visual tools and innovation games - full day workshop - sp intersections - nov 2014
DESCRIPTION
Full-day workshop on tools and techniques for getting all stakeholders on the same page. Without this, there is no chance for project success.TRANSCRIPT
Mission Impossible:Learn How to Become a SharePoint Requirements Secret Agent and Decode Your Project's Secrets with Our Super-Secret-Agent Tools and Techniques
Ruven GotzAvanade
Michelle CaldwellAvanade
Best laid plans…
We had an idea for a “themed” workshop, with all the sections fitting into our “Mission Impossible” spy-based story-line. But, as often happens with these things, it didn’t work out as expected, but it was too late to change the title.
Here’s a little (maybe embellished) explanation of what went wrong….
Boris & Natasha?
The Man from U.N.C.L.E
Max Smart & Agent 99
Mission: Impossible
So…
We reverted to the original title…
Visual Tools & Innovation GamesGetting everyone onto the same page
Ruven GotzAvanade
Michelle CaldwellAvanade
Low-tech social network
Draw your AvatarU
Add your name for the Avatar
“Tag” your AvatarDraw your Avatar
“Upload” your Avatar
Low-tech social network
FILL IN YOUR PROFILE on the Yellow Post-it
• Avatar (a picture that represents you)• Your Name• Your job role (IT Pro, BA, PM, etc…)• School• Hobby• Version of SharePoint• Pets
Agenda
Part 1
• Low tech social
• Introduction
• Shared Understanding
• Innovation Games & Visual Tools
• Soft Skills
• Requirements Gathering
• Bad Meetings
• Envisioning (Cover Story)
• Mapping
Lunch (1 hour)
Part 2
• Mapping (continued)
• Envisioning (IBIS Mapping)
• Analyze (Sailboat)
• Visual Design
• Wireframing
• Wrap Up
Make a Connection & Build a Network
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Shared understanding
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Yes!A bridge!
Odds ofSuccess?
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Project goes?
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Same page
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Wickedproblems
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Hard(but tame)
Wicked
Guess what SharePoint is…
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Usually a bunch of people who all have a different
idea of what success looks like
Some of whom, won’t talk to each other
Machiavelli (not exactly )
It must be considered that there is nothing more difficultto carry out nor more doubtful of success nor moredangerous to handle than to initiate a new SharePointproject; for the project team has enemies in all thosewho profit by the old portal, and only lukewarmdefenders in all those who would profit by the newportal; this lukewarmness arising partly from theincredulity of mankind who does not truly believe inanything new until they actually have experience of it.
Dealing with humansin tough circumstances
Dealing with humansin tough circumstances
My three rules of SharePoint
1. Simplicity2. Simplicity3. Simplicity
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How do gamestorming & visual tools help?
Involves People
Egalitarian & Participatory
• Equal Opportunity to
Participate
• Success Depends on
Everyone get Involved
Structured with Goals
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Time Bound
Why they are valuable
• They involve a high level of emotion
• Alternative to traditional meeting format
• Real-time feedback
• Helps you discover the unknown
• Catalyst for consensus building
• Provides structure for Creative Chaos
Putting it into actionExcellent facilitation means building your soft skills
Soft Skills
Confidence
Power Posing
Power Pose Blog: http://jamesclear.com/body-language-how-to-be-confident
Amy CuddyYour body language shapes who you are
http://youtu.be/Ks-_Mh1QhMc?t=8m2s
Famous Poser Posers
Listening
http://www.skillsyouneed.com/ips/listening-skills.html
http://www.forbes.com/sites/womensmedia/2012/11/09/10-steps-to-effective-listening/
Humor
Brutal Honesty
Preconditions for Great TeamsFrom Paul Culmsee
http://www.cleverworkarounds.com/
What makes Collaboration work?
1. Membership Characteristics
2. Purpose
3. Process and Structure
4. Communication
5. Environment
6. Resources
1. Membership Characteristics
• Mutual respect, understanding & trust
• Appropriate cross-section of members
• Ability to compromise
2. Purpose
• Concrete, attainable goals & objectives
• Shared vision
3. Process and Structure
• Multiple layers of participation
• Flexibility
• Clear roles and responsibility guidelines
• Appropriate pace of development
4. Communication
• Open & frequent communication
• Established informal relationships and communication links
5. Environment
• History of collaboration or cooperation
• Group seen as legitimate
• Favorable political and social climate
6. Resources
• Sufficient funds, staff, materials and time
• Skilled leadership
Requirements GatheringVisual Tools and Games that can help with analysis
The chicken and egg problem
Requirements
What makes something a requirement?
We can do that for $10
We can do that for $1,000,000
We require a jumbo solution to get to our destination
We require a jumbo solution to get to our destination
Sometimes, you do need this
Too much focus on the detail…
How
…and not enough on the destination
Why
Roadblock: Bad meetingsMeetings & workshops take time, but are often ineffective
Meetings, bloody meetings – John Cleese
https://www.youtube.com/watch?v=vE7jfQt2ic4
The Facts
11Million
61.8Meetings/month
50% Unproductive
31 Hours wasted
The Effects
91%Daydreaming
96% Miss Meetings
95% Miss parts of
meetings
73% Bring other work
to meetings
39% Fall Asleep
EnvisioningVisual Tools and Games that can help with defining Project Goals and Vision
EnvisionWith cover Story
Soooo…………. What is your vision for SharePoint?
