Reflection – Visualization

Challenge & Selection   Events can be dogged by cost overruns, poor scheduling and customer dissatisfaction  due to a range of factors related to planning, communication and resource allocation.  Failure to keep a track of changes to the scope of the event: as with most real-life  scenarios, most events will have changes in plans and scope before the big day.  Failure to keep a track of the smallest change can mean an out of control budget, or  an impossible timeline.   If anything can go wrong, it probably will! Stuff happens at the last minute, leaving  everybody surprised by it. Consequently, the event goes into a tailspin while the  event planner tries to clean up a mess we had not anticipated.

The first tool I applied was the tool of Visualization, to have a well communication of  event target, scope and mission among sub-working teams and supporting units  before designing the timeline and job allocation.  I always apply this approach with  the core teams and stakeholders who have to understand and familiar with the event  management and scope of works, so as to allocate the right resources, with the right  skills.     Application  I have used power point with pervious event photos, diagram & sketch of situation to  create visual scenarios of the problems or challenges may meet, and bring a set of

questions to discuss to allow a diverse group of stakeholders to learn from each  other in the process of defining the scope, key components, and relationships

between components to consider when identifying ways for improvements.  Then I  will deliver with existing material available to understand the environment. The  existing material may be floor plan, operational manual, system user guide, pervious  review report or review of guest’s feedback. Then I conduct sub-group meeting with  each supporting units to ensure the working timeline and ultimate goal.  If time  allowed, I will apply the visualization tool mentioned by Angela Meyer, designer at  week 1 to draw the diagram to capture our thinking to understand what the guests  (customers) experience is like, and we would get much more detailed in the way that

we start to visualize. To improve the event coordination, it actually relies on different  stakeholders in the field to be able to deliver the service to the guest.      During the discussion, I will divide the stakeholders into groups of 4-6 participants  each representing a different organization.  Each group receives a poster-size copy  of the straw man graphic that they can write on to make comments.  I give them

few questions to answer, such as: “what key elements are missing from the graphic?

/ What would you change about the graphic to make the event more success?” I give  them approximately 20 minutes to discuss the questions and mark up the graphic.  Then I have each group report out, and then I record the common elements in the  insights of each group with additional insights that come from the group discussion.  After the session, I puzzle the ideas from the group discussion to the new insights,  and proposed changes of the event planning that they agreed.     Insight & Approach   A straw man visualization is useful in ensuring that everyone involved has a tangible  concept to work from. Otherwise, there is a risk that people are working with

different pieces of the whole, different perceptions, and different, unstated  assumptions, as they continue to research and discuss aspects of the idea or solution.   My experience can tell that conducting this exercise with several groups is that while  the revised graphic that incorporates stakeholders’ feedback, which is important to  motive them and reinforce the problems they are working to solve.  The shared  insights are the valuable elements to reinforce the event mission and streamline the  scheduling and to fulfill customer satisfaction.     Moreover, I learnt that the graphic gives the diverse group of stakeholders a key  point for discussion which allows them to share their points of view and develop  insights into potential root causes of their problems.  Perform an event risk

assessment as an early part of the event planning process, set time aside with event  team to brainstorm what could happen to derail the event, cause a budget overrun,

or to prevent you from delivering the expected results. Then figure out ways you can  mitigate those risks. This exercise doesn't take a long time, and it's enormously  helpful in understanding the weak links before the big day. They can quickly identify  where they have included, or what they are missing; it can allow a quick gain new  insights.    To conclude, I found that the shared insights and learning among different  stakeholders is the most important issue to make improvement.  To start the next

event, I would use the visualization activity to kick off the project.  Apply the revised  graphic with incorporating their combined comments to facilitate the event planning.


Reflection – Visualization Challenge & Selection Events can be dogged by cost overruns , poor scheduling and customer dissatisfaction due to a range of factors related to planning , communication and resource allocation . Failure to keep a track of changes to the scope of the event : as with most real - life scenarios , most events will have changes in plans and scope before the big day . Failure to keep a track of the smallest change can mean an out of control budget , or an impossible timeline . If anything can go wrong , it probably will ! Stuff happens at the last minute , leaving everybody surprised by it . Consequently , the event goes into a tailspin while the event planner tries to clean up a mess we had not anticipated . The first tool I applied was the tool of Visualization , to have a well communication of event target , scope and mission among sub - working teams and supporting units before designing the timeline and job allocation . I always apply this approach with the core teams and stakeholders who have to understand and familiar with the event management and scope of works , so as to allocate the right resources , with the right skills . Application I have used power point with pervious event photos , diagram & sketch of situation to create visual scenarios of the problems or challenges may meet , and bring a set of questions to discuss to allow a diverse group of stakeholders to learn from each other in the process of defining the scope , key components , and relationships between components to consider when identifying ways for improvements . Then I will deliver with existing material available to understand the environment . The existing material may be floor plan , operational manual , system user guide , pervious review report or review of guest ’s feedback . Then I conduct sub - group meeting with each supporting units to ensure the working timeline and ultimate goal . If time allowed , I will apply the visualization tool mentioned by Angela Meyer , designer at week 1 to draw the diagram to capture our thinking to understand what the guests ( customers ) experience is like , and we would get much more detailed in the way that we start to visualize . To improve the event coordination , it actually relies on different stakeholders in the field to be able to deliver the service to the guest . During the discussion , I will divide the stakeholders into groups of 4 - 6 participants each representing a different organization . Each group receives a poster - size copy of the straw man graphic that they can write on to make comments . I give them few questions to answer , such as : “ what key elements are missing from the graphic ? / What would you change about the graphic to make the event more success ? ” I give them approximately 20 minutes to discuss the questions and mark up the graphic . Then I have each group report out , and then I record the common elements in the insights of each group with additional insights that come from the group discussion . After the session , I puzzle the ideas from the group discussion to the new insights , and proposed changes of the event planning that they agreed . Insight & Approach A straw man visualization is useful in ensuring that everyone involved has a tangible concept to work from . Otherwise , there is a risk that people are working with different pieces of the whole , different perceptions , and different , unstated assumptions , as they continue to research and discuss aspects of the idea or solution . My experience can tell that conducting this exercise with several groups is that while the revised graphic that incorporates stakeholders ’ feedback , which is important to motive them and reinforce the problems they are working to solve . The shared insights are the valuable elements to reinforce the event mission and streamline the scheduling and to fulfill customer satisfaction . Moreover , I learnt that the graphic gives the diverse group of stakeholders a key point for discussion which allows them to share their points of view and develop insights into potential root causes of their problems . Perform an event risk assessment as an early part of the event planning process , set time aside with event team to brainstorm what could happen to derail the event , cause a budget overrun , or to prevent you from delivering the expected results . Then figure out ways you can mitigate those risks . This exercise does n't take a long time , and it 's enormously helpful in understanding the weak links before the big day . They can quickly identify where they have included , or what they are missing ; it can allow a quick gain new insights . To conclude , I found that the shared insights and learning among different stakeholders is the most important issue to make improvement . To start the next event , I would use the visualization activity to kick off the project . Apply the revised graphic with incorporating their combined comments to facilitate the event planning .