How to Brainstorm with Teleconferencing
Sometimes project and team meeting facilitators can't schedule a traditional face-to-face brainstorming session because of time or distance limitations and instead must resort to teleconferencing---a meeting via phone, television/video screen, computer or other telecommunications equipment. Although teleconferencing can prove challenging, as you must use teleconferencing equipment in place of face-to-face interaction, you can brainstorm with teleconferencing without difficulty through presession preparation and the use of traditional meeting and brainstorming techniques and etiquette.
Other People Are Reading
Things You'll Need
- Webcams or video screens
- Virtual whiteboards and/or meeting rooms
- Guideline
- Time schedule
Instructions
-
-
1
Select videoconferencing tools to facilitate easier communication between all project or team members. For example, webcams or video screens help members to place names to faces and share visual brainstorming or presentation materials. Virtual meeting rooms with whiteboards or notepads can focus interaction between members by creating a central space for idea sharing in which a scribe or facilitator can write down everyone's ideas as presented.
-
2
Create a brainstorming guideline to follow during the teleconference that outlines the main brainstorming question or topic, the project or team goals, project constraints and any available resources.
-
-
3
Make a list of brainstorming methods such as "round robins," in which the facilitator goes down the participant list of names and calls upon each participant for ideas and "word/phrase associations." The facilitator says a word or makes a statement and a period of silence follows in which each participant writes down an idea to share.
-
4
Draft a detailed time schedule to help focus the teleconference. Prepare participants for the start and stop times for each period of the session. For example, the schedule should include an introductory period in which the facilitator summarizes the guideline and the brainstorming methods planned for the session, brainstorming periods by method, breaks, periods of discussion and idea summaries and a period for closing comments and/or planning of the next meeting.
-
5
Assign one participant to act as scribe unless the facilitator will also act as scribe. The scribe writes down ideas, takes notes and serves as a moderator---helping participants to turn casual conversations that can sometimes arise back to the main question or topic and/or review or summarize ideas at intervals during the session.
-
6
Write down a list of ground rules or session etiquette to help reduce confusion and maintain focus during the session. Include a rule that establishes the method that the scribe/facilitator will use to request cessation of discussion. In addition, establish a length of time that a participant may speak or present an idea.
-
7
Send a copy of the guideline, time schedule, participant names and scribe's name to each participant prior to the session. This action not only prepares the participants for session expectations but also mentally prepares participants to recognize the scribe and/or facilitator and session ground rules or etiquette. Ask participants to follow up with any questions or any additional items to add to the schedule, time permitting.
-
1
Tips & Warnings
Use a time clock with alarm to keep within the time schedule and idea presentation time limits.
Never allow criticism or negative commentary during brainstorming sessions. Negativity among participants can result, as well as lack of focus, thus reducing creative productivity.
Always listen for "dual-meaning" statements and immediately ask for speaker clarification---especially when not using visual tools---as the inability to observe body language can result in miscommunications.
