How Meeting Professionals Engage their Audience – Workshop ideas.

People use online voting to find the best ideas from brainstorming

Using a digital facilitation tool can take your event from a drab, random hodgepodge of conversations that nobody remembers to an interactive, engaging real-time experience. See how this group of meeting organizers did it.

GEVMExchange, hosted by GlobalSignIn at the American Club, Singapore hosted over 100 meeting professionals and event leaders who came together to share the latest trends and to highlight some of the key issues facing event planners.
Speakers and topics included:

  • Ben Glynn from Emarsys and Andy Choi from Whispir talking about marketing automation and the need for personalization of messaging.

  • SiddarthDAs sharing an inspiring story about Earth Hour and how a small team executes on events being run globally.

  • Raven Chai from UX Consulting talking about human-centric event design and principles of design.

  • Ken Hickson from SESA sharing updates on ISO standards and sustainability tips.

  • Rachel Siah from BRCKTS with her learnings of venturing into social media.

Capturing key themes through opportunities, challenges and ideas

As part of the conference, GroupMap captured what people thought were future opportunities, challenges and ideas. Based on what was being discussed and shared that day, the wider group could then prioritise the top issues for further discussion.

Next, delegates were given the opportunity to brainstorm and add ideas throughout the day on their mobile, tablet or laptop. The final session was an interactive breakout session for small group discussion. This was a great way to make the workshop more interactive and to make sure that topics were driven by consensus.

Using Dot Voting to generate group consensus

To do this, delegates were asked to digitally dot vote on the top 5 themes that they are most interested in.

Event organizers could see the audience votes in real-time and displayed this on the screen, with one of them commenting “this is like the stock exchange” as topics that were popular floated to the top and were displayed larger.

Using GroupMap as a digital facilitation tool meant the results were collated in real time and were a visual representation of what the audience most wanted in the room.

Guest speakers were then invited to facilitate the discussion on the 4 topics in groups.

1. Social media use cases and examples of viral videos and content for meetings.

2. Automation, marketing, and outreach tools.

3. Use of event technology and sustainability concepts in event planning.

4. Audience engagement.

 

Taking brainstorming online and to the edge.

Going one step further, a map was created to ask people to take brainstorming to the edge using the concept of Edgestorming – from the book Disciplined Dreaming. This thinking style is used by Cirque du Soleil to create memorable events that are buzz-worthy and create word of mouth. The goal is to take creativity all the way to the “edge”, rather than simply sticking to the status quo.

The question was what you could do to make your event outrageously…

  • Big

  • Small

  • Loud

  • Soft

  • Expensive

  • Cheap

  • Strong

  • Fast

GroupMap was the online brainstorming and group response tool used to gather audience insights and voting for key topics at the conference for event and meeting professionals.

Ideas ranged from organising a surprise flash mob to lightning talks to an event harpist! Check out the GroupMap results below. Veelmal Gungadin, CEO of GlobalSignIn said…..

Is Group Brainstorming Really a Complete Waste of Time?

Imagine this.

You are that meeting which just seems to go on forever. People have been talking but there is no sign of a decision being made in the near future. The quiet team members have been watching the more outspoken, and at the end of it all, the manager says that should put a few things down and reconvene. As you leave, you think “That was a bloody waste of time!” Sounds familiar? You are not alone. While brainstorming remains a key part of meetings, traditional methods are fraught with dysfunction. It’s no wonder that the average office worker spends 61% of their meeting time writing emails or searching for information.

The costs of a bad meeting

With 1/3 of the 11 million meetings held every day considered unproductive by American Workers (Romano & Nunamaker), of which 5% are specifically related to brainstorming online or face to face, that equates to a staggering $1.154Bn in meeting costs. Closer to home, each meeting you hold is a factor of each person’s salary multiplied by the amount of time spent. Every time you have to “meet again” this simply doubles the cost. While electronic meeting tools and online brainstorming software exist, some still revert to manual processes like sticky notes and butchers’ paper in an attempt to create engagement. Beyond just the material costs and manual work, the time lag and the context shift form part of the hidden costs of ineffective meetings.

