​In Part One of this blog, we discussed how facilitators can realize more value from team brainstorm meetings by:

• Doing their “homework” ahead of time, and
• Using good facilitation techniques.

(Click here to read Part One)
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Part Two of this blog will discuss how facilitators should:

• Not settle for just a “list of ideas”, and
• Follow through afterwards on meeting objectives.

Do not settle with a list, take it further!

There are several exercises you can try with teams to invoke new ideas or ideas that complement or deepen what others have already shared. 

For example, start with one person communicating their idea with the group and keep going around the room, letting each team member voice their idea until the team runs out of ideas and/or comments.  This is fruitful because we generate new ideas in our minds while listening to the ideas of others. 
If the team is stuck, try asking the question a different way. 

• What would happen if we tried to make the problem worse?  Why, exactly, is that an issue?  And so, what could we do to avoid that issue or the events/scenarios leading up to that issue?
• How would an idealist or pessimist respond?  / How would an extrovert or introvert respond?
• What would a colleague from a different department (i.e. Marketing, Manufacturing, or Finance, etc.) do to solve this problem?
• How would your customers feel about this solution?  How would they solve the issue?

As a facilitator, continue to ask open-ended questions for clarification of the ideas being discussed.  It can seem frustrating for some individuals when a facilitator keeps asking “Why?” or “How?”, but this is how robust ideas and more focused implementation plans are formed.  It is helpful to advise the team early in the meeting that you will be asking lots of questions for the sole purpose of learning more about their ideas.

Ensure that side comments and questions are not missed by assigning a member of the team to take copious notes, and rotate this task from meeting to meeting.  This is an important role during the meeting and follow-up deliverable after the meeting.  Ideas that are not documented will most likely be forgotten.

Follow through, be proactive!

While the team is present and energy levels are high, assign individual team members to take accountability for the different follow-up actions identified during the meeting.  Have each action item owner define and commit to a completion date.  As a facilitator, you can decide the best way to follow-up with each action item owner, e.g. team meetings, one-on-one discussions, task management tools.
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There are several ways to assist the team in progressing the project after the brainstorming meeting.  For example, for each question asked, group similar responses and ideas together and into categories.  Send a follow-up presentation or memo within 1-2 business days after the meeting, describing the key discussions and themes, main ideas, and action items.  Describe what follows next and how the team’s ideas will be used and by whom.  Team members that understand how their actions and ideas fit within the broader context and goals of the project are more likely to follow through on commitments.

Wrap-up of Part Two

As a recap, facilitating value-added brainstorming meetings is a wonderful challenge to accept.  I hope these blogs have helped prepare you, and I look forward to your feedback.  What examples worked or did not work?  How can Keystone Scientific help your team, either in brainstorming meetings, project review meetings, or strategy-forming workshops?  Please share your suggestions!

You are asked to lead a team brainstorming meeting to develop a strategy or propose solutions to an issue – now what?   Do not be fooled, brainstorms are not typical “informational sharing” or “team update” meetings.  Organizations can waste a lot of resources (via time and money spent) in brainstorming meetings because of 1) inadequate preparation, 2) poor meeting facilitation techniques, 3) limited analysis of the output data, and/or 4) lack of follow-up on next steps.  A brainstorming meeting is an investment in your organization’s future, so treat these brainstorming meetings as a valuable source of knowledge capital.  Knowledge capital can be the “asset” difference between high-performing and low-performing organizations.

Four actions you can do to get more value from team Brainstorming Meetings are listed below:

Part One of this Blog will share tips how you can:

     1.  Do your “homework” ahead of time
     2.  Use good facilitation techniques throughout the meeting

Part Two of this Blog will discuss how you should:

     3.  Not settle for just a “list of ideas”
     4.  Follow through on meeting objectives

Do your homework

Select a meeting location that the team will not expect, i.e. do not select the typical meeting conference room.  Examples of non-typical meeting locations include a cafeteria or restaurant (during off-peak hours), a shared lab space, outdoors, a non-sterile production or packaging area, etc. Try to pick a location without distractions.

Arrange seating so that team members may get up quickly and move easily around the meeting area. Assign seating 1) if you know certain team members do not get along or 2) to encourage team members from different functions/departments to work together to come up with new ideas.

Prepare an agenda by:

• Writing a list of open-ended questions so the team’s answers will gradually build upon each other
• Assigning a time limit for team members to record and discuss their ideas for each question
• Including time for idea/output analysis or schedule a follow-up meeting to complete and review this analysis with the team
• Including time at the very end of the brainstorming meeting to discuss next steps and assign actions.

​Come to the brainstorming meeting prepared with examples or prior cases, prototypes, models, and/or props if necessary to jumpstart the discussion and promote creative ideation.

Don’t forget to bring materials so that the team can document their ideas, e.g. multi-colored markers and sticky notes, and “flip-chart size” posters (Tip – posters that contain adhesive strips on the back come in handy).
 
Use good facilitation techniques

As a facilitator, pay attention to the clock and make sure the team is addressing each question or at least the important ones on the agenda. 

Do not let your own views influence idea generation or follow-up discussion.  Your job is to ask questions, not answer them!  Also, you can move around the room as you ask questions to raise the energy level of the discussion and engage with all members of the team.  It is okay to single out individuals with questions if their ideas are not being discussed or if they seem distracted.

For each question, ask all team members to document their own ideas on the multi-colored sticky notes prior to discussing with the team.  Ensure that each team member uses a different color marker or sticky note so that you can follow-up afterwards with individuals if you have questions about their idea.

It is helpful to designate separate posters to document all ideas or comments for a given question.  If there is plenty of room, encourage participants to walk around the meeting area and post their sticky notes on the separate posters which pertain to their answers.

You can utilize a different poster to capture “Parking Lot” ideas or comments; these suggestions answer different questions and should not distract the team.  Parking Lot comments can be addressed off-line.

Wrap-up of Part One

Remember, brainstorming meetings should challenge the status quo and promote creativity.  As a meeting leader, it is okay to take risks!  What ideas or suggestions have worked for your team brainstorming meetings in the past?  Please share!

(Click here to read Part Two)