The Review Workshop is the final workshop before the Decide Workshop (D-Day) for the sprint team. The purpose of the workshop is to bring all insights of the Validate phase together, to align the team on the final conclusions and to initiate the poster preparation for the D-Day. The workshop consists of two parts:
- Presentation, review and refinement of new insights and methodological approach
- Preparation of the D-Day
As part of the workshop, the team will be introduced to how a D-Day will look like and what is expected from the team. Furthermore, the team will start working on the final presentation by preparing a "Decide Wall" and defining the storyline. Starting with blank flip chart papers and the following eight categories will help the sprint team to work on storyline and content for the final presentation in-line with the business design process:
- Team / Task (e.g. project charter)
- Customer segmentation
- Discover phase, main areas, main findings
- DNA of the business model
- Questions / hypotheses and overview of validation steps
- Detailed presentation of exploration / validation of each question / hypothesis
- Recommendation to the jury
- Brief reflection on what went well in the sprint and what didn't and what should be done better next time
Having the storyline defined it is also essential to start collecting potential questions the sponsor might ask during the D-Day presentation and discuss how the team plans to answer them.
Finally the recommendation to the jury needs special attention as this should draw logic conclusions based on the results of the validate phase and at the same time should reflect team consent.
The outcome of this last workshop before D-Day must be:
- Common understanding of the entire "project flow" (intermediary results of each phase and conclusions for next phase)
- Defined storyline for final presentation based on eight categories (see above)
- Draft content for each category and anticipated sponsor questions
- Detailed Action Plan with clear tasks to be finished until the D-Day
- Agreed team roles and speaking order for the presentation
- Clearly defined recommendation to the sponsor/jury and actionable next steps
1 day + preparation and documentation
- Innovation manager
- Innovation experts
- Business Design coach
Instructions for Coaches
- The presentation of each team member`s findings during the workshop should be very brief. Detailed discussions should be avoided if they are not absolutely necessary at this certain point. If not taken by the innovation manager the coach has the responsibility to politely end or postpone too detailed discussions in order to keep the schedule. Let each team member put a Post-it with the finding on it on the printed Mindmap if considered important.
- Briefly summing up the offering on a flip chart seems repetitive to some participants. But it ensures everyone is on the same track. And it often shows that even at this stage there are very different opinions of the offering.
- Place the eight blank flip chart papers in a row on the wall/pinboards. These are the placeholders for the posters. Naming the blank pages with the steps of the storyline (see above) helps to maintain the flow.
- Emphasize that each poster should explain a story of its own. It helps to summarize briefly on large Post-its what the poster is about.
- Emphasize that the business design principles are fully applicable for the final presentation. Using a precise and consistent language, being visual and focussing on clear results will be pivotal.
- Keep an eye on the workload distribution among team members. At this late stage of the sprint schedules can get tight and tasks might pile up for some team members. Working on the preparation for the final presentation might need to be closely linked with the finalization of validation activities.
- Prepare the team to include sufficient time for the synchronization of the storyline amongst the categories. Even though different people prepare the eight categories the team still needs to present a consistent story and recommendation.
- Be open to identify and address the "elephant-the-room" kind of topics. There might be personal or political topics that have grown during the sprint phases or that are a result of the validations done by the team. These topics need to be addressed before the final presentation during the D-Day. Not addressing them properly before the D-Day unnecessarily puts the work of the team and the credibility of the final recommendation at risk. Unsolved issues can cause the final presentation to end up in a big discussion or the sponsor to challenge the quality of the sprint results.
- Clearly address the team member roles and the speaking order for the final presentation. Take into account presentation skills, style and expertise that individual team members have. Consider that for some team members might be more efficient to prepare for a very detailed Q&A instead of trying to become a presentation pro in parallel to the remaining sprint work.
- All team members are prepared to briefly speak about new insights / findings.
- The innovation manager has set up a mindmap with the main hypotheses and related actions to validate the hypotheses
- All team members should have an overview of the main hypotheses and what was done to validate them. A mindmap is a good tool for the team to keep an overview what they do and why they do it
- Team members invited, travels and accommodations arranged
- Agenda defined and aligned with innovation manager
- Room & catering booked or organized
- Pictures of the mindmap and the poster drafts at the end of the workshop are uploaded to the Project Workspace.
- Overview of who is responsible for which poster (if not mentioned on the poster drafts).
- All tasks for the coming days are documented in the Action Plan.
- What if a team member cannot make it to be present at the D-Day? Try to let him still participate via Skype or let the team member record a video of himself presenting a poster.
- What if the team has some hypotheses still not validated? This is not unusual. Be transparent towards the jury and point out what has been validated and what is still to be validated in the next iteration.
- What ways to visualize content are there besides the posters? Basically anything that helps others quickly understand what it is about. This could be, for example, a brochure which was used to communicate with users/customers, a landing page, a video of interviews or a prototype.
|08:30 - 09:00||Arrival and "Good Morning Coffee"||B||All|
|09:00 - 09:15||Welcome and agenda walkthrough||P||Coach|
|09:15 - 10:00||Presentation of new insights from Validate phase||D||All|
|10:00 - 10:30||Review of new insights & refinement of the business model / offerings and methodological approach||D||All|
|10:30 - 10:45||Introduction to the Decide Workshop / D-Day||P||Coach|
|10:45 - 12:30||Definition of the storyline for the final presentation||T||All|
|12:30 - 13:30||Lunch break||B||All|
|13:30 - 15:00||Definition of the content of the poster(s) for the Decide Workshop / D-Day||T||All|
|15:00 - 16:00||Task management||T||All|
|16:00 - 16:15|
* P = Presentation | D = Discussion | B = Break | T = Teamwork
Virtual Review Workshop sessions
In some occasions, we run this workshop virtually through video conferencing. This requires some changes of the agenda and setup:
- We slice the workshop in three sessions + preparation and documentation. There are two types of work modes: synchronous sessions in the whole team and and asynchronous individual work:
Session A (1h): Introduction of the Review sessions and the Decide Workshop / D-Day
Homework (every team member individually): Preparation of new insights from Validate phase by responsible team members
Session B: (3h): Review of new insights & refinement of the business model / offerings and methodological approach followed by the definition of the storyline and content for the final presentation
Homework: Preparation of the presentation for the Decide Workshop / D-Day
Session C (2h): Alignment on the presentation and dry run
- We recommend to schedule the three sessions within 2 days.
- We pay close attention to our team rules for virtual teamwork.
Tools & Materials
- 1x "Moderation Wall" with purpose and agenda
- 1x Business Design process
- 1x "Sponsor's view" carpet
- 1x Project Charter in the Project Workspace
- 1x Flip chart with paper
- 8x Blank flip chart papers on the wall OR "Decide Wall"
- 1x Mindmap (printed)
- 4x Pin boards or large foam boards
- 1x Moderation kit
- A4 Blank paper
- 1x Business Model template and 1x Hypotheses & Experiments template (from previous phase)
- 1x Action Plan
Room & Infrastructure
- 1x Empty wall: > 420 x 200 cm
- 1x Empty wall: > 120 x 90 cm
- Chairs or cube seats
- 1x Low-distance projector for Project Workspace
- 1x Table for catering
- Hot & cold drinks, snacks or finger food