Most meetings are bad; virtual meetings are worse. But you keep having meetings. There is hope. This session, presented by Danny Mittleman, focused on: [1] specific research-proven techniques that can triple your team’s brainstorming productivity [2] a process to help your team decide which few of those
many brainstormed ideas to focus on—without ever voting an idea “off the island”; and [3] an argument for never voting at meetings—unless you vote at the beginning, before you discuss
a topic.
4. #VMSummit16
Meetings are bad
63% meetings don’t have
a pre-planned agenda
91% of participants
daydream
73% do other work
during meetings
39% actually sleep in
meetings
5. #VMSummit16
Managers average 62
meetings a month
And consider half of
them wasted time
45% of managers feel
overwhelmed by
number of meetings
$37 billion salary is
wasted in business
meetings per year
Meetings waste time
6. #VMSummit16
92% people multi-task
during virtual meetings
Hard to keep and regain
focus
Technology impedes
trust-building and
decision-making
Virtual meetings
are even worse!
7. #VMSummit16
Meetings are even more of a soul-sucking
waste of time than you thought…
Here are some techniques to help
9. #VMSummit16
The Navy’s Courses of Action (COA) Decision-making approach:
1. Analysis of the mission.
2. Analysis of factors affecting possible (COAs).
3. Generate candidate COAs.
4. Analyze COAs.
5. Prioritize COAs.
6. Support the recommended decision.
10. #VMSummit16
Brainstorming doesn’t work.
Ideation’s Dirty Little Secret
https://hbr.org/2015/03/why-group-brainstorming-is-a-waste-of-time
• Social Anxiety – Evaluation Apprehension
• Production Blocking
[The theory part]
11. #VMSummit16
Computerize it!
One way to fix brainstorming
• Social Anxiety – Evaluation Apprehension
• Production Blocking
[The theory part]
Everyone contributes at once
Anonymity, when appropriate
12. #VMSummit16
Pros of Electronic
Brainstorming
Cons of Electronic
Brainstorming
Many more ideas
generated faster
More equal
participation
Lots of the ideas aren’t
very good
Time consuming to
evaluate all these ideas
13. #VMSummit16
Directed Brainstorming
Already knew: Analysis of the mission.
Already knew: Analysis of factors affecting
possible (COAs).
Generate candidate COAs.
Analyze COAs.
Prioritize COAs.
Support the recommended decision.
15. #VMSummit16
Things to know about
Directed Brainstorming
Works very well with limited time frame
You have to know up front how you will
evaluate good ideas
Generates about double total ideas
brainstorming, but triple high quality ideas
16. #VMSummit16
Things to know about
Directed Brainstorming
1. Many possible technique variations
Each variation contributes to different predictable
outcomes on dimensions of
• Idea count
• Idea variety (creativity)
• Idea quality (ratio of useful to non-useful ideas)
2. Technique is repeatable when leader follows
a fairly simple pattern (recipe)
17. #VMSummit16
Directed Brainstorming
Pattern Instructions
Overview
The team brainstorms solutions for a problem in
response to a sequence of comparative prompts
offered by a moderator.
Choose this Pattern…
… To brainstorm solutions for a problem, and…
… When you know in advance what the criteria will be
for judging whether a solution is good or not.
… When time is of the essence.
Do not choose this Pattern…
… When you want to push people “outside the box” in
their quest for solutions. Use FreeBrainstorm instead
See slide notes for more…
24. #VMSummit16
The Problem with Voting
You get a result, but you don't know
People made the same assumptions
People used the same decision criteria
People trust and accept the result
25. #VMSummit16
One Up
1. Already knew: Analysis of the mission.
2. Already knew: Analysis of factors
affecting possible (COAs).
3. Generate candidate COAs.
4. Analyze COAs.
5. Prioritize COAs.
6. Support the recommended decision.
26. #VMSummit16
One Up
Question
1. AAA
2. DDD
3. GGG
Question
1. HHH
2. KKK
3. PPP
Question
1. CCC
2. FFF
3. MM
M
Question
LLL
SSS
TTT
Everyone gets a random page to view
Ask first person, “What one item on your
list
do we need to consider as a group?”
Add that item to public shared list.
Ask next person, “What one item not
already on the shared list do we need
to consider as a group?”
Repeat until all have added an item.
Then loop through group again with,
“Is there anything in front of you not
on the shared list that should not be
lost?”
27. #VMSummit16
One Up Pattern Instructions
Overview
In this Pattern, you converge on the best ideas and simultaneously develop criteria for evaluating
them. Participants identify increasingly high quality ideas, while explaining why they are better
than any of the previous ones. The explanation yield valuable information about
the way to the evaluate the identified ideas.
