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MANUALfor online workshop facilitators

www.ideaclouds.net

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Create a digital workshopNote: If you create a workshop, you are the facilitator of this workshop.

You decide who to invite, when to start and when to end the workshop.

The invited persons are the participants of the workshop.

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Choose a language for your workshop

What language is preferred by the participants of the workshop?

Enter your workshop topic

Recommended: Use a phone or web conference in addition, so you can talk with the participants.

Overview of all your workshops

Join running workshops or see/save results of finished workshops.

Note: You can conduct several workshops at the same time.

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Enter email addresses of participants comma-separated

▪ You can invite up to 20 participants per workshop.

▪ Best team size: 3 to 10 participants per workshop (large teams suffer from the so called ”Ringelmann effect”: the bigger the team, the less the single participants will contribute)

▪ For bigger team sizes (>20 participants): Split it up into smaller teams. You can conduct several workshops in parallel.

▪ Optional: You can also invite the participants later (after starting your workshop).

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Enter your briefing text

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Choose your teamwork technique

Choose a evaluation technique so participants are able to rate the contributions at the end of the workshop

Choose if the contributions of participants should be anonymous or not anonymous.

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Start your workshop

▪ If you click on the button, all invited participants receive an invitation email with an link (and a password).

▪ All participants will automatically receive an invitation email with your briefing and a link to your workshop (please see the next slide).

▪ You also can invite participants later (in the running workshop).

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Work on the whiteboardNote: As a facilitator, you can control the workshop process.

You decide when the teamwork should be finished and when

the evaluation phase should be started.

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Open instructions

Close instructions

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Move instructions(drag & drop)

Workshop topic

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Invited participants

Invite (more) participants

Whiteboard forteamwork

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How to work on the IdeaClouds whiteboard (in a nutshell):

▪ Double-click on whiteboard to create new card

▪ Double-click on card to edit text

▪ Double-click on the title to enter a title (please do that!)

▪ Drag the card (from the header) to move it

▪ Drag the card from the bottom right corner to resize it

▪ Use zoom (100%) on the bottom right corner of the whiteboard

▪ For questions use the IdeaClouds chat

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Right-click on whiteboard tocreate a facilitation card

Double-click on whiteboardto create an idea card

Right-click on whiteboard tocreate a facilitation card

Double-click here toenter title of a card

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*We recommend to create a facilitation card with a “how-to” instruction for the participants.

How to work on the IdeaClouds whiteboard:▪ Double-click on whiteboard to create new card▪ Double-click on card to edit text▪ Double-click on the title to enter a title (please do that!)▪ Drag the card (from the header) to move it▪ Drag the card from the bottom right corner to resize it▪ Use zoom (100%) on the bottom right corner of the whiteboard▪ For questions use the IdeaClouds chat

You can use facilitation cards for different kinds of instructions:

▪ Additional workshop topic information (e.g. problem statement)▪ Access data to additional phone or web conferences (e.g. phone number)▪ How-to for whiteboard collaboration*▪ Instructions and questions to apply group-work techniques and methods (a

facilitation card for each question)

Example: Lessons learned / Retrospective ▪ Facilitation card 1: What went well? ▪ Facilitation card 2: What could have been done better?

Note: These cards should only contain instructions and no contributions from participants (e.g. content such as ideas). Because these cards are neither displayed in the evaluