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The Integration of Collaborative Process Modeling and Electronic Brainstorming in Co-Located Meetings

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Alexander Nolte
Alexander Nolte

1. The document discusses integrating collaborative process modeling and electronic brainstorming during co-located meetings. It presents a solution that allows participants to brainstorm and contribute ideas electronically, which are then directly inserted into a process model displayed on a large screen. 2. A case study tested the solution, finding that participants could easily contribute 129 ideas in 19 minutes using graphical elements. Their contributions were automatically structured in the process model, aiding post-processing. 3. Future work includes enhancing the ability to comment on and modify contributions, providing multiple parallel brainstorming tables, and improving facilitation tools to better guide the brainstorming and modeling process.

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The Integration of Collaborative Process Modeling and Electronic Brainstorming in Co-Located Meetings1Thomas Herrmann, Alexander Nolte
2Overview
The goal to be achievedThe design of new processes or process parts requires creativityModeling and ideation (e.g. Brainstorming) can but do not necessarily benefit from collaboration3an idea or product that deserves the label creative arises from the synergy of many sources and not only from the mind of a single person[Csikszentmihalyi, 1996] Modeling and ideation have to be integrated in a way that supports a seamless transfer of brainstorming results in to the process diagram
Example of a typical process model4Case: electronic ordering and coordination of services for elderly people
Detail SeeMe Semi-structured, socio-technical Modeling5
Case: electronic ordering and coordination of services6Forward bundledservice requestsTransferring dataelectronicallyReport andDocumentationService ProviderCustomer
Detail SeeMe Semi-structured, socio-technical Modeling7Brainstorming support should be organized in a way that it immediately contributes to process modeling
Limitations to be overcomeBrainstorming tools and process modeling tools are mostly separated:Most electronic brainstorming systems are text basedMeans for structuring - clustering, sorting, trees (bubbl.us), mind mapping - are not aiming on process diagramsCreativity barriers: production blocking, evaluation apprehension, cognitive inertia, 8
Requirement: CombinationofvariouscollaborationmodesParticipants think in solitude about their possible contributions to the teamwork (individual user-interface)take inspirations into account by observing what others are contributing (shared user-interface, large screen)intensively take part in (facilitated) communicationwork on the process model as shared material [Herrmann, 2010: Support of collaborative Creativity ]9
Types of Individual Brainstroming Contributions10Rolerelativemodifyingan orderActivityevaluationformEntityThe participants can contribute simple process elements and their namesCondition /Eventbad weatherThe need for differentiation between the types of elements may lead to production blockingA neutral element can be chosenBenefit: notation elements can be easily combined to a process model by drag and dropProblem: short labels/names of notation elements can only be understood in the context of the process domain or of the process model as a wholeConfirma-tion call
Work with contributed items in facilitated group discussionsUnclear labels are explainedBrainstorming items are clustered and/or sorted (by the facilitator or chauffeur)Process structures (nesting, relations) are drafted (and completed after the workshop)11Problems: People cannot have the complete process in mind but need to jump between different areas or phases of the process
Linear walkthrough and facilitation causes production blockingSolution12
Cycles of experience and requirements gathering13Drafting new processes within the socio-technical walkthrough too linearUsing card based brainstorming time consuming transferUsing electronic brainstorming structures are not compatible constant re-orientation of participants is required Developing a new solution
Environment14Interactive large screen(4.8m x 1.2m)WiFi-Network allows participants to use their own browser capable devices Low threshold
Webinterface15WebinterfaceModeling tool on large screenQuick and easy to useSupports element types according to the modeling notationGreen tick indicates that the contribution is captured
Modeling tool on large screen16Integrates contributions directly into the modelContributions appear as elements according to the modeling notationSupports awareness for others contributions
Procedure of the case study17Starting with prepared high-level model which serves as a frame for the brainstormingInviting domain and process expertsStart with a warm-up to get used to the technologyProcedure for each part of the model:Brainstorming, Clustering, Order chronologically
Selected results I18Easy to use: writing contributions did not interfere with ideation, people were not distracted by using the tool11 participants contributed 129 brainstorming items in just 19 minutesGraphical elements vs. text-based brainstorming:Gathering the contributions as graphical elements made the post-processing considerably easier
Selected results II19Participants should be able to change / enhance own contributions: Trade-off between short element description, which can be dragged and dropped and need for explanationPossible solution:comments which can be hidden
Selected results III20Production blocking avoided:Participants can work in solitude and simultaneously Facilitators interface at the large screen needs improvement:clustering sorting, merging of contributions, elimination of redundancies, prepare brainstorming tables and promptsProcess model as scaffold:the already visible process structure and elements provides context and serves as an orientation
Future work21Commenting on or deletion of own contributionsSeveral brainstorming tables in parallelSequentially providing several prompts for each brainstorming table Provide a web-based facilitator interface for the preparation of brainstorming tables and prompts [cf. Briggs, R., de Vreede, G.J., 2009: ThinkLets]Enhancing simultaneous work on the large screenFlexible transitions between brainstorming, clustering and modelingClustering and transfer into the process model structure
22Thank you for your kind attentionthomas.herrmann@iaw.rub.dealexander.nolte@iaw.rub.dewww.imtm-iaw.rub.de
Examples for the integration brainstorming and modelingUsage of pre-specified modeling notation elements and / or transformation of neutral elementsProcess design by drag an drop from a brainstorming tableImmediate insertion of contributions into existing super-elementsTwo levels: short names of elements combined with comments23

