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Guidelines for preparing for CyberQuest™ sessions: Thank you for considering having a workshop session with CyberQuest (CQ), the Problem Solving and Innovation Support System. We hope it will be a productive and enjoyable one. Towards those ends we have developed the following guidelines to help in preparing for the session. These are based on our experience with over 300 such efforts. Two important lessons we have learned from these experiences are that: (1) Every session so far has produced some worthwhile ideas. So you need not worry about coming out empty handed. (2) No session is ever quite the same as those before (as is true for any type of meeting). So expect a little of the unexpected. Purpose of a Session: The main reason for having a CQ workshop is usually to generate new ideas and corresponding implementation strategies for a particular problem or opportunity. However, there can be several such other complementary objectives. These include: (1) Developing communication links between participants. (2) Sharing information. (3) Building concensus. (4) Creating a participative atmosphere (5) Mentoring. (6) Training in Creative Problem-solving and Methods of Innovation. (7) Increasing general interest in, and spirit to undertake innovation. You should decide which of these objectives (or others) is of most value, so you can plan accordingly. Types of Sessions: The "standard" CQ session is held in a conference room close to the client's office. It takes a day, with three hours in the morning, a working lunch, and three more hours in the afternoon. Six to eight people participate, generating and screening from 20 to 60 ideas. Idea packaging and evaluation is not done in this session but may be undertaken at some later date. There have been (and can be) a variety of alternatives to this "standard". These are listed briefly below: Location: * At your facility * In the client's local conference room * At several locations (via, say, teleconference). * At several locations at different times with different groups. Mode: * Face-to-face meeting * Teleconferencing, Videoconferencing, Computer conferencing * Electronic mail * Fax and/or voicemail and/or regular mail "conferencing" Time: * Anywhere from 20 minutes to two days. * A four hour session from 9:00am to 1:00pm, including lunch. * A project with several sessions, lasting over several months (idea packaging and evaluation undertaken). Number of Participants: * None (you do it alone for the client) * One * 70 (maximum for most audio/video equipment) * Any number in between Facilitation: * You do it, or * You train someone on the client's staff to do it Each of these possibilities has been found to have advantages in certain situations. Feel free to try these (or other approaches). Process: A descriptive file of material that can be handed out to participants can be accessed via the Help Menu. This describes the process and the expectations that they should have. Other copies can be obtained to send out beforehand and/or to use to explain to the powers above. Before the session you should supply the participants with a short (e.g., three paragraph) memo describing the problem/opportunity and your version of the aim to be achieved. This will be a short ending to the sentence: "The aim is to develop a new (way to):___________________________________." If the session is not done at your location, you will need to be at the site at least one hour ahead of time to set up the equipment. You also need to arrange ahead of time for any parking permissions and building and equipment passes. You will start off the session by reviewing the memo and getting responses. Then introduce the facilitator. He/she will then go over the session guidelines so that 'everyone is speaking the same language.' During breaks in the session, confer with the client to see if any mid-session changes in direction are desirable. At the end of the session please get a list of the participants with their names, titles, divisions, addresses, and phone numbers. You will need at least one hour after the session to make reports, pack, and move out the equipment. Language: CQ is written in English, as are all the data bases. With the proper keyboard, however, it is possible to enter all ideas, notes, etc. in another language. A session thus can be carried out with all discussion and data entry in that other language. This presumes that participants at least can READ English or there is someone there to translate the CQ screens. Participant Selection: Optimum group size is from six to eight people. This gives diversity for brainstorming; allows each person to have reasonable "air time;" and prevents the formation of smaller cliques. Many other factors may be significant, however, especially in relation to the possible objectives listed above. If, for example, you want to get important decision makers from several departments involved in the session, you may want to have a bigger group. Selection of participants thus may focus on people who are: (1) Likely to appreciate and do well in the CQ process. (2) In decision-making positions. (3) Representative of the stakeholders likely to be involved in implementation. (4) Diverse in their backgrounds and interests (5) Not likely to be intimidated in giving ideas and (6) Not completely dominating (or submissive) in personality. (7) Motivated to be involved in a session. Our experience has shown that it is possible, and even desirable, to have several levels of management involved if the right "chemistry" exists. Find out about any special rules or customs (e.g., on dress) that