitator certication

• Training courses for certication

• Platform for certied facilitator career

• Facilitator resources

Facilitation professionals

• Apply for facilitator certication

• INIFAC website• INIFAC training courses• Collaborate with CCF and CMF

• Facilitator skill certication

• Training for certication base on

facilitation standard

Certication courses for facilitation

starters

Figure 12. Competitor and collaborator analysis, INIFAC, Author’s image, 2015.


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Facilitation Appro• Respect peopl• Passing on info

through teachimentoring of n

• Innovate and ssystems and s

IIFAC (International Institute for Facilitation and Change) http://english.iifac.orgObjective:


Members:


Lessons:





Help groups nd new pathways to

communicate with each other, to becomeboth more disciplined and more creativein the ways work and to make decisions

• Respect people and the earth• Passing on information and inspiration

through teaching, publishing andmentoring of new colleagues

• Innovate and strive to constantlyimprove systems and services

Public and private business in facilitation,training and coaching

• Consultation• IIFAC website• IIFAC workshop/program

• Innovate to improve systems andservices, thinking facilitation wider

• Build international facilitation network

Develop and innovate the facilitationstarter training in system

Figure 13. Competitor and collaborator analysis, IIFAC, Author’s image, 2015.


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2X2 AXIS CHARTMeeting Expectations vs. Facilitation Methods

Most creative innovation consultancies focus onthe participant’s expectation of meeting experiencerather than outcome. Associations like INIFAC,which focus on the facilitator training, were moreexperience oriented. The for-prot facilitation

services consultancies showed concentration onmeeting outcome.

There is great opportunity in the area that balances

positive experience and outcome in meetings byapplying relatively creative facilitation methods.

MEETING EXPECTATIO

High Creativity

Low Creativity

ExperienceOriented

IDEO

FROGCONTINUUM

MeetingFacilitators

International

TheHayesGroup

XPLANE

InternationalAssociation of

Facilitators

IAF

InternationalInstitute forFacilitation

INIFAC

InternationalInstitute for

Facilitation &Change

IIFAC

Figure 14. 2X2 axis chart for market positioning, Meeting Expectations vs. F


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2X2 AXIS CHARTFacilitation Guidance vs. Facilitation Purpose

It is interesting to note that creative facilitationmethods in strategic level applied by innovationconsultancies showed advantage in improvingmeeting participation rather than training groupleadership.

There is a white space in the area of providing step-by-step guild for participatory leadership.

FACILITATION GUIDAN

Strategic Guidance

Step-by-step Guidance

ParticipatoryLeadership

Style

IDEO

FROG

CONTINUUM

VIANOVA

TheHayes

Group

InternationalAssociation of

Facilitators

IAF

InIF

IN

InternationalInstitute for

Facilitation &Change

IIFACXPLANE

MeetingFacilitatorsInternational

Figure 15. 2X2 axis chart for market positioning, Facilitation Guidance vs. F


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Positioning Summary

After evaluating the various facilitation consultancies, both in innovation-oriented and business-oriented, some key ndings become evident:

• Creative facilitation methods were widely used by innovationconsultancies, which led positive meeting/collaboration experience.These methods showed an advantage in improving meetingparticipation and brought great collaboration.

• The existing leadership training program/courses are basicallyprovided by business oriented consultancies or facilitation

certication organizations; the methods included were general butbehind the times. This caused the methods to be unable to helpimprove participation eectively in recent meetings.

• The new trend that more and more facilitaconsidering is creative engagement methoa long distance to chase up creative innovwas a great opportunity in the area to llin

collaborations.


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Value proposition Onliness Statement

For participants in student-lead meetings

Who are seeking to improve their group and meeting facilitation skillsOur toolkit provides a strategic approach for applying innovative creativeengagement methods for leading successful meetings across variousdisciplines

We do this by oering a set of easy steps to open meetings, to create

and decide upon an appropriate meeting agenda, to collaborativelydefine a desired meeting outcome, and to choose processes forachieving the defined outcome, so that participants are fully engagedthroughout and leave the meeting with a positive experience, clarity, andnext steps for potential action.

Unlike other existing meeting facilitation methods that require theguidance of strong leadership our toolkit guides facilitators-in-training, step-by-step, in designing and facilitating collaborativeprocesses toward successful meeting outcomes based upon equality of

participants.

Meeting Bump Up! (MBU!) Suite is the only design management methods to meeting fac

in the United States, who seek to improvefacilitation skills in order to inspire greater coexperience in participants, and achieve desirera of shifting the paradigm of competition to

WHAT: the only strategic toolkit

HOW: that applies design management meth

WHO: for college students

WHERE: in the United States

WHY: who seek to improve their meeting des

in order to inspire greater collaboration

in participants, and achieve desired me

WHEN: in the era of shifting the paradigm of


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RESEARCH ACTIVITIES AND SYNTHES


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M.A. FINAL PROJECT: Research Activities and Synthesis

Research Space

This project focused on the subjects of(student-led) meeting, facilitation andDesign Management. An ecosystemmap has been generated base onthe secondary research to show theresearch space of the project and thepositions and relationships of thesesubjects.

DESIGNMANAGEMENTFACILITATION

Creativity

FacilitationMthods

TeamBuilding

Co-Facilitator

Personal

Leadership

MeetingFacilitation

MeetingOutcome Collaboration

MeetingParticipation

CreativeEngagement

MeetingExperience

Student-Led

Busines

MEETING

Leadership

FACILITATION

MEETING

Hawes, J. M. (1999)Falkman, G. (2013)Northridge, R. (1994)Paulsen, D. (2004)Rees, F. (1992)Sibbet, D. (2010)

Koonce, R. (1995Clifton, W. (1992)Laamme, E. (20Levasseur, R. E.

