Reflection – Visualization

Challenge

As part of the Learning Committee in my area, some of our many tasks were to schedule

technical trainings along with the option of selecting the facilitators in order to provide them

the PowerPoints that already existed base on the basic knowledge required for the training.

To be able to share this material with the facilitators, we had to search in the committee’s

share mail box the last PowerPoint shared in the last course facilitated. The problem remains

in that not always the materials were sent from our mail box, which means that sometimes we

did not have all the record and the most updated PowerPoint for each training.

Once that each training was facilitated, we have to prepare a technical evaluation in order to

review the team performance, and based on that, the team’s leader wanted to prepare a

global retroactive report which shows the general performance of each team member with

the idea of continuing with this process.  Reviewing the background, we discovered that the

previous teams of the committee were not maintaining a record of the evaluation that had

been taken.

Selection

In order to have the record of all the information managed from the committee and needed

for all the training required for the area, I proposed to create a SharePoint where we can save

all the PowerPoints use in the trainings and to save the technical evaluation, so the tool

selected was Visualization. I selected this tool because I thought It would be a great way to

show all the work made from the Learning Committee and the information useful for the team

with dynamic tools. For this I will borrow the line “The more you begin to use pictures, the

more that you begin to diagram while you talk and create a visual image for people of how

you are thinking”

Application

Traying to make a clear and friendly work space, we started by defining the colors to be used,

the additional information that we may could show and how it would be shown. And this is

how we decided to exhibit the information related to the PowerPoints. Due to the pandemic,

all the trainings had to be schedule online, so we took advantage and decided to record all the

sessions in order to save them into the SharePoint. Here we also saved the fiscal year

calendar and the links that grant access to the results of the technical evaluation, so we are

able to create a record of all the evaluations made and the team can access to them any time

the need. I think that the next line applies perfectly with this application “Visualization is

anything from the things we write on a chalkboard or a whiteboard. It's basically anything that

takes us beyond just using words or language alone. Things like color”.

Insight

In the middle of the process, when we asked for feedback to the team, we discovered that:

1)

They did not know all the process that each training must to accomplish

2)

There were members of the team that were interested in facilitating trainings, but they

were never considered.

3)

The team leader always chose the topics of the trainings without asking to the team.

Explained this, we changed some process and included this into de SharePoint. We create a

section which explains with images the process that each training must to accomplish. We

also create a forms to know which members of the team wanted to participate facilitating

trainings and if they wanted to propose a new training for the team.

With this process we realize the importance to communicate with your team and to work

together in order to reflect a work that at the end of the day belongs to all of us.

Approach

Considering that at the beginning we tried to manage the SharePoint idea by our own, this

cause that once we decided to involve the team we had to make some changes that maybe

would not had taken place if we had talked to them since the beginning. Besides that, the

visualization would be the same.

