All Rights Reserved 1991-2000 Facilitating with Technology New Technology and New Techniques to:...

All Rights Reserved 1991-2000

Facilitating with Technology

New Technology and New Techniques to:Increase Project Team ProductivityOptimize Individual Time

[email protected] (312) [email protected] (847) 673-2288

mailto:[email protected]










Jordan-Webb - All Rights Reserved 1991-2000

Project team needs to make a collaborative decision

Decision is needed within a short time

Team members have limited time for additional meetings

Scenario


Collaborative Team Activities In meetings, project teams will

perform some or all of the following activities in various combinations and iterations while producing their desired outcomes and deliverables


Collaborative Team Activities Ideation Organization Analysis Evaluation Integration Exploration Proposition Decision


Organizing a Project Team Meeting– Anyone who has tried to organize a meeting has probably

found out that it is very hard work!

– Just trying to agree on a mutually convenient date & time, contacting team members, re-organizing calendars and then re-scheduling when key members cannot attend are some of the more complex aspects.

– This is before taking into account the planning of the desired outcomes, deliverables and activities of the meeting.

Conventional Response(Work Harder!)


Organizing a Project Team Meeting– The notion to “work harder” to get things organized

ignores the fact that there are technologies and techniques that can allow your team to “work smarter”.

– The following worst case scenario represents how the activities at a conventional 5-day planning workshop might be organized - requiring all participants to be present at all times.

Conventional Response(Work Harder!)


Conventional Action Steps(All Meetings Face-To-Face)

Phase I (face-to-face, synchronous)– Orientation + Ideation + Organization– Analysis + Evaluation

Phase II (face-to-face, synchronous)– Ideation + Organization– Analysis + Evaluation

Phase III (face-to-face, synchronous)– Integration of Phases I & II + Exploration

Phase IV (face-to-face, synchronous)– Exploration + Proposition

Phase V (face-to-face, synchronous)– Proposition + Decision + Closure


Today’s Response(Work Smarter!)

Organizing a Project Team Meeting– The notion to “work smarter” to get things organized

utilizes technologies and techniques that transform the concept of a “meeting” that no longer requires everyone to be at the same place, at the same time, for all of the time.

– In the new model of a meeting, activities performed while participants are separated can be integrated with activities that teams must perform when they are face-to-face.


Today’s Response(Work Smarter!)

Organizing a Project Team Meeting– The following scenario represents how the activities of

a conventional 5-day planning workshop might be re-organized into both distributed and face-to-face activities, requiring only one (1) day of face-to-face time.

– While some of the distributed activities would be conducted at the same time (synchronously), participants could join other distributed activities at any time (asynchronously)


Today’s Action Steps(Distributed + Face-To-Face)

Phase I (distributed, synchronous)– Orientation + Ideation + Organization– Analysis + Evaluation

Phase II (distributed, asynchronous)– Ideation + Organization– Analysis + Evaluation

Phase III (distributed, synchronous)– Integration of Phases I & II + Exploration

Phase IV (sub-grouped, distributed, asynchronous)– Exploration + Proposition

Phase V (face-to-face, synchronous)– Proposition + Decision & Closure


Group Support Technology for Virtual and Distributed Teams

Optimal Utilization of People - Your Most Valuable Resource– Helping Individual Time Management– Supporting Knowledge Management

Optimal Utilization of Time - A Non-Renewable Resource– Reducing Cycle-Time and Expense– Enhancing the Ability to React to Change

Support for Collaborative Decision-Making– Bridging Time & Place Constraints– Providing Structure & Group Memory

Better Outcomes– Asking Better Questions– Getting Better Answers


Different TimeSame Place

Same TimeSame Place

Same TimeDifferent Place

Different TimeDifferent Place

Groups Across Time and PlaceRobert Johannsen’s Four Square Model


Technology for Group Work Group Decision Support Systems

provide work environments & tools that:– enable groups to do real work in:

• the same place - face-to-face• different places - distributed• any place - virtually

– enable teams to collaborate at:• the same time - synchronously• different times - asynchronously• any time - virtually


Small Group Technology Support(Synchronous, Same Time - Same Place)

Participants haveaccess to shared

workspace ina fixed meeting space

LeaderLeader


Sub-Group C

Sub-GroupB

Sub-GroupA

Sub-groups have access to shared

workspace ina fixed meeting space

LeaderLeader

Small Group Technology Support (Synchronous, Sub-Grouped, Same Time - Same Place)


Participants join from a commonworkspace or from their

own workspace at a mutually agreed upon time

or at a time convenient to their own schedule

LeaderLeader

Virtual Group Technology Support (Synchronous or Asynchronous, Same or Different Time - Different Place)


Context for out-of-the-box planning– Envisioning or creating group processes that do not exist within our current

frame of reference

Current State– Difficult to coordinate individual schedules for face-to-face sessions– Expensive and time consuming to convene teams for multiple days

Desired State– Easy setup for distributed sessions while minimizing face-to-face sessions– Team collaboration from convenient places at convenient times

Bridging the Gap– Enabling facilitators and planners to design new processes that “distribute”

certain activities across time and place boundaries when:• such activities might not necessarily require a face-to-face interaction• time constraints make face-to-face interaction impossible• budgetary constraints make face-to-face interaction impractical

“Out of the Box” Planning for Virtual and Distributed Teams


Next Steps & Action Items

Contact us and help us learn about Your Organization

– Paul Collins (847) 673-2288 [email protected]

– Reginald Taylor(312) 664-1948 [email protected]

End Presentation









All Rights Reserved 1991-2000 Facilitating with Technology New Technology and New Techniques to:...

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