Pelletier, S. (2004Eckes, C. (2009)

Figure 16. Ecosystem map


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Research Methodology

The methodology of this project was a case study with an ethnographic lens.

This methodology is appropriate for the project because the research wasbounded to a specic location and pool of research subjects at the Savannah

College of Art and Design. The primary research included working with studentmeeting leaders and participants to collectively develop appropriate solutionsfor problems observed by the researcher and dened by the subjects who

represented a diverse spread of cultural backgrounds, beliefs and values.


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Main Research Question

Sub Research Question

How might Design Management Methods be applied to meeting

facilitation in order to increase participation in meetings, so that

desired outcomes are achieved and participants have positive

experiences?

How are people using Design Management Methods?What is the benet of using Design Management Methods?

What does participation mean in a meeting eWhat emotional expressions or behaviors deare fully engaged in meetings?

What will inuence group members’ participWhat methods will be used to increase particWho or what might encourage more particip

What is meeting facilitation?What is the purpose of meeting facilitation?What kinds of methods have already been applied in meeting facilitation?What is the main task for a meeting facilitator?

What is the denition of “success” in meetin

outcome is achieved)?What methods are used to evaluate successWho determines whether meetings were sucHow do participants evaluate success (versu

What variables impact the experience?What kind of experience do participants expWhat is the relationship between positive expWhat methods can be used to improve the m

1. What are Design Management Methods?

3. How might we increase participation

2. How might we apply Design Management Methods tomeeting facilitation?

4. What determines “success” in meetin

5. What is the denition of “positive” exmeetings?


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Consent Forms

Figure 17. Interview consent form, A

i i i i


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Research Protocols

Figure 18. Res

M A FINAL PROJECT R h A ti iti d S th i


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Interview Questions

1. Tell me a little about yourself, your major/career, profession, character and lifestyle.

2. Please tell me about a recent meeting experience.

3. Please tell me about a meeting that impressed you the most.

4. What inuences your mood during meetings?

5. What experience do you expect to have from being in meetings?

6. What would you like to experience?

7. How do you connect a positive experience with success in a meeting?

8. How can meeting leaders or other participants impact your meeting experience? What can

they do to make it better or worse?

9. How do you dene a success meeting?

10. How would you know when a meeting was successful?

11. Who can say that a meeting was successful (leader/participant/visitor/boss?)

12. What makes meetings successful and how would you evaluate it?

13. How would you describe the meaning of participation in meetings?14. What do people look like that participate heavily?

15.How do you dene meeting leadership?

16. How do you think the leader can get people to participate more?

17. What other methods than creative engagement have you experienced in meeting facilitation?

18. Have you ever heard of DMM?

19. When have you seen DMM in action? How was it done?

20. What was inspirational about DMM in action?

1. Tell me a little about yourself, your major/career, profession

2. Please tell me about a recent meeting experience.

3. Please tell me about a meeting that impressed you the mo

4. What inuences your mood during meetings?

5. What experience do you expect to have from being in mee

6. What would you like to experience?

7. How do you connect a positive experience with success in

8. How can meeting leaders or other participants impact you

they do to make it better or worse?

9. How do you dene a success meeting?

10. What methods are used to evaluate success?

11. Who can say that a meeting was successful (leader/partici

12. What makes meetings successful and how would you eval

13. How would you describe the meaning of participation in me14. How might you recognize people fully engaged in meetings

15.How do you dene meeting leadership?

16.How might you make meetings more creative, more fun, an

17. How do think the leader can get people to participate more

18. What other methods than creative engagement have you e

19. Have you ever heard of DMM?

20. Have you ever heard and used DMM?

21. What was inspirational about DMM in action?

For Meeting Participants For Experienced Meeting Facilitator

M A FINAL PROJECT R h A ti iti d S th i


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Online Survey Questions

I voluntarily agree to participate in this survey performed by

students at the Savannah College of Art and Design. I understand

that this survey is being conducted by Yirun Xu in order to identifyopportunities for design as part of DMGT 748 M.A. Final Project,

Winter 2015.

I grant permission for the evaluation data generated from the above

methods to be used in an educational setting. I understand that any

identiable information in regards to my name and/or company name

will be removed from any material that is made available to those not

directly involved in this study.

The procedure involves lling an online survey that will take

approximately 10 minutes. By completing this survey, I agree toparticipate in the research. Condentiality will be maintained to the

degree permitted by the technology used. My participation in this

online survey involves risks similar to a person’s everyday use of the

Internet.

Please select one

O I agree O I do not agree

Online Consent Form a. Art Creativeb. Businessc. Communicationd. other __________

1. What's you job eld?

a. Yes

b. No

2. Are you a experienced meeting facilitato

a. Outcomeb. Experiencec. Both

3. What is more important to you in a meet

a. Follow the meeting agenda, completeb. Complete the meeting task perfectlyc. Express the personal opinion to otherd. Inspired by others idea, generate newe. Task allocated properly

4. What do you think a successful meeting

M A FINAL PROJECT Research Activities and Synthesis


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Online Survey Questions

a. Learn knowledge from others

b. Personal ides are recognized

c. The realization of self-worthd. Spiritual fulllment

e. Nothing suck in meeting

5. What kind of experience can be a “positive” meeting experience for you?

a. Use positive commentsb. Use creative activities

c. Focus on one issue, shorten meeting timed. Ask an assistant to facilitate the meetinge. Using informal topics warming up meetingf. Other ____________

7. If you are meeting facilitator, what will you do to incr

a. Take the initiative to become leader, facilitate the meeting.b. Participate in discussion, exchange ideas with others.c. Listen to other participants’ idea, sometimes discussion with others.

d. Listen to other participants’ idea only.

