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Home ›› Design ›› Design Research ›› Designing and Facilitating a Co-Creation Session

Designing and Facilitating a Co-Creation Session

by Aalap Doshi
3 min read
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Co-creation sessions are powerful tools for fostering collaboration and innovation, but designing and facilitating them effectively requires careful planning. This article provides a step-by-step guide to crafting engaging and productive sessions, from setting clear objectives and structuring agendas to using the right tools for active participation. Whether you’re tackling complex challenges or aligning diverse stakeholders, discover how co-creation can unlock creativity and lead to actionable solutions.

Overview

The people that you are designing for can tell you a lot, but they can show you more. A co-creation session allows you to bring the people that you are designing for into your design process. While working on designing employee workspace, we organized various workshop-style events to involve everyone working at MICHR in designing their own workspace. These fun events helped us peel the layers of existing culture, spread awareness about the importance of physical space in our work lives, and envision a mutually agreeable future.

Invite

We invited all of the MICHR employees to the session. We used various channels to send the invites out, including email, posters, internal websites, and all-staff meetings.

Session

Establish context using a network map

To understand how we as an organization traverse through our space, we invited the MICHR staff to co-create a network map (color-coded by group) that mapped the most traversed routes within the organization. The exercise helped us become aware of our regular paths and opened our eyes to how physically trapped we were within our own groups.

A network map being built at a Co-create workshop. The network map helped us understand how our space was being traversed

Map out connections between people using a low-tech social network

To map out the connections between people, we invited the staff to create a low-tech social network. Each member added themselves as a node to the network and then drew connections between themselves and their peers with whom they interacted.

The low-tech social network made us realize that the admins were the most connected nodes in the system and were central to space and information flow within the organization. The network also helped us identify connections between people we would have normally not guessed.

To map out the connections between people, we invited the staff to create a low-tech social network. Each member added themselves as a node to the network and then drew connections between themselves and their peers with whom they interacted

Understand the aspirations of the MICHR staff using a magazine cover exercise

To understand the aspirations of the MICHR staff in relation to their workspace, we asked them to imagine that the space was already built and was so successful that Time Magazine was doing a cover story on it. We then asked them to imagine for us what the header, sections, images, and callouts of the cover story would be.

The imaginary scenario freed the staff to think without the constraints of budgets and realistic possibilities and brought out the inner visions that the staff had for their space.

To understand the aspirations of the MICHR staff in relation to their workspace, we asked them to imagine that the space was already built and was so successful that Time Magazine was doing a cover story on it. We then asked them to imagine for us what the header, sections, images, and callouts of the cover story would be

Brainstorm

As a way of achieving some convergence on the ideas we had brainstormed on, in each of the workshops we broke into smaller working groups to think through and prototype corresponding solutions. The finished artifacts were posted and voted on by the larger group. This not only helped spread the ideas but was also a consensus-building exercise. We as a team then used these as inputs into our final design.

Smaller groups working together on brainstorming. As a way of achieving convergence on various ideas, in each of the workshops we broke into smaller working groups to think through and prototype corresponding solutions

Follow-up

We kept all the artifacts generated in the office lobby for all those who could not attend to contribute. We then moved these artifacts into our team room. We emailed updates and highlights from the activity to all stakeholders and also produced and widely distributed a video.

Reflection

The workshop helped us understand our users better, and it helped the various stakeholders understand each other. The artifacts generated during the workshop provided visual reminders to the Rethink Space team throughout the redesign process. A high percentage of ideas generated during the workshop made it to the final designs. The team felt that the designs were easily accepted by the employees because the workshops had helped them play a part in coming up with them.

The article originally appeared on aalapdoshi.com.

Featured image courtesy: Getty Images.

post authorAalap Doshi

Aalap Doshi
Aalap is a versatile UX leader, product strategist, and engineer with over 20 years of experience in transforming complex challenges into innovative solutions. As Head of Product & User Experience at ICPSR, he helps reimagine digital offerings for the world's leading social science data archive. His career includes impactful work at Michigan Medicine, where he built human-centered design programs, and co-founding Findcare acquired by NeedyMeds, a nonprofit that connects low-income communities with affordable healthcare. A recognized expert in design thinking, Aalap also teaches at the University of Michigan, sharing his expertise on navigating ambiguity in UX.

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Ideas In Brief
  • This article delves into the process of designing and facilitating effective co-creation sessions to foster collaborative innovation.
  • It outlines key steps, including planning, creating a structured agenda, and using tools to engage participants meaningfully.
  • The piece highlights how co-creation sessions can drive creativity, align diverse stakeholders, and generate actionable outcomes for complex challenges.

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