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The Integration of Collaborative Process Modeling and Electronic Brainstorming in Co-Located Meetings

  • 1. The Integration of Collaborative Process Modeling and Electronic Brainstorming in Co-Located Meetings1Thomas Herrmann, Alexander Nolte
  • 3. The goal to be achievedThe design of new processes or process parts requires creativityModeling and ideation (e.g. Brainstorming) can but do not necessarily benefit from collaboration3an idea or product that deserves the label creative arises from the synergy of many sources and not only from the mind of a single person[Csikszentmihalyi, 1996] Modeling and ideation have to be integrated in a way that supports a seamless transfer of brainstorming results in to the process diagram
  • 4. Example of a typical process model4Case: electronic ordering and coordination of services for elderly people
  • 5. Detail SeeMe Semi-structured, socio-technical Modeling5
  • 6. Case: electronic ordering and coordination of services6Forward bundledservice requestsTransferring dataelectronicallyReport andDocumentationService ProviderCustomer
  • 7. Detail SeeMe Semi-structured, socio-technical Modeling7Brainstorming support should be organized in a way that it immediately contributes to process modeling
  • 8. Limitations to be overcomeBrainstorming tools and process modeling tools are mostly separated:Most electronic brainstorming systems are text basedMeans for structuring - clustering, sorting, trees (bubbl.us), mind mapping - are not aiming on process diagramsCreativity barriers: production blocking, evaluation apprehension, cognitive inertia, 8
  • 9. Requirement: CombinationofvariouscollaborationmodesParticipants think in solitude about their possible contributions to the teamwork (individual user-interface)take inspirations into account by observing what others are contributing (shared user-interface, large screen)intensively take part in (facilitated) communicationwork on the process model as shared material [Herrmann, 2010: Support of collaborative Creativity ]9
  • 10. Types of Individual Brainstroming Contributions10Rolerelativemodifyingan orderActivityevaluationformEntityThe participants can contribute simple process elements and their namesCondition /Eventbad weatherThe need for differentiation between the types of elements may lead to production blockingA neutral element can be chosenBenefit: notation elements can be easily combined to a process model by drag and dropProblem: short labels/names of notation elements can only be understood in the context of the process domain or of the process model as a wholeConfirma-tion call
  • 11. Work with contributed items in facilitated group discussionsUnclear labels are explainedBrainstorming items are clustered and/or sorted (by the facilitator or chauffeur)Process structures (nesting, relations) are drafted (and completed after the workshop)11Problems: People cannot have the complete process in mind but need to jump between different areas or phases of the process
  • 12. Linear walkthrough and facilitation causes production blockingSolution12
  • 13. Cycles of experience and requirements gathering13Drafting new processes within the socio-technical walkthrough too linearUsing card based brainstorming time consuming transferUsing electronic brainstorming structures are not compatible constant re-orientation of participants is required Developing a new solution
  • 14. Environment14Interactive large screen(4.8m x 1.2m)WiFi-Network allows participants to use their own browser capable devices Low threshold
  • 15. Webinterface15WebinterfaceModeling tool on large screenQuick and easy to useSupports element types according to the modeling notationGreen tick indicates that the contribution is captured
  • 16. Modeling tool on large screen16Integrates contributions directly into the modelContributions appear as elements according to the modeling notationSupports awareness for others contributions
  • 17. Procedure of the case study17Starting with prepared high-level model which serves as a frame for the brainstormingInviting domain and process expertsStart with a warm-up to get used to the technologyProcedure for each part of the model:Brainstorming, Clustering, Order chronologically
  • 18. Selected results I18Easy to use: writing contributions did not interfere with ideation, people were not distracted by using the tool11 participants contributed 129 brainstorming items in just 19 minutesGraphical elements vs. text-based brainstorming:Gathering the contributions as graphical elements made the post-processing considerably easier
  • 19. Selected results II19Participants should be able to change / enhance own contributions: Trade-off between short element description, which can be dragged and dropped and need for explanationPossible solution:comments which can be hidden
  • 20. Selected results III20Production blocking avoided:Participants can work in solitude and simultaneously Facilitators interface at the large screen needs improvement:clustering sorting, merging of contributions, elimination of redundancies, prepare brainstorming tables and promptsProcess model as scaffold:the already visible process structure and elements provides context and serves as an orientation
  • 21. Future work21Commenting on or deletion of own contributionsSeveral brainstorming tables in parallelSequentially providing several prompts for each brainstorming table Provide a web-based facilitator interface for the preparation of brainstorming tables and prompts [cf. Briggs, R., de Vreede, G.J., 2009: ThinkLets]Enhancing simultaneous work on the large screenFlexible transitions between brainstorming, clustering and modelingClustering and transfer into the process model structure
  • 22. 22Thank you for your kind attentionthomas.herrmann@iaw.rub.dealexander.nolte@iaw.rub.dewww.imtm-iaw.rub.de
  • 23. Examples for the integration brainstorming and modelingUsage of pre-specified modeling notation elements and / or transformation of neutral elementsProcess design by drag an drop from a brainstorming tableImmediate insertion of contributions into existing super-elementsTwo levels: short names of elements combined with comments23