6. What will you usually do in a meeting that show your participation in it?

a. Research methodsb. Design methods

c. Business modelsd. Management principlese. Methods used to manage design processf. Have no idea about Design Management Method

8. Have you heard about Design Management MethodFor you, Design Management Method is __________

M A FINAL PROJECT Research Activities and Synthesis


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Research Activities Data Processing & Analysis

• Secondary research was conducted into ve aspects, which were

connected with main research question closely.

• An online survey was conducted from January 15, 2015 to January23, 2015 using Survey Monkey

• Face-to-face interviews were conducted with students in theSavannah College of Art and Design from January 17, 2015 toJanuary 23, 2015, in Savannah, GA

• Participatory Observations were conducted in student-led meetingsfrom January 14, 2015 to January 23, 2015

Primary research data was collected throughobservations. Data was mapped onto workinanalyzed and further processed. Eventually, presented in data visualization maps, such aanalysis, journey maps, personas and anit

this data analysis led to an opportunity map potential prototypes.


M A FINAL PROJECT: Research Activities and Synthesis


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Primary Research

about student-led meetings

Findings:

Interview

Interview as a main primary research methodsin this project. Interviews were believed toprovider a deeper understanding of howinterviewees looking at student-led meetings.Through the interaction between interviewerand interviewee, more sensitive topics likepersonal meeting experience were explored inthis phase.

Students’ moods were always inuenced byhow other participants treated the meeting.(They wanted a positive environment, butnegative members always infused their moods.)

David S.DMGT Student

Maria D.SERV Student

The biggest thing that wouldaect my mood is the peoplewho come into the meeting, ifthey are there against a will orat least coming in with a cynicalattitude, then it’s goanna aect

my mood.

• What I expect going to a meetinknowing that they are coming inshare collaborate and negotiate

• The experience of the meeting the outcome would goanna be.experience in the meeting, ther

• So as soon as you accomplish accomplish, even if it is just a tiwasn’t what I expect but at leasinches are mile really in the end

• If you have someone maybe hamaybe someone else is not feeencouraging them to participateaects meeting.

• I think that when a meeting hasworking towards that purpose aenvironment that really aects tKnowing where you goanna get

• Establishing goals. So that we k just meet-to-meet, but meet to

A successful meeting is not onlyone that reaches the goals, butmaybe found dierent thingsthat would not expected in it.

"

"

"

Syaq A. ARLH Student

• What really important is chemisme, we are in the same group awork together, I feel comfortablknow you, you don’t know me, will feel this kind of tense.

• If you want to create an engagineed to know every participant

• It is very because every assignmand discussion, then you put stand if you make changes, if you

There is no communicationbetween us, even we do in thesame studio, communicationis very important things. But ifwe don’t have communications,everything doesn’t work reallywell.

"

"

"See more interview transcriptions in appendice Figure 19. Interviews'



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Primary Research

on student meetings

Findings:

Observation

Observation was conducted as a part of primaryresearch activities. It required the researcher as

a meeting participant in the student-led meetingcontext. By observing meeting participants’behaviors, interaction, pain point and happypoint, gained the data from an objectiveperspective.

In the situation of student meetings, the role of

leader was not clear.

The group meetings were conducted in equal

environment. The so-called leader was alwaysthe person knew more about the topic, andtalked more in discussion.

ScheduledMeeting Time

Participant 1 Arrived Observation Notes:

Participant 2 Arrived

Participant 3 Arrived

Discussion Time

Discussion Time

Get Ready for Meeting

Meeting Ended

Short Silent

6:00 pm

5:45 pm

5:52 pm

6:12 pm

6:20 pm

6:38 pm

6:43 pm

6:50 pm

6:58 pm

Fashion Management MajorStudent-Led Meeting

Figure 20. Journey map of meeSee more meeting Observation records in appendice



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Primary Research

about student-led meetings

Findings:

Research Subject:

Online Survey

Online survey was conducted as one of theprimary research activities. The purpose of thisonline survey was to get a basic understandingon people’s perception of meeting.

Most people were unfamiliar with DesignManagement Methods; their understanding on

it was limited by its literal meaning.

The survey was open to members of everytarget audience group. There were total 28people who took this survey including 17students in the Savannah College of Art and

Design and 11 participants from other job elds.

a. Art Creative

b. Business

c. Communication

d. other __________

17

6/

5/

1. What's you job eld?

a. Yes

b. No

2. Are you a experienced meeting facilitato

5/

23

7/

2/

19

a. Outcome

b. Experience

c. Both

3. What is more important to you in a meet

a. Follow the meeting agenda, complete

b. Complete the meeting task perfectly

c. Express the personal opinion to other

d. Inspired by others idea, generate new

e. Task allocated properly

4. What do you think a successful meeting



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a. Learn knowledge from others

b. Personal ides are recognized

c. The realization of self-worth

d. Spiritual fulllment

e. Nothing suck in meeting

5. What kind of experience can be a “positive” meeting experience for you?

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a. Use positive comments

b. Use creative activities

c. Focus on one issue, shorten meeting time

d. Ask an assistant to facilitate the meeting

e. Using informal topics warming up meeting

f. Other ___________

7. If you are meeting facilitator, what will you do to

a. Research methods

b. Design methods

c. Business modelsd. Management principles

e. Methods used to manage design process

f. Have no idea about Design Management Me

8. Have you heard about Design Management MeFor you, Design Management Method is ______a. Take the initiative to become leader, facilitate the meeting.

b. Participate in discussion, exchange ideas with others.

c. Listen to other participants’ idea, sometimes discussion with others.

d. Listen to other participants’ idea only.

