Master Information Capture for Effective Collaborative Meeting Design
A Pre-Event Techniques and Preparation Tool for Effective Collaborative Sessions
Are you ready to lead a group gathering, a kick-off session, or a collaborative problem-solving meeting?
Whether you're leading a team meeting, a workshop, or a conference, the empowering ability to capture and organize information effectively can make all the difference in achieving desired outcomes.
Preparing for a group gathering or any collaborative event involves navigating through various pre-, during, and post-event phases.
Today, we'll explore the practicality of a pre-phase tool, the Capture Canvas, which is essential for capturing the 5 Ps (Purpose, Product, Participants, Probable Issues, and Process).
These crucial elements will equip you with the necessary information to design each phase of your facilitation process, ensuring you feel fully prepared for your upcoming group gathering or collaborative event.
Ready? Let’s paint the Capture Canvas.
I stumbled upon the Capture Canvas during a workshop with Aj&Smart, a fantastic design facilitation studio. It was like finding the perfect set of oil paints before starting a painting. Now, it’s my go-to tool before starting to design any workshop. (of course, Miro is my second go-to tool to visualize.)
The canvas is divided into six sections, making it easy to jot down everything you gather from stakeholder conversations.
The Snapshot
In this section, you'll be able to gather all the essential facts about the upcoming session. What problems are on the agenda? How long will the meeting last? Who's involved?
Is there a preferred time and location? It's like painting the background of your canvas.
Primary Expectations
Here, you jot down the main goals of the group.
What concrete results are they expecting? How will success be measured in the long run? What new knowledge should everyone walk away with?
It's like outlining the main subject of your painting.
Secondary Expectations
This part is all about your intuition.
What other desires might the group have that they're not expressing outright?
It's like adding subtle details to your painting that enhance its richness.
Key Players
As the title suggests, this is where you list all the players involved.
Who are they? What are their roles? Who holds the decision-making power? How will they be affected by the outcomes?
It's like sketching the main characters of your painting.
Red Flags
It's time to spot potential challenges. You probably don’t want to be in the middle of a mixed martial arts fight (unless you are into getting punched more than once).
What questions or concerns might arise? What could disrupt the session? Are there any opposing voices or changes in group dynamics?
It's like identifying obstacles before they ruin your painting.
Delivery Assets
Lastly, jot down what needs to be delivered after the session.
Did you think of roadmaps, summaries, and critical ideas?
Think of them as adding the finishing touches to your masterpiece.
So, there you have it! The Capture Canvas—a tool to help you gather all the necessary information before diving into designing your next collaborative work session
Go and Make some Magic!