Team Task List: a shared space to manage work requests in real time
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Norris Capsie is a consultant at onepoint, based in Singapore. He specializes in operational excellence and Lean methods. onepoint specializes in digital transformation and offers customers the opportunity to co-construct new methods of working. Norris spoke to us about his experience of Klaxoon, and how he uses it to create an effective presentation.
When it comes to effective presentations, Norris Capsie knows what he needs to do. First and foremost, his goal is to make sure that each and every individual is engaged and focused. But creating that level of interaction in a professional environment is not always easy.
Klaxoon really supports this approach, allowing participants to share their ideas in one place, participate in calls directly on the platform and interact with one another in a very creative way. It’s one thing to present and share knowledge to a room full of people, but it’s another thing for them altogether to leave the room having learnt something. And more often than not, without active collaboration, this doesn’t happen. But, says Capsie, it’s also important to have fun: you can still talk about serious issues, but it’s down to the facilitator to make sure it’s done in a way that everyone can enjoy.
Norris began using Klaxoon with clients after experiencing the impact of Covid, and had faced the challenge of continuing business activity without in-person meetings. Onepoint highlighted Klaxoon to their clients as a key solution that could foster the participation of teams across geographies. Everyone sharing and collaborating on a screen concurrently is a huge benefit, and it feels very democratic, with every individual having the right to share their thoughts and ideas via their common Board. Some of the features (being able to ‘like’ the comments of other participants, for example) are useful because they create a sense of familiarity which appeals to many clients who are regular social media users.
Norris became a Klaxoon certified consultant because it allowed him to become an expert in Klaxoon, and offer his clients creative ideas.
Last year, Norris had worked with a client in the metal industry who has an international presence, particularly in Australia and Southeast Asia. As Norris is mainly working on tech adoption projects, here he was helping his client carry out a maturity assessment of their use of Salesforce with the company. The client was concerned that the uptake of the tool within the company was low, and despite a large investment, the people using it were actually not making the most of it. Norris and his team helped them identify the pain points, understand what could be improved and how to implement those improvements.
After establishing a roadmap with the management team, it was agreed that they would use Design Thinking methods in a 3 x 3 workshop format for each team, with approximately 15 people per workshop.
How do you conduct great workshops? Norris began with an icebreaker to ensure each team understood how to create ideas on Klaxoon as well as setting some expectations for the session. This was followed by a purpose and outcome discussion designed to help teams define the objectives and expected results for their first workshop. Norris notes that it’s always better to let teams come up with this themselves rather than imposing your own – laying the foundations to make sure the right kind of ideas and answers are generated. Once the team has contributed to structuring the workshop agenda, the next step is the “sales process mapping and use case ideation”, during which each team is divided by country into breakout rooms (using Microsoft Teams) to define its sales process. Participants are asked to think about real life scenarios and everything is done by sharing ideas.
It quickly became clear that each country had a different process, so Norris created a color code in the Board to show the different processes and tools used. Then, everyone returned to the plenary to share their process, and think about how it could be standardized. Workshop participants were asked to vote, using the “Like” function to identify the most suitable overall process.
Using Klaxoon Board in this way allows each project manager, director and facilitator to structure the ideas as they are presented, identify objectives and visualize the priorities based on feedback. Where appropriate, it’s also possible to categorize the information by theme.
The second workshop is all about seizing opportunities to address the broad points identified in the first session. It’s a time to share and discuss each scenario, and bring together all of the teams. Norris uses Klaxoon’s What’s on your radar template, which allows him to quickly map priorities and define the roadmap for customers. In this case, Norris was using the headings People, Organization, Process and Technology.
Having identified Salesforce training as a priority, the next step is to create Klaxoon Memos to assist with the training.
These Klaxoon workshops have helped the client to gain clarity about their current state, where they want to be and how to get there. And from a consultant perspective, it makes it possible to be creative right from the outset, make user stories, live talks, asking questions to keep everyone focused and sharing ideas as they come in. Being able to do everything on one platform is really beneficial as you’re not wasting time switching between systems and it’s possible to use it for hybrid ways of working as well – with people in the room and remote.
Norris believes that the partnership with Klaxoon and onepoint has opened doors for working with multi-cultural and multi-national teams. It’s a more dynamic way of working, and it ensures that teams can synchronize from wherever they are in the world, and don’t have to be onsite. According to his teams, Norris says that Klaxoon has boosted their work ethic and allowed them to efficiently adapt to the current environment. It has helped onepoint remove boundaries that they thought were set in stone, so that they can properly tackle any business activities that require engagement and brainstorming.
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