6. What will you usually do in a meeting that show your participation in it?

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28/28

8/28

3/28



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Research Synthesis

of students’ perception of meeting

Findings:

Word Cloud

A word cloud was a visual representation fortext data gathered in primary research. By color-coding these single words upon the categoriesof DMM (Design Management Methods),leadership and perception of meeting, it wasuseful for quickly perceiving the most prominent

word and determining its relative prominence.

Students commonly believed that meeting is

the synonym of collaboration, and leadership isthe role can reach everyone in discussion.

Most students were unfamiliar with DesignManagement Methods; their understanding on

it was limited by its literal meaning.

ProductiveEnvironm

Perspectives

Models

Visual

Tools

SysteMap

Manag

Understanding

Connect

Create

Facilitate

Vision

Patien

Building

Commu

Collaborate

Contribute

Task

Outcome

Goals

Sha

Figure 21. Word cloud of students' perception of me



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Research Synthesis

of students’ actions in a meeting

Findings:

Journey Map

Based on data collected from observation ofstudents’ meeting process in primary research,the journey map was created to describe everystep in the meeting process. This orientedgraph represented the dierent touch points in

the meeting process, and helped researchersanalyzing interactions between students.

In the situation of student meetings, the role ofleader was not clear. The group meetings wereconducted in equal environment. The so-called

leader was always the person knew more aboutthe topic, and talked more in discussion.

Participant 1

BEFORE MEETING DURING MEETING AFTER

Start

Warm Up

NOpen

Discussion

Start with informal topics

Conduct

Close

Participant 2

Participant 3

Potential LeaderObservent Plan a Meeting

Clarify Purpose

Make Decisions

Agree on Action Items

Carry out Assignments

Prepare Meeting

Extrovent

Introvent

Maintain the focus ofdiscussionPresent ideasComments

The last onepresent ideasComments

1st present ideasComments

Figure 22. Journey map of students' actions in a meeting, Author’s image,



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M.A. FINAL PROJECT: c ct t y t

Research Synthesis

of current situation in student meetings

Findings:

SWOT Analysis

In order to improve both the experience andoutcome of student meetings, the SWOTdiagram was used to understand the currentsituation in student meetings. SWOT analysisenabled the researcher to identify both internaland external inuences.

Phenomena in the current situation (like nospecic leadership role existed in meeting)

brought both positive and negative inuence to

the development of meeting facilitation. Thereis need to nd appropriate methods to shift the

negative to the positive side.

SWOT

Strengths

Opportunities

• There is no specic leadership role in currentstudent meeting, which creates a relative equaldiscussion environment. (Everyone feel free topresent own ideas)

• Students in the learning phase are open toaccepting new concepts, ideas and methods forfacilitating their study.

• In order to create more possibilities for futurecareer, students are willing to nd new methodsdeveloping leadership

• Dierent creative facilitation methods are easyto spread in majors through elective classes andcollaboration projects.

• Meeting facilitations workshops can be used tointroduce more methods to students.

• CLC (Collaborative Learning Center) projects canprovide collaboration experience for students indierent majors, also develop the leadership.

• A lot of resources about creative facilitationare available for students on line and onground. (Workshops conducted by facilitationprofessionals)

• Huge instability exists in meetinspecic leader role.

• Instead of meeting for achieving

student meetings are tending toterm tasks. (Which is not good flarge projects)

• Due to the equal discussion envidea is valued by others, which lto agree on one ideas for future

• More companies hire the third-pfacilitators; this lead student losimportance of leadership as a s

• In order to connect school studybusiness, students tend to pracmethods (used by companies fo

meetings, which lose creativity alearning phase.

Figure 23. SWOT analysis of current situation in student meeting



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y

Research Synthesis

students’ perception of meeting

Findings:

Affinity Map

Based on the data collected in the interview,

the analysis process was confronted withmany facts and ideas in apparent chaos.The anity map was used to organize this

large number of ideas into their naturalrelationships. Here, an anity map was

created with quotations from the interview

to see the relationship between dierent

thoughts.

Students’ expectation on leadership wasbasically about connecting the one who mightnot connected on their own.

The precondition of a good collaboration wasto know each other.

Design Management Methods were thoughtto provide a comprehensive way to thinkproblems and giving people dierent aspects

to look at it.

The biggest thing that would aect

my mood is the people who comeinto the meeting, if they are there

against a will or at least comingin with a cynical attitude, then it’sgoanna aect my mood. - David S.

I tried to keep myself be positiveand I was always to keep theenvironment, I didn’t let thenegative take control. - David S.

The experience of the meetinitself would tell you what theoutcome would goanna be. S

you don’t have a good experin the meeting, there was no good outcome, expect morebad juju, or bad vibes you kn-David S.

I tried to keep positive face wholetime. I smiled every time they tried,anytime the person competitive

with me I smiled to get a challengeand I think that kept the meetingstable and at least productive.-David S.

Meeting leadership, it’s the personwho is willing whether he is afacilitator or that person with in thegroup that just seems to be ableto reality people. That person hasability to stand up and connectothers who might not connectedon their own.-David S.