The good and bad of group brainstorms

Alex Osborn touted that group brainstorming produces 50% more results than individual brainstorming, grounding them in the following principles.
  • Initially, no judgement or criticism is allowed
  • Go first for quantity of ideas
  • Prioritize the most unusual or original
  • Combine and refine ideas
However, since the 1950s additional research has demonstrated that the effects of groupthink, reticence, dominance, anchoring and just the basic lack of focus impede on the effectiveness of group brainstorming. Chamorro-Premuzic, in his article “Why Group Brainstorming is a Waste of Time”, adds the issues of social loafing, social anxiety, regression to the mean and production blocking. Despite this, he states the benefit distributed expertise and improving buy-in and subsequent implementation by everyone in the team due to its democratic style. Finally, one of the key issues is the lack of decision making – or where the decision is not well evidenced or hidden in some minute resolution. Given this, we need to add to the best way to brainstorm list.

The potential of online collaboration brainstorming software

Susan Cain, the author of “Quiet: The Power of Introverts in a World That Can’t Stop Talking” wrote in the New York Times that: “The only exception to group brainstorming’s’ dismal record is electronic brainstorming, where large groups outperform individuals; and the larger the group the better. The protection of the screen mitigates many problems with group work. It’s a place where we can be alone together – and this is precisely what gives it power.” Online brainstorming can be a way to set the scene, measure engagement, democratize decision making, and allow everyone to contribute equally with results published in real-time. These tools can be integrated into online meeting tools or video conferences to create even better outcomes.

Tips for a great team brainstorming meeting

Here’s a quick mental checklist for a productive, effective team meeting – ready?
  • We are clear about the objectives and goals.
  • We have invited the right people to solve the problem.
  • We have a basic structure to follow through.
  • We have the logistics (tech, food, room etc) organised.
  • We know how the meeting will be facilitated.
  • There are relevant decision points during our meeting.
  • We have a follow-up point after the meeting.

decision-making-process

For those using GroupMap for real-time collaborative online brainstorming, check out our infographic below on getting the best out of your sessions. Want more ideas to make your next meeting fun, quirky or creative? Join in and contribute to this GroupMap below or check out our infographic.

Community engagement to brainstorm a Science Centre

The mission of the Rockville Science Centre is to inspire a lifelong passion to explore science, cultivate a sense of inquiry, and promote how science impacts everyday life. Following a feasibility study, the Centre was awarded a grant to develop the science centre.  On March 31, they announced the community engagement initiative to gather input have hosted a series of brainstorm sessions to involve the members of the community in planning the new facility. Using the tag line ” Imagine Our Future”, the events connected businesses, citizens, scientists and Zumba enthusiasts to generate ideas to conceptualize Rockville Science Centre 2.0.
Mayor Bridget Donnell Newton said “Every year we get a little bit closer to an actual brick-and-mortar building which I think is exactly what we need. All along the way every year, the Science Center has gotten stronger and more engaged and bigger in terms of the people you are bringing in and the activities that you are providing. It’s a huge asset to the City of Rockville and to the County at large.” “When we have a facility, we want you to say, ‘Yeah, I worked on that idea’, because then we will have reached our goals.”
Tracy Dove, a key driver of this initiative wrote in this article –  

“RSC does not want to recreate the “don’t touch” model of learning. The RSC will have a didactic – even Socratic – method of teaching and learning based on what the community has been able to input. This would be a centre of continuous learning with the goal of reinventing its content on a regular basis.”

RSC needs the community to build on these ideas to create the Center. Attendees will go beyond whiteboards and sticky notes by using the cutting-edge GroupMap software to collect ideas. 

There will be several tables – each one with a different topic. Participants will be encouraged to pick a table – or start their own! The Big Board up front will display in real time what each table is doing as the community puts together the 0’s and 1’s of the Center. ” said Tracey Dove.

Members of the public including scientists, doctors, entrepreneurs, researchers, teachers, parents, and children were invited to attend a series of brainstorming sessions to share ideas.  In fact, their official line reaches out to teachers, parents, children, accountants architects, zoologists, and Zumba enthusiasts! Participants were asked to pick a topic which included:
  • Facility
  • Outreach
  • Finance
  • Human Resources
  • Content and
  • Programs
Ideas are captured in real-time and displayed on the board at the front of the room.  Following discussions these ideas were then translated into the development of the overall business plan, creating the vision for launching the vibrant science facility to connect with the community in the region. This form of strategy means that community engagement is both transparent, efficient, and in real-time – perfect for any resource-constrained organisation seeking to maximise its productivity.

Jeremy Lu (Co-Founder) and School Business Manager for Science at Curtin University said, “We are delighted that GroupMap technology has such a positive impact in the community especially promoting science awareness and education.”

Programs conducted by the Centre include Science Cafes sessions at a local restaurant, a robotics program including the FIRST Tech Challenge to develop and test robots in challenges, exploration trips off the beaten track, as well as their camps and fairs that bring the community together.

The Rockville Science Center is just one great example of how online brainstorming tools can be used to solve problems and execute on a community engagement strategy to work towards common goals.   You can see their full article on Communities and Education and if you would like further information,  please contact Tracy Dove: RSC2.0@rockvillesciencecenter.org

(Images Courtesy of Rockville Science Centre)

How We Got 160 People to Brainstorm on GroupMap.

When GroupMap was invited by digital creative festival organisers to take our online brainstorming tool out of meeting rooms and classrooms to the general public, we needed a fun, eye-catching way to get people’s attention.

The goal was to get people’s ideas about what would make a city more innovative.

Festival folk joined in on the day or online giving us their responses. Everything from changes to transport systems and single owner housing offices through to spaceports and community-driven designs was thrown in.

We ended up with over 160 ideas and even a thank you letter from the city’s CEO. Sweet. We also managed to collect creativity tips from industry professionals about what makes them more creative.

Big Brains for Science – How to get a group to work together

Australian Council of Deans of Science Breakout group brainstorm ways to improve pre-service teaching in an interactive workshop.

The Big Questions:
  •  What essential skills should secondary teachers in Science and Maths have?
  • What complementary skills should secondary teachers in Science and Maths have?
  • What can Science and Education Faculties at University do to improve this?
  • How can Science and Education Faculties collaborate to improve pre-service teaching?
We take for granted that much of the world as we see it is only possible through constant and sustaining scientific research. This knowledge transfer starts in primary and secondary schools and encouraging and engaging students in the areas of Science, Technology, Engineering and Mathematics is a growing need. Broad scientific literacy is needed by the Australian community. Full stop!!
Dean Professor Jo Ward, Dean of Science, Curtin University
Following the Annual General Meeting of the Deans of Science across 30 Australian Universities, a plenary session was run by Professor Jo Ward, Dean of Science, Curtin University.

GroupMap was used by the Deans to respond to Treasury announcements targeting sustainable programs to improve pre-service teaching. The question style involved initial segregation between essential and complementary skills for pre-service teachers. Participants then moved towards the key question of what could be done at the Faculty level (Science, Education, and Combined) to best meet the criteria for the funding programs.
The outcomes ranged from statements of intent to suggestions of pragmatic initiatives that mirrored best practice examples. Common themes and goals were shared with the group in real-time and this then formed the framework for collaborative practice discussions. By being able to quickly consolidate information from the group meant that everyone could move through the questions quickly, leaving more time for lunch and networking.
GroupMap is very supportive of improving teaching and learning outcomes, so this initiative was one we could not say no to. It was fantastic to see ideation and sharing by a group of thought leaders who have the potential to continue to improve and enhance Australia’s scientific prowess. Our thanks to Professor John Rice, Executive Officer of the ACDS, and Professor Jo Ward, Dean of Science, Curtin University for choosing to use GroupMap at this event.

How smart are your kids?

Teacher looks for the “Smart” kids in class.

Most people know about IQ… but our kids can be smart in so many ways. In this example, Mrs Cotham explores the dimensions of intelligence and asks the students what they do to show off their talents. Before you know it, the GroupMap is filled with aspects of art, music, sport, writing and even concepts of social intelligence. Things like helping others to learn, playing fairly  and being kind to others were some key stand outs.

Watching them move ideas on the electronic whiteboard and working out where and how to cluster ideas was a joy to watch..it’s a shame lunch came around so quickly. Here’s how they did it:

 

They talked about what it meant to be smart… or to be good at something – it’s about breaking down the paradigm that if you can memorize and repeat that this makes you smart.


They talked about why it was important to have different types of “smartness” in a group, and in fact, the world, making sure that differences are valued. The students then formed teams and as a group had to start making a list of examples of different kinds of smart.

And whilst academic prowess remains in the foreground of assessment and provides at least evidence that satisfies moderators and auditors of a grade, it’s comforting to know that we can all be a little smart in our own way.. and in many ways.

Great job guys and gals! Great concentration, focus, and sharing of ideas.
Our thanks to Mrs. Cotham and Mrs. Kelly and the class for allowing us to share a GroupMap experience with them.