REMIT (THE CHALLENGE)
How can our team collaborate effectively through a time of transition and change?
SNAPSHOT
Process: Online team strategy workshop
MosaicLab’s role: Design and delivery of five 2-hour online sessions
Host organisation: Ballarat Community Health, Beacon Foundation, Department of Premier and Cabinet, Launch Housing and Mornington Peninsula Shire
Timeframe: May 2020
Participants: 53 participants over 5 workshops
Outputs: Report following each session detailing each group’s agreed recommendations
OVERVIEW
In April this year, MosaicLab recognised the sudden challenges that teams were facing as a result of the disruptions of COVID-19. There was a clear need to support organisations transitioning to a remote-based workforce and equip them with the tools they needed to collaborate, be productive and keep motivated.
To assist organisations to change and readjust in response to COVID-19, a complimentary offer was provided to our newsletter subscribers. One lucky ‘friend’ was offered the chance to win a free facilitated, internal strategy session to reflect on how remote work is going, and to explore how they can better support each other going forward. As it turned out, all those who put in for this offer were worthy of winning – particularly because of their impactful work in their communities – and therefore, we provided all the entrants with this free, facilitated session.
Our aims for these online sessions were to:
Determine how to best connect and support each other to adjust to this new environment;
Define ways to get work done effectively and efficiently while working remotely; and
Identify challenges and opportunities in this new environment, and the priority actions that can be taken individually or collectively to address them.
The sessions were unique as we adapted strategic planning, teambuilding and change management processes to an online 2-hour format.
During these sessions, teams were able to pause and come together to reflect on their journey so far, define what success looked like to them and identify ‘tailwinds and roadblocks’ to achieving their ideal ‘working from home’ environment.
Lastly, each team discussed ideas and recommendations for how they could move forward as a team, including the formation of action plans.
Jessica Trijsburg, Manager Intercultural and Engagement Support, Ballarat Community Health, shares the experience of her team following the conclusion of the process.
CHALLENGES
Challenges faced in the process included:
Many participants were new to working from home. Some were adjusting to new processes and systems, and others hadn’t participated in many virtual meetings before.
Organisations were in the midst of change and disruption, making it difficult for some to communicate about and organise participants around the sessions effectively. Many participants were also distracted and unfocused by work and home activities.
Instead of following a standard sequence (where we design a session to address a need or challenge identified by the group or organisation), MosaicLab offered free sessions to address a broader issue. Getting team members to understand the purpose for the session and to make time for it, was therefore more challenging.
Allowing for an in-depth exploration of experiences, reflections and ideas within a 2-hour window.
KEYS TO SUCCESS
Keys to success included:
Building time and space into the session for individuals to pause and reflect during a tumultuous time.
Providing reflection cards to prompt participants’ thinking.
Anticipating varying levels of technical ability and allocating time upfront in the agenda to ensure they were overcome prior to the session commencing.
Allowing teams to bring unique and varying experiences, dilemmas and insights to each discussion, ensuring the session purpose and methodology was flexible and adaptive to each team’s needs.
Clearly framing the purpose and scope of each session upfront to focus the group and ensure they used the time available as effectively as possible.
Adapting effective face-to-face methods and facilitation approaches for strategic planning, teambuilding, debriefs and change processes to a digital format.
“I liked having the opportunity to canvas reflections and ideas about our current and future approaches to work.”
OUTPUTS
There was positive feedback on teams spending time with each other to reflect in a supported environment. Individuals found the session to be “engaging”, “well-structured” and utilised technology and breakout rooms effectively. Participants found the outputs of the session to be most useful moving forward, creating action plans and approaches to assist the teams to continue moving forward. Overall, most of the participants felt the objectives of the session were “very well” met, with just under half responding with “well met”.
Some key outcomes were:
Facilitating these sessions provided teams with the opportunity to stop and recognise the progress they had all made since the start of their transition to remote working.
Participants experienced an effective, output-focussed online meeting and discovered what could be achieved through collaborating in a digital space.
Individuals were encouraged to take ownership over their role during transition and embed and implement outputs and actions.
“People were very engaged and the feedback at the end was also very positive about how meaningful it was for them to connect, reflect and celebrate. We reset our compasses as a team for where we’ve come from, and started that conversation about where we’re going.”
WE’RE HERE TO HELP
Due to the influence of COVID-19, our environment is constantly changing. In order adjust to these changes, it’s important that organisations sensibly plan and adapt.
Our priority is the health and safety of everyone we work with. We’re monitoring and continually adjusting to a rapidly shifting situation, and looking ahead in anticipation of further change.
We’re here to support you to connect and work with your stakeholders, staff and communities. Our services and resources are tailored to help organisations to continue to deliver vital projects, key services and robust, effective engagement processes.
Want more info on our ‘coping with COVID-19’ essential engagement packages and other online engagement services?
Download our services information pack below.
“Many of the teams hadn’t been given the space to reflect during this time. The groups were responding to change, but were given a chance to pause, reflect and be intentional”
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