That’s the true leader and againstthe communication it’s that willingto take the conrmative and

competitive as well as the passiveand get them to at least talk and

share whatever it is that feelingsare. -David S.

Successful meeting is dependingon what you are trying to getdone in the meeting. But at least

a successful meeting is a meetingI wish people came out witheither new ideas and new outlookor alignment with in the groupyou know that is usually what ameeting about.-David S.

So as soon as you accomplishwhatever goals you set up toaccomplish, even if it is just a tinylittle thing, even if it’s like it wasn’twhat I expect but at least wemoved an inch. Then the inchesare mile really in the end. -David S.

there is no communicationbetween us, even we do in thesame studio, communicationis very important things. But if

we don’t have communications,everything doesn’t work reallywell. -Syaq A.

If you don’t reach a specic

outcome or output, so that mthe meeting is useless. So atend of day, if you reach somethat is I can see a successfumeeting. -Syaq A.

I think that when a meeting hpurpose, and everyone is wotowards that purpose and cra good working environmentreally aects the outcome of

meeting. Knowing where you

goanna get. -Maria D.

As a student here the mostimportant part for us is theprocess, how we come out widea, so the progress of themeeting is important. Of caualso the outcome is importan-Bingjie Q.

If you want to create an engagingmeeting, rst of all, I think you

need to know every participant.-Syaq A.

Maybe you can do somethingbetter, but I don’t know. So thatmeeting lost the value. -Syaq A.

Everyone is willing to listen to eachother, and no one’s opinion is moreimportant than another person’sopinion like we are all equal. And

we build upon whatever other’ssaying. -Maria D.

I like people all waiting to listen,that’s important, because ifsomeone being very aggressivesaying like I am only want to pushmy idea instead I am listing toeverybody. -Bingjie Q.

For me it is like everyone achievesthe outcome at the end of themeeting. -Syaq A.

MeetingParticipation

Successfu

MeetingMeeting

LeadershipExperience V

Outcome

A successful meeting is not onlyone that reaches the goals, butmaybe found dierent things that

would not expected in it. -Maria D.

Figur



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y

Research Synthesis

of target audience

Persona

Based on the previous data andanalysis from the primary research,personas were created helpingresearchers to connect data with thetarget audience. By creating ctional

characters to represent the dierent

user types, more specic details and

insights were shown to bridge the gapwith target audiences.

"I want my participants tothink creatively, I will dowhatever to get their minds

jazzed."

“I don’t want to take centerstage, but I’d like to listen toeveryone whenever you thinkand then participation.”

"I tried toand I didnenvironm

“If we doncommunidoesn't w

Experiencedmeeting facilitators

David Sobin

Yan Lee

Kelli P

SyafiqExperiencedmeeting participants

Potentialgroup lead

Inexperiemeeting p

Figure 25 - Figure28. P



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y

Experiencedmeeting facilitators

David Sobin

Yan Lee

Ke

SyExperienced

meeting participants me

Demographics Mapping

Leader Participant

SeldomMeeting

FrequentlyMeeting

Creative Tradition

ExperienceOriented

OutcomeOriented

ExperiencedFacilitator

InexperiencedFacilitator

Extrovert Introvert

In order to show the comprehensiveness of personas, a demographics mapping was used hereto show the reasonable selection of four characters.

Figure 25 - Figure28.



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David Sobin• 32 years old• Single• Design Management Major in study• Manager in a medium-sized real estate

company• Business background

• 70k annually income• Puerto Rico, US• Lives in an apartment near beach

• Takes 30 minutes’ to drive to workeveryday

• Likes surng and playing video games, all

depends on moods• “Moment of impact: how to design

strategy conversations that acceleratechange” in reading

Narrative:

David Sobin has worked in the real estate industry forsix years. He nished his business masters degree in

Boston University and then went back to Puerto Rico,the place contained all sweet memories of his childhood.

In Puerto Rico, he started his career in a smallreal estate company and accumulated businessexperiences. Usually they had one formal meeting andseveral informal department meetings in a week. Themeetings were not long, but eciency due to the smallscale of business and well communication amongcolleagues. He became eloquent and happy to be workin a collaboration environment. This made him becomepassionate to achieve leadership in a higher level. Twoyears later, he got the chance to work in a medium-sizedreal estate company. As a manager, more and moremeetings came to him, with boss, subordinates andclients.

Now he always struggles to generate new ideas andsolutions in the meeting by using his facilitation skills. Almost every participant looks so tired and can’t focuson the discussion. This made him realized that thetraditional facilitation skills are no longer working thatgood. He needs to look for new facilitation methodsincreasing meeting participation and drive his colleaguesthink creativity.

Needs:• New facilitation metho

participation• A new approach to sp• Eective communica

bosses• Integrate his design m

business eld

Motivations:• Make business creativ• Acquire the facilitatio

• Believing in the value• Pursue the way of thi

considering stake in a

Pain Points:• Limited by backgroun

the vertical thinking h• Need the support from

engagement into mee

• Passionate about creenvironment, but hardcreative thinking proc

Satisfaction Points:• Happy to know the ne

the study of design m• Have a chance to par

see how those profes• Passionate to connec

thinking) to the real es

Figure 25. Persona pho



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Kelli Peterson• 26 years old• Single• Service Design Major Student (Freelance graphic designer)• Used to be an UX designer in IBM• Graphic design background

• 20k annually income• Vancouver, BC• Lives in an apartment downtown

• President of the student union• Enjoys going to exhibitions and museums

and is interested in nding the new trends

in design• “How to Kill a Unicorn: How the World's

Hottest Innovation Factory Builds BoldIdeas That Make It to Market” in reading

Narrative:

Kelli Peterson used to work as an UX designer in asoftware development company; this was her dream job

at that time when she graduated as a graphic designer.She was passionate about integrating visual factors intothe human-machine interaction experience. Here she not

only embodied her value o f a visual designer, but alsolearnt about the human-centered design process.