The object of the game
is to suspend all disbelief and envision a future state that is so stellar that it landed your organization on the cover of a well-known magazine.
Cover: Tells the story of your big success
Headline: The Substance of the cover story
Sidebars: Interesting facts about the story
Quotes: Quotes from potential end users of the solution
Brainstorm: Documenting initial ideas
– this is important!
Images: Supporting the content with illustrations
Wrap Up
At the end of the time period, usually an hour, get the groups to present their cover story, essentially their vision of SharePoint, to the rest of the groups and then discuss.
Game Setup•Cover Story Template
•Post-its
•Pens
• tape
•Facilitator (# depends on size of group
•At least 3 participants
•A Scribe
•Camera (optional)
Now it’s your turn!
•Redoing the MGM Corporate Intranet•Out of date•Old technology•Moving to the cloud•Updating Look & Feel•Updating IA
Introduction to Mind Mapping
Mapping for Navigation
Mapping for Prioritization
Mapping for Prioritization
Mapping for Scoping
1st Half Wrap UpDon’t go away, we’ll be back for Part 2
[email protected]/ruveng
@ruveng
@shellecaldwell
Welcome to Part 2.
IBIS MappingA Grammar for Thinking
Two books you must read
What are wicked problems? (recap)
• You don’t really understand the problem until
you’ve developed the solution
• You don’t know when you’ve accomplished your goal
• Solutions are not right or wrong, they are just better
or worse
• Every wicked problem is unique
• Every solution to a wicked problem is a one-shot
operation
• You are dealing with social complexity
Tools that can help
IBIS Notation
I use Mind Manager to express the same notation
Dialog mapping to capture argumentation
Dialog mapping to capture argumentation
Dialog mapping to capture argumentation
Dialog mapping to capture argumentation
Dialog mapping to capture argumentation
Dialog mapping to capture argumentation
Dialogue Mapping for scoping
Analyze with Sailboat
The object of the game
Gain insight and understanding into the current state of the situation
How to Play the game•Draw and/or put up a boat
•Name the boat to represent the focus area
What is
dragging you
down?
What can speed you up?
Power Dot – Extra Bonus•Give each participant a fixed # of dots (time box the activity)
•Ask each participant to “vote” for their highest priority pains and solutions
•Quickly analyze the results
•Discuss the results as a group
How to Play the game
•Analyze voting
•Discuss the results as a group
Game Setup•A BOAT !
•Post-its (various colors)
•Pens
• tape
•Facilitator (# depends on size of group
•At least 3 participants
•A Scribe
•Camera (optional)
Visual DesignCard Sorting & Tree Testing
What is Card Sorting?
“Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.”
- Donna Spencer
http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0
What are the types of card sort?
Open & Closed
Open card sorting process
Gerbil
Results
Gerbil
But not always what you expect
Ford
Gerbil
But not always what you expect (2)
Ford
Gerbil
Analysis
http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_spreadsheet_template
Now it’s your turn to card sort
Working on a new SharePoint Conference Web Site• Established key terms• Group terms into categories• Label the categories
What is Tree Testing?
Formally Known as……..
Card-based Classification
Evaluation
Methods for Tree Testing
Paper Or Online
Step 1 – Create a set of menus based on draft sitemap
Step 2 – Develop Scenarios
Creating effective scenarios
• You are planning a vacation and you want to know how
much leave you have left
• You need to book travel for work
• You are filling out a request for time off
• You are looking for a contact email/name for the helpdesk
• You have questions about your benefits
Step 3 - Recruit
Step 4 - Observe
Step 5 - Analyze
Step 7 - Repeat Create Menu
Develop Scenario
Recruit
Evaluate
Analyze
Repeat & Optimize
Presenting WellEffective PowerPoint presentations
Two books that can change your life
Two books that can change your life
What not to do!
Wireframing
I used to hate wireframing!
A useless wireframe
Way too much work
Erik Swenson
Balsamiq: Just right
Simple Wireframe
RefineWith Requirements Rainbow
The object of the Requirements RainbowHelps clarify the final requirements/user stories•Add value•Have clear measurement•Alignment to the overall vision
How to Play the Game1. Finalized requirements go on the
outermost band
2. Move to defining the scope band
3. Move to defining the measurement band
How to Play the Game (cont.)
4. Move to the value band
5. Lastly, tie the requirement back to the vision with moving to the “why” statement at the bottom of the rainbow
Game Setup•A Rainbow!
•Post-its from product tree
•Post-its (empty)
•Pens
• tape
•Facilitator (# depends on size of group
•At least 3 participants
•A Scribe
•Camera (optional)
Wrap Up
Adapting the low-tech social network
Products and Tools Referenced• Mind Manager www.mindjet.com• Xmind www.xmind.net• Balsamiq www.balsamiq.com• UserZoom www.userzoom.com• Optimal Workshop www.optimalworkshop.com• Card sort tools measuringuserexperience.com/CardSorting
• Boxes & Arrows boxesandarrows.com• Gamestorming (book) www.gogamestorm.com• Innovation Games www.innovationgames.com• Dialogue Mapping cognexus.org• Paul Culmsee www.cleverworkarounds.com• Glyma www.glyma.co/
Thank You! Download this deck from:http://www.slideshare.net/marymcaldwell
BONUS – KING/Queen FOR A DAY!Adaptation of “Silent Storm” technique
If you were KING or QUEEN for a day what is the 1 thing you would change/implement in your company’s SharePoint environment?