Why this guide?

There are many different ways to go about finding which style is the right fit for you and your team - this guide provides you with a basic structure to navigate remote work sessions.

The key to facilitate and design collaborative ideation generation sessions remotely

Tips and tricks for avoiding common brainstorming mistakes 

Let’s be honest - we’ve all been in an online meeting that just would not end. Time seems to go slower online, maybe because there are some aspects unique to remote sessions:

• Participants talking over each other before all muting to let the others speak

• People not finding the link for the meeting or joining the wrong one

• Technical problems - lag, presentations-, microphones-, cameras and headphones working

• Background noises

• Distractions from family members, animals, neighbours and dirty dishes

• Other work tasks still on the screen

...and these are just common issues with any remote meeting. Brainstorming is often treated as a creative event where the only thing you should come prepared with is “an open mind” and some post it notes. In-person meetings provide a better opportunity to just wing things, but the key to any successful online meeting is structure.

First things first - create a structure

The work for the brainstorming session does not start the moment you are all in the call together - the moment the decision is made to hold a brainstorming session - begin planning.

Start with choosing 1 - 3 people to plan and facilitate the session. Less is more, but that of course depends on how large the group that will attend the session is. The facilitator is in charge of the structure, providing information about the meeting, being the timekeeper and providing a way to collect the final ideas.

Set the intention and the goal. Why is the session important, what do the collective want from it and what is the desired outcome? Participant energy is a precious resource - create a focus question before the meeting and attach it to the invitation email.

1. Make an agenda for the session from start to finish. Plan how long each moment will take, make some leeway for late participants and don’t forget to include breaks! Brainstorming is very draining on the participants, so make sure they get a chance to catch their breath.

2.  If you are using a virtual whiteboard (Miro/Mural) set it up beforehand. Play through the motions the session will follow and create different spaces where your participants can co-create. Put the instructions into each of the segments so they can easily be brushed up on. Include the amount of time spent on the activity next to the instructions - if your virtual whiteboard has a timer, use it!

3. Create the email invitation. Provide the context for the brainstorming session and the focus question. If you are using an app or tool during the session make sure to tell the participants ahead of time so they have a chance to familiarize themselves with it. You don’t want to be answering questions about where to find the app in the middle of the session!

While the session is running

So you’ve gathered everyone and you’re ready for the session - showtime! Keep an eye out for the following things to maximize the success of the brainstorming session.

1. Bring the energy up! It’s very easy for the energy to fizzle during the session. Add fun energizers to activate some adrenaline. Ask people to answer a question in the chat, choose between images on the Miroboard or post a smiley to describe their mood.

2. Balance team participation. Ssome people feel that their ideas are not good enough to contribute to the co-creation - they are not likely to unmute themselves to chime in. So give them some time - allow everyone 1 - 2 minutes to write down their ideas and then make a round where everyone reads their ideas. This ensures that everyone’s voice gets heard. It’s also easier to speak up if you’ve already spoken once.

3. Keep the conversation and discussions going. It is essential to allow the brainstorming session to be alive and animated. There is nothing wrong with coming up with many ideas - just make sure to narrow it down to end up with the very best one as the final batch!

Last but not least

Finish off the session keeping it structured!

1. Provide a means for the participants to give feedback. Anything from a feedback section on the digital whiteboard or a few words in the chat. Feedback is a very important aspect for future sessions in order to tailor the next session to the needs presented. 

2. Collect the information and don’t forget to send out the final ideas in an email.

3. There’s no need to reinvent the wheel. If the digital workshop structure was functional, take some time and transform it into a template. That will save time for the next session and allow others to take over.

When you’re using these tips and tricks you will find out that remote ideation sessions are just as rewarding as those around a meeting table. Just keep in mind to keep the structure going, adapt to new ideas and to use tools that suit your company culture.

Happy brainstorming!