She worked in a sub-group with ve members. They had

quiet a lot of meetings every week, some are creative

and engaged, but some are boring and inecient. Whatimpressed her most were the methods that the leaderused to facilitate the creativity generated in a successfulmeeting. Through these meetings, Kelli saw the value ofcollaboration and realized that leadership really matters.

For achieving her long-term career goal, she continuesher studies in service design in order to improve hermajor skills and ability of leadership. She thinks, the

leader basically has to create the environment. That’s themagic, that’s the design. It’s creating the environment,create the models, visual communications modelsthat can help, but also create the social and the air ofcollaborative culture, understand that it’s the part of theexperience.

Needs:• The knowledge of me• The culture of collabo

collaboration• A new creative appro

participation• A deeper understand

meeting experience a• Eective communica

Motivations:• Knowing the value of

collaboration• Seeing the facilitation

of creative ideas• Getting to the next ste

Pain Points:• Under the pressure to

environment for nega• Choosing the facilitat

meeting situation• As a facilitator-in-train

in the role of facilitato

Satisfaction Points:• Seeing the progress o• Achieve both positive

meeting outcome• Participants get inspir• Work in creative facili

Figure 26. Persona pho



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Yan Lee

• 23 years old• Single• Design Management Student (Work-study, greeter in faculty oce)

• International student• Feels uncondent to speak English in

public• Graphic design and branding background• 300 monthly income• Charlotte, NC• Lives in an apartment in downtown

• Enjoys country music, traveling andreading ctions

• “Leaving Time: A Novel” in reading

Narrative:

Yan Lee was a graphic designer. After she achieved herBachelors degree, she chose to further study in the US.

Accepted the education in dierent culture. Bordered

the horizon, and at the same time got the inuence ofcreative thinking. Six years’ English learning made her

read and write uently, but she is still not condent tospeak English in public. She is introverted by nature.

The study of design management major, which mostprojects were worked in collaboration and need lotsof communication for discussion. Due to lack ofcondence and introversion, she was always quiet in the

meetings, even though she had prepared great ideasfor the project. This made her group members think shewasn’t prepared for the meeting and was unwilling toparticipation in discussion.

She has talent in the b randing and visual communicationaspect, which can have a great help to analyze data and

organize presentation documents. But nobody knewthat. Now she is trying to talk with others no matter if theEnglish grammar is correct or not, but some times she isstill in trouble to fully participation in meetings.

Needs:• Practising public spea• Encouraging by other

public• Find her own way to g

discussion

Motivations:• Knowing her idea is g

others• The passion of partic• Understanding the im• The requirement of se

Pain Points:• Under pressure to tal• People are inpatient t• Her advantages are n

Satisfaction Points:• When somebody liste

understand her• Ideas are valued by g• Fully expressed what • Talks like a native spe

Figure 27. Person



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Syafiq Azmy

• 28 years old• Single• Architect Student (Freelance interior designer)• International student• Interior design background

• Houston, TX• Lives in a student dorm next toarchitecture building

• Always stays in studio sketching all night• Enjoys going to museums• Dreams to go to Europe, see the amazing

structures in person• “Leaving Time: A Novel” in reading

Narrative:

Syaq Azmy used to be an interior designer; he choseto further his study in order to realize his dreams ofbeing an architect. In the architecture collaboration,they always had specic and dened roles. Usually,one short meeting was schedule at the beginning of the

project to discuss the ideas and then they determinedvery quickly which concept they would pursue in the

future, then everyone worked on their own part. Everyphase is organized by the industry roles seriously. Syaq

Azmy didn’t have a lot meeting experience and whathe thought the most important thing in collaboration is“chemistry” among group members.

Things happened in the summer of 2014, he tookone class in design management major to broadernhis knowledge, which the class requested to working

in groups. This provocatively subverted his workingmethods. He struggled in meetings. He found a lot ofissue in the process he had never thought about. In the

process, they used dierent models to analyze data,used stickers to help organizing and totally worked inphysical. He felt painful to working with the methods hewasn’t familiar with, but at the same time he found theadvantage of using these creative facilitation methods.The methods provide a comprehensive way to thinkproblems; they give people dierent aspects to lookat it. That really make sense to integrate them intoarchitectural thinking.

Needs:• New design methods

architecture• A new understanding• Knowledge of creative• Knowledge of design

Motivations:• Integrate new method• Improve meeting expe• Great innovations in a

Pain Points:• Passionate about brin

methods to colleague

others from their trad• Struggle in the metho• The limitation of know

methods

Satisfaction Points:

• Having opportunities majors

• Helping to improve m• Finding new methods

box

Figure 28. Persona p



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Research Insights

Create Environment Build Relationship Meet Expectation Bump U

Positive Environment: Participants’(positive and negative) attitudes inuencethe co-creation of the meeting environment.

A positive atmosphere is inspiring, andonce the atmosphere in the room becomesnegative, the entire meeting turns quicklyinto a struggle for all participants.