could influence both acceptance by the client's organization and the success of the session. Nondisclosure: Your policy should be strictly one of nondisclosure of any session contents. Be prepared to sign a nondisclosure agreement to this effect (Have a generic letter for this if you want to copy and use it). You should make and sign at least two copies. For your protection, all of your employees should have signed nondisclosure agreements with you. All printouts, computer files, and session recordings should be turned over to the client unless you are given permission to keep copies. Ask if it is possible to be able to say publically that you worked for the client (you cannot do this unless given permission). Meeting Room: It is important that the room in which the session is to be held be as conducive to comfortable interaction as possible. Some factors to be checked include: (1) Heating/Air Conditioning: Room temperature should be controllable and slightly on the cool side. (2) Lighting: Controllable for the session room by itself. Preferrable to have a dimmer. Since an overhead must be used, the room may be too dark, which will make people sleepy. (3) Natural light: Cannot be controlled in some rooms, which leads to glare and inability to read screens. (4) Seating: Every participant should be seated at the main table(if such exists). Otherwise, those on the periphery will feel like second class citizens. Those people who cannot see well seated at the front. (5) Room size: Should not be so large that people sitting in the rear cannot make the words on the screen (a function of the ratio of screen to room size). (6) Setup Table: At least the size of a standard desk, for setting up CQ. (7) Screen/wall projection space: At least 5 ft. wide by 4 ft. high (for a maximum audience of about 30). (8) Electrical outlets: Two, with each capable of handling six outlet strips. CyberQuest Equipment If you are within reasonable driving distance, bring most if not all of the needed equipment. Even then, you should count on providing a large screen (e.g., 25 inch) TV, preferably stereo. If you need to fly, ask the client to provide: (1) TV, as indicated above. It has to be NTSC (US) (2) Overhead projector. (3) IBM compatible printer (prints upper ASCII characters). (4) Two, three-prong extension cords. (5) Two 6-outlet strips. (6) Possibly a slide projector. (7) A transformer and necessary plug adapters (for a foreign country with a different power supply) (8) An appropriate keyboard (if language is other than English) (9) Access to a photocopy machine would be desirable. Make every effort to have backup equipment and/or procedures for almost any contingency (there may be power outages and fire alarms). Record the session, either with a transcriber or video recorder, again as a backup precaution and also to capture details possibly lost in the typing. Food/Beverages: The client should arrange for any meals, coffee breaks, and the like. Travel: The client should arrange for any travel and lodging for his/her and other participants. You should take care of your own. In either case, the client should supply directions and suggestions on lodging. End Product: At the end of the session provide the client with: (1) One hardcopy, reproducible report showing all the material typed in during the session. (2) One copy of a IBM PC compatible disk with the case files from the session as well as an ASCII file of the ideas (suitable for use in most word processing programs). (3) All copies of any transcriber tapes or video recordings of the session. Evaluation and Follow-up The value of any session can be assessed in terms of: (1) Satisfaction immediately after the session; (2) Implementation of the resultant ideas; and/or (3) Impacts of the implemented ideas (e.g., sales or rate of return). Research shows that there may not be a strong correlation between the first item and the latter two. The session also might be assessed in terms of other objectives, like those listed under "Purpose of Session" above. For session evaluation, most organizations poll the participants informally. Some have made up their own short forms. You can supply versions of your own form. In any case, ask if the client will share the results with you since you want to learn and improve as you go on. For follow-up, contact the client at some agreed-upon time interval following the session. This interval will depend mainly on the horizon period selected during the session. The client should be willing to: (1) Review the session report with you. (2) Track down what has happened to the best ideas. (3) Identify any major offshoot ideas that evolved. (4) Make an appraisal of the value in terms of other objectives, like those listed under "Purpose of Session" above. Investment: The current rate for a standard session is ________ per ____. This includes (does not include) your travel expenses. It does not include any travel/lodging for the client and the participants; food; session room and equipment rental; and various other costs mentioned above. Payment: Within 30 days of invoice date after the session. Thank you. We appreciate the opportunity to work with you to help achieve your goals. For us, each session is a new and exciting experience. So we look forward to it. Contacting Us: Feel free to contact us at any time. We certainly will be contacting you beforehand to work out the details described above. Other Available Information: * Golay/Goodsell Problem Description Form * Sample Nondisclosure Form * Appropriate CQ brochures and descriptions * Session Participation Guidelines * Sample Evaluation form(s) * Maps * List of hotels, motels |