Choose this Pattern…
… to converge on high quality results under time pressure.
… to surface the criteria for judging the quality of ideas
as you converge on the ideas.
… after a brainstorm and before organization and evaluation.
… when the problem is murky and not well understood.
Do not choose this Pattern…
… if a thorough discussion of each idea is required. Try using a FastFocus
or Evolution Pattern instead.
… if you do not need to know evaluation criteria. Use a FastFocus
Pattern instead.
See slide notes for more…
29. #VMSummit16
Number of
Comments
Number of Unique
Solutions
Traditional
EBS
68.4 28.7
Directed
EBS
128.4 85.4
Directed / Traditional Ratio 188% 298%
14 groups of 4 people brainstorming solutions to
campus parking problems
Ratio
30. #VMSummit16
Field Results for Directed Brainstorming
Much higher concentration of good ideas
Idea quality improves over time
Ever seen that before in a brainstorming
session?
Very rapid convergence (picking out the
good ideas from the noise)
31. #VMSummit16
Why does Directed Brainstorming work?
People better at comparison than
judgement under time pressure
Reduced cognitive load for
communication
Reduced cognitive load for
convergence
Source: https://www.atlassian.com/time-wasting-at-work-infographic
That is about 15 hours a week. And they spend another nine hours preparing for those meetings!
The average American office worker spends more than nine hours of every week preparing for, or attending, project update meetings, according to the results of a survey released last week by the software firm Clarizen and Harris Poll. That's up nearly 14 percent from the last survey four years ago.
http://www.npr.org/2015/01/29/382162271/and-so-we-meet-again-why-the-workday-is-so-filled-with-meetings
From the Guardian
https://www.theguardian.com/news/oliver-burkeman-s-blog/2014/may/01/meetings-soul-sucking-waste-time-you-thought
First published in: Briggs, R. O., Mittleman, D., Weinstein, N., Nunamaker, J. F., Jr., & Adkins, M. (1998). Collaboration technology for the sea-based warfighter: A field study of GSS adoption and diffusion. In R. H. Sprague, Jr. (Ed.) Proceedings of the ThirtyFirst Hawaii International Conference on Systems Sciences, Los Alamitos, CA: IEEE Computer Society Press.
DirectedBrainstorm
Choose this Pattern…
… To brainstorm solutions for a problem, and…
… When you know in advance what the criteria will be for judging whether a solution is good or not.
… When time is of the essence.
Do not choose this Pattern…
… When you want to push people “outside the box” in their quest for solutions. Use FreeBrainstorm instead.
Overview
The team brainstorms solutions for a problem in response to a sequence of comparative prompts offered by a moderator.
Inputs
A set of criteria for deciding which solutions are good and which are not so good.
Outputs
A set of potential solutions.
How to DirectedBrainstorm
Setup
Develop a set of comparative prompts based on the criteria for solution quality. (For instructions and examples see the Insights section below.)
Post a problem statement as the brainstorming question in Electronic Brainstorming.
Create one brainstorming page for each participant, plus one extra, plus one additional page for each 10 people in the group (see the Setup and Insights sections in the FreeBrainstorming Pattern for an explanation)
Steps
Make sure the participants understand the problem.
Say this:
Please click the “Go” button to open a brainstorming page.
Each of you is starting on a different electronic page.
Please type in the single best solution to this problem that you can think of.
When you finish typing your solution, please do not submit it. Just cross your arms so I’ll know you’re done.
Wait till all have finished typing their first idea, then say this:
Now press the F9 key to swap pages. Keep pressing the F9 key until you see a page with somebody else’s solution on it.
Give one of the comparative prompts. (See the Insights section below for explanation and examples).
Repeat the pattern of swapping pages and responding to comparative prompts until the group runs out of time or ideas.
Insights on DirectedBrainstorm
The Magic of DirectedBrainstorm. By now you are no doubt wondering about these comparative-prompts-based-on-the-criteria-for solution-quality. These and the page swapping are the magic of DirectedBrainstorm. Imagine that you had a team that was trying to find ways to improve manufacturing methods. The criteria for good solutions might be:
Reduced production time
Higher quality
More consistent quality
Reduced production cost
Your comparative prompts would ask people to come up with solutions that were better along those dimensions. Your activity would go something like this:
”Give me a solution that is more likely to reduce production time than would the ideas you see on your screen”
(Trade pages)
“Now give me a solution that is more likely to produce higher quality products than would any of the ideas you see in front of you.
(Trade pages)
“Now contribute a solution that would be more likely to improve consistency of quality than would any of the previous ideas on your screen.”
(Trade Pages)
“Think of a solution that would be more likely to cut production costs than any of ideas you’ve seen so far”
If you were working with a team to improve conditions at an overcrowded university, you might prepare a list of comparative prompts before the meeting that looked like this:
More likely to
Cut class size
Reduce faculty workload
Bring in immediate cash
Improve graduation rates
You can cycle through your prompts several times, and you can change their wording as you go to keep things interesting. The magic, though, is in the cycle of swap-contribute better –swap – contribute better. Sometimes you’ll get a team where some people are very fast and some people are very slow. If you want you can let the fastest people swap pages and continue contributing while you are waiting for the slowest people.
Fast and high quality, but not necessarily exhaustive.
The DirectedBrainstorm Pattern is very fast and very focused. You tend to get good quality solutions, and the quality tends to get better as the process unfolds. There is very little noise in the results. People don’t contribute silly and bad ideas, and they don’t make comments about other people’s ideas. This means that it takes far less time to converge on the key issues when the brainstorming is over.
However, this lack of noise can be a two-edged sword. In FreeBrainstorming people tend to argue with and elaborate on ideas. In DirectedBrainstorm they do not. Silly and bad ideas can be useful for pushing people outside the box, to explore the boundaries of their problem space and their solution space. Further, un-discussed and unchallenged ideas may be less well-understood and less useful than ideas that have been kicked around. So make sure you schedule a discussion to follow a DirectedBrainstorm.
What’s in a Name?
We call this Pattern DirectedBrainstorm because we ask the participants to compare their new ideas to the ideas that already exist, and to reject any contributions.
Team made up from different stakeholder groups that have different (goals, assumptions, priorities)
Lack of shared understanding of the same proposal ideas
Addressing conflicting goals
OneUp Pattern
Choose this Pattern…
… to converge on high quality results under time pressure.
… to surface the criteria for judging the quality of ideas as you converge on the ideas.
… after a brainstorm and before organization and evaluation.
… when the problem is murky and not well understood.
Do not choose this Pattern…
… if a thorough discussion of each idea is required. Try using a FastFocus or Evolution Pattern instead.
… if you do not need to know evaluation criteria. Use a FastFocus Pattern instead.
Overview
In this Pattern, you converge on the best ideas and simultaneously develop criteria for evaluating them. Participants identify increasingly high quality ideas, while explaining why they are better than any of the previous ones. The explanation yield valuable information about the way to the evaluate the identified ideas.
Inputs
A set of brainstorming comments.
Outputs
A short list of key items worthy of further attention.
How to use OneUp
Setup
Leave the participants in the tool where they brainstormed their comments.
Open a public list in any list building tool, e.g. Categorizer or Vote, and prepare to add key items.
Open a private list in Categorizer and prepare to add criteria for evaluating items.
Steps
1 Say this:
a Please look at the brainstorming comments in front of you on your screen.
b In a moment I will call on each of you in turn.
The first person I call on will tell me the most important item
represented in the discussion on his or her screen. I will post it on this list.
From then on, when I call on you, you may suggest another item for the list.
However, the ideas you offer must be better in some way that the ideas that are already on the list.
You must offer both the idea, and the argument about why it is better than the previous ideas.
As people offer items for the public list, discuss them, reframe them for clarity and brevity, and post them on the public list.
As people offer arguments about why an idea is better than the existing ideas, abstract a criterion for judging idea quality, and post that on your private list. Later you can refine and condense those criteria and use them in moderated discussions or in a MultiCriteria Pattern.
Insights on OneUp
When time is of the essence and a team must converge quickly from a mass of brainstorming comments to a short list of high-quality items, OneUp is a good choice. With OneUp the group only needs to discuss ideas that are better in some way than the ideas they’ve already discussed. That really cuts down on unnecessary conversation. With OneUp the team generates evaluation criteria on the fly. That speeds up any subsequent evaluations. With OneUp only the best ideas make the short list, which can cut evaluation and decision times. It’s a win all the way around.
The only pitfall for OneUp is that the group may overlook some golden nugget lying in the gravel of their brainstorming comments. If it is more important to be thorough than to be fast, consider FastFocus or perhaps even an Evolution. With FastFocus you can be sure that every comment has been considered by at least three people on the team. With Evolution, you can be sure that every brainstorming comment has been considered by the whole team.
If the team used a FreeBrainstorming Pattern to do their brainstorming, each of them will have a different set of comments on their screen during OneUp. After the first round of contributions, have participants swap pages and see if anybody finds anything new to add to the list.
This Pattern combines the magic of the FastFocus Pattern with the magic of ComparativeBrainstorm. Read the Insights sections of those Patterns to enrich your understanding of the value this one can bring to a group.