Multiple Roles: Every meeting participantshould be able and be willing to play bothroles, that of the facilitator and of an activeparticipant. The expectation of multipleroles serves as a reminder to do both,contribute and co-lead.

Equal Voices: In meeting compositionsthere are extroverts and introverts, each ofwhom may take up an unbalanced amountof time, energy, or air. If the group does notnd a way to balance this inequality and

make sure every voice is heard equally, they

may lose the opportunity to arrive at mostcreative and feasible outcomes.

Safe Space: Both, facilitators andparticipants, are responsible for creatinga safe environment where everyone feelsinvited, appreciated, connected, andtherefore able to speak their m inds freely.

Interaction: In order to build relationship,participants need interactions that bringthem closer together and allow them to getto know each other. The process of buildingrelationship equals the playing eld and

builds “good chemistry.”

Equalization: Balance the focus on creatinga positive experience for participantswith the focus on achieving the desiredoutcomes. Both goals are equally importantand go hand in hand.

Sustaining Energy: Participants facevarious issues in dierent collaborationphases, such as, for instance, funexperience during brainstorming andmundane budgeting tasks. The individuallevel of contribution may vary duringdierent phases, but the group, as a wholemust sustain a certain level of engagementin each of the phases.

Stretch: Mewhen particexpectationgroup and dor reach gotheir own e



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The pyramid structure in the adjacent “Research-Findings-at-a-Glance Map” demonstrates that the categories of the research

insights (create environment, build relationship, meet expectationand bump up) should be placed in sequential order because

they build upon each other. For each category there are “ideal”

methods that catalyze the desired experience so that the ultimateoutcome of “bump up” can be achieved.

Research Findingsat a Glance Sustaining Energy

Interaction

Multiple Roles

Equal Voices

Stretch

Positive Environment

Safe Space

Equalization

Methods

Methods

Methods

Methods

Figure 29. Research-Findings-a


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DESIGN OPPORTUNITIES AND CRITERI

M.A. FINAL PROJECT: Design Opportunities and Criteria


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Opportunities for Design

CreateEnvironment

Build Relationship

Bump Up

Meet Expectation

Positive Environment

Participants’ (positive and negative)attitudes inuence the co-creation ofthe meeting environment. A positiveatmosphere is inspiring, and oncethe atmosphere in the room becomesnegative, the entire meeting turns quicklyinto a struggle for all participants.

How might we: increase the positiveatmosphere and mitigate potentiallynegative elements in the situation, so thata supportive environment emerges?

There is an opportunity to: warm upthe meeting by a sincere check in and anumber of creative relaxation activitiesthat may help participants to transitioninto the meeting.

Equal Vo

In meeting coextroverts anmay take up time, energy,nd a way to

make sure evthey may losmost creative

How might w

assure that eup their somand create co

invited to shabenet from

There is an o

activities wheextroverts anmeeting stru

Multiple Roles

Every meeting participant should be ableand be willing to play both roles, that ofthe facilitator and of an active participant.The expectation of multiple roles servesas a reminder to do both, contribute andco-lead.

How might we: share the responsibilityof participating and leading, so thatparticipants experience both andtherefore may realize the importance oftaking turns throughout meeting events?

There is an opportunity to: oerparticipants a way to volunteer fordierent roles.

Figure 30. Opportunities for design Map, Create Environment, Author’s image, 2015.



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Interaction

In order to build relationship, participantsneed interactions that bring them closertogether and allow them to get to knoweach other. The process of buildingrelationship equals the playing eld and

builds “good chemistry.”

How might we: oer ways forparticipants to get to know each othercasually as part of the meeting structure?

There is an opportunity to: design ameeting structure that includes informalinteractions as part of the meeting (butnot necessarily part of the agenda).


Create Environment

Build

Relationship

Bump Up

Meet Expectation

Safe Space

Both, facilitators and participants,are responsible for creating a safeenvironment where everyone feels invited,appreciated, connected, and thereforeable to speak their minds freely.

How might we: create the conditionsfor deep dialogue (in various forms) sothat participants may feel safe to shareauthentically from their hearts.

There is an opportunity to: developactivities for multi-sensory dialoguing.

Figure 31. Opportunities for design Map, Build Relationship, Author’s image, 2015.



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Sustaining Energy

Participants face various issues indierent collaboration phases, suchas, for instance, fun experience duringbrainstorming and mundane budgetingtasks. The individual level of contributionmay vary during dierent phases, butthe group, as a whole must sustain acertain level of engagement in each of thephases.

How might we: help the group know itsstrengths and weaknesses so that theparticipants can optimize their levels of

enthusiasm?

There is an opportunity to: designmethods for the group to learn aboutits strengths and weaknesses, andconsequently balance the skills available

in the group.


Create Environment

Build Relationship

Bump Up

MeetExpectation

Equalization

Balance the focus on creating a positiveexperience for participants with the focuson achieving the desired outcomes. Bothgoals are equally important and go hand

in hand.

How might we: pay attention to bothobjectives simultaneously?

There is an opportunity to: alter thefocus on desired meeting outcome andparticipant experience and/or designactivities where both objectives receive

attention.

Figure 32. Opportunities for design Map, Meet Expectation, Author’s image, 2015.



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Create Environment

Build Relationship

Bump Up

Meet Expectation

Stretch

Meetings are highly successful whenparticipants grow beyond their ownexpectations of themselves and/orthe group and discover totally newpossibilities or reach goals that stretchthem beyond their own envelope.

How might we: conduct meetings sothat individual participants are challengedand surprise themselves and the groupachieves otherwise considered impossibleoutcomes?

There is an opportunity to: design andfacilitate meetings that lead to break-throughs and generate the experienceof “high” group performance so that

participants walk away with a new senseof excitement, are inspired and motivatedto act.

Figure 33. Opportunities for design Map, Bump Up, Author’s image, 2015.



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Design Criteris for Prototype

The prototype should:

• warm up the meeting

• oer participants a way to volunteer for dierent roles

• have mutual sharing (between extroverts and introverts) built into the

meeting structure

• include multi-sensory dialoguing activities

• include opportunities for informal interactions

• alter the focus between desired meeting outcome and participant

experience or create conditions where both objectives receive

attention

• help the group learn about its strengths and weaknesses, andconsequently help the participants to balance the skills available in

the group

• create conditions for break-throughs and collaboratively generate the

experience of “high” group performance

Create Environment

Build Relationship

Bump Up

Meet Expectation

Stretch

Equalization

Safe Space

PositiveEnvironment

MultipleRoles

Equal Voices

Interaction

SustainingEnergy

O p p o r t u n i t i e

s

Figure 34. Opportunitie



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Reframing

Summary

Based on my main research question, data about meeting facilitation,

participation, outcome, experience and Design Management Methods

was collected and anitzed. Research ndings, insights, and

opportunities were organized into four categories:

• create environment

• build relationship

• meet expectations

• bump up

Based on these four categories, above listed design criteria were

generated.

Reframing

The data showed that successful meetings n

multitude of objectives. These activities are p

Management methods and must include way

to know each other in formal and informal w

in the meeting structure, to balance their stre

skills and aptitudes, to engage will all their se

stretch beyond their own envelopes. Facilitat

the responsibility of the entire group, not jus

a certain level of personal development in al

that personal leadership development needs

beyond merely oering methods for facilitati

insight requires exploration into the genre of


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PROTOTYPE DEVELOPMENT AND TESTI

M.A. FINAL PROJECT: Prototype Development and Testing


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Concept 1Visual Map Sequence

Concept 1 is a collection of visual maps for increasing productivity in

meeting facilitation. The maps guide the facilitator and participants

through a series of sequential steps. By using visual maps as a bridge

for addressing the “pain-points” identied in the primary research,

participation in meetings might increase due to creative visual mapping,

and engaging and leading the group toward their desired outcomes by

adhering to a logical sequence that leads them to high performance.

Plus Minus Interesting

Total: +14

• Various methods areincluded for facilitatingmeetings (+4)

• User-friendly, meetingfacilitation methods withinstruments (+5)

• Accumulating experiencesof shared leadershipcollaboration (+2)

• Improving meetingfacilitation skills (+3)

• Achieving personaldevelopment (+3)

• Visual communication-oriented methods may notbe accepted by everyone

(-4)• Time-consuming mapping

processes (-3)• Needs facilitating

participants to be familiarwith the toolkit (-3)

• Participants are usingcreative engagement andvisual communication

methods (+4)• The work integrates team

building activities andpersonal developmenteorts (+3)

Figure 35. Prototype c



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Concept 2 + 3

Concept 2 is a series of ve meeting facilitation workshops for people seeking

to improve their meeting facilitation skills in order to increase the quality of the

collaborative meetings they either lead and/or in which they participate. In theworkshops, participants are rst introduced to the research that lead to the

development of the “Bump Up” model, and subsequently, they are led through the

four phases of the model: “creating environment,” “building relationship,” “meeting

expectations” and “bumping up.”

Concept 3 is the creation of a facilitation toolkit that is oered during the facilitation

learning workshops. It will contain the maps to be used for each phase and

instructions how to use them.


Total: +10

• Oering hands-on practice for

(potential) meeting facilitatorsto develop creative facilitationskills (+4)

• Meeting and getting to knowother people interested inmeeting facilitation (+4)

• Developing an understandingabout shared leadership andteam development (+3)

• Running all the activities inone workshop would take a lotof time (-2)

• The workshop series are builtupon each other (getting outof sequence might jeapordize

the benets) (-2)

• Visual maps are large and takeup a lot of wall space (-1)

• Due to spatial needs thenumber of participants islimited (-1)

• Workshop activities forceparticipants to collaborate (+3)

• Creativity is boosted (+3)

Consideration of Facilitation Toolkit

Meeting Facilitation Learning Workshop

Figure 36. Prototype con



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Concept 4Dissemination of Facilitation Toolkit

Concept 4 is about disseminating the facilitation toolkit to the target

audience. The toolkit needs to be aordable, easily accessible, and lead

to opportunity for evolving the kit. The original audience was students

at SCAD. However, the prototype can be used in any situation where

creative facilitation is called for, leading to high quality collaboration. For

the original target audience, a digital platform would be most accessible

and is therefore explored here.


Total: +11

• Creating a hub for creativefacilitation within the scopethe project (+3)

• Creating a participatory

learning environment (+4)• Building a platform for

sharing and developingideas and resources (+3)

• Connecting experiencedfacilitators with people newto creative engagementand meeting facilitation (+3)

• Management of platformmight be challenging (forinstance, if a studentorganization is responsible,

the leaders will changeevery year) (-3)

• Emotional interactions arelimited behind screen (-3)

• Online community requiresadvocacy to increasemembership (-2)

• Expenses for collaborativeonline project managementtools (-1)

• Open source options areavailable for sharing withthe larger community (+3)

• Potentially spreads from

student-led meetingparticipants to broaderaudience by those studentstaking the practice into theprofes

Meeting Bump up! - DMGT 748

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