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Facilitating with Technology. New Technology and New Techniques to: Increase Project Team Productivity Optimize Individual Time. [email protected] (312) 664-1948 [email protected] (847) 673-2288. Scenario. Project team needs to make a collaborative decision

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Facilitating with technology l.jpg

Facilitating with Technology

New Technology and New Techniques to:

Increase Project Team Productivity

Optimize Individual Time

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

All Rights Reserved 1991-2000


Scenario l.jpg
Scenario

  • Project team needs to make a collaborative decision

  • Decision is needed within a short time

  • Team members have limited time for additional meetings

Jordan-Webb - All Rights Reserved 1991-2000


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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

Jordan-Webb - All Rights Reserved 1991-2000


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Collaborative Team Activities

  • Ideation

  • Organization

  • Analysis

  • Evaluation

  • Integration

  • Exploration

  • Proposition

  • Decision

Jordan-Webb - All Rights Reserved 1991-2000


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Conventional Response(Work Harder!)

  • 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.

Jordan-Webb - All Rights Reserved 1991-2000


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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.

Jordan-Webb - All Rights Reserved 1991-2000


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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

Jordan-Webb - All Rights Reserved 1991-2000


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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.

Jordan-Webb - All Rights Reserved 1991-2000


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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)

Jordan-Webb - All Rights Reserved 1991-2000


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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

Jordan-Webb - All Rights Reserved 1991-2000


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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

Jordan-Webb - All Rights Reserved 1991-2000


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Groups Across Time and PlaceRobert Johannsen’s Four Square Model

Same TimeSame Place

Different TimeSame Place

Same TimeDifferent Place

Different TimeDifferent Place

Jordan-Webb - All Rights Reserved 1991-2000


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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

Jordan-Webb - All Rights Reserved 1991-2000


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

Leader

Participants have

access to shared

workspace in

a fixed meeting space

Jordan-Webb - All Rights Reserved 1991-2000


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

Leader

Sub-groups have

access to shared

workspace in

a fixed meeting space

Sub-Group C

Sub-GroupA

Sub-GroupB

Jordan-Webb - All Rights Reserved 1991-2000


Virtual group technology support synchronous or asynchronous same or different time different place l.jpg
Virtual Group Technology Support(Synchronous or Asynchronous, Same or Different Time - Different Place)

Leader

Participants join from a common

workspace or from their

own workspace at a

mutually agreed upon time

or at a time

convenient to their own schedule

Jordan-Webb - All Rights Reserved 1991-2000


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

  • 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

Jordan-Webb - All Rights Reserved 1991-2000


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Next Steps & Action Items Teams

  • 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

Jordan-Webb - All Rights Reserved 1991-2000


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