Reflection – Mind Mapping

Challenge

I work for a Workplace Management firm, which develops software and applications to help companies  to manage its workspaces based in data generated by sensors installed in the physical space, using  Internet of Things technologies. Our challenge is to collect consistent data of the space utilization in  order to create relevant information to the customer, and better understand the workers behavior  before propose improvements or even a space transformation.

Selection

I decided to use the mind mapping tool because it is the best way to identify the space utilization  patterns, and promote insights. As defined by Diana Escobar in the Mind Mapping Tool video,  “Mind mapping is looking for patterns and insights in a large quantity of data you’ve collected during  your exploration of What is, the current reality. The goal is to establish criteria for the What if idea  generation phase, which comes next”.

Application

We have installed presence sensors over some workstation clusters in an open space department of the  customer’s site. The data collected by this kind of equipment is a huge list, identifying for how long the  person stay in the workstation, or if the place is empty, how many days per week this place have been  used or not, and then is possible to understand the utilization of that specific space.

Besides this data, we have made interviews with key users of the space, trying to get information about  how they use the space, and also observation exercises. We are still in What is, so it is an investigation  process.

To expose the collected data and look for insights, we made a workshop with different stakeholders:   some workers of that space, some managers, people from HR and the workspace management team.  We had a lot of activities with sticky notes and charts. We mixed the teams in small groups for  interesting discussions and presentations, and we also printed a frame with different behaviors written  and ask people to identify themselves. At the end of the session, we crossed the information with our  data in order to recognize how they were using that space effectively.

Insight

One of the insights that I can mention is about one of the “hot desk” workstations, which is not assigned  to the worker. The sensor had found that this desk was being occupied 100% of the time, which means  that the person was at the office every day, from 9 to 5pm. Going deep in her essential, the conclusion  was that she really needs an assigned workstation because she is a young mother with two kids at home  with the nanny and no place at home to work. We also found that the workers want more space to  collaborate and make small meetings. So the space needs some adaptations, which is the next step.

Approach

The conclusion of this reflection is that the mind mapping tool was properly applied. The visual and  creative exercise really engaged the stakeholders and the team, and some patterns were recognized to  make assumptions and move to the What if phase. Next time I would say that I should also explore the  visualization tool, working with architecture plans and design, fostering collaboration and co-creation  with the stakeholders, in order to motivate a more graphical approach.


Reflection – Mind Mapping Challenge I work for a Workplace Management firm , which develops software and applications to help companies to manage its workspaces based in data generated by sensors installed in the physical space , using Internet of Things technologies . Our challenge is to collect consistent data of the space utilization in order to create relevant information to the customer , and better understand the workers behavior before propose improvements or even a space transformation . Selection I decided to use the mind mapping tool because it is the best way to identify the space utilization patterns , and promote insights . As defined by Diana Escobar in the Mind Mapping Tool video , “ Mind mapping is looking for patterns and insights in a large quantity of data you ’ve collected during your exploration of What is , the current reality . The goal is to establish criteria for the What if idea generation phase , which comes next ” . Application We have installed presence sensors over some workstation clusters in an open space department of the customer ’s site . The data collected by this kind of equipment is a huge list , identifying for how long the person stay in the workstation , or if the place is empty , how many days per week this place have been used or not , and then is possible to understand the utilization of that specific space . Besides this data , we have made interviews with key users of the space , trying to get information about how they use the space , and also observation exercises . We are still in What is , so it is an investigation process . To expose the collected data and look for insights , we made a workshop with different stakeholders : some workers of that space , some managers , people from HR and the workspace management team . We had a lot of activities with sticky notes and charts . We mixed the teams in small groups for interesting discussions and presentations , and we also printed a frame with different behaviors written and ask people to identify themselves . At the end of the session , we crossed the information with our data in order to recognize how they were using that space effectively . Insight One of the insights that I can mention is about one of the “ hot desk ” workstations , which is not assigned to the worker . The sensor had found that this desk was being occupied 100 % of the time , which means that the person was at the office every day , from 9 to 5 pm . Going deep in her essential , the conclusion was that she really needs an assigned workstation because she is a young mother with two kids at home with the nanny and no place at home to work . We also found that the workers want more space to collaborate and make small meetings . So the space needs some adaptations , which is the next step . Approach The conclusion of this reflection is that the mind mapping tool was properly applied . The visual and creative exercise really engaged the stakeholders and the team , and some patterns were recognized to make assumptions and move to the What if phase . Next time I would say that I should also explore the visualization tool , working with architecture plans and design , fostering collaboration and co - creation with the stakeholders , in order to motivate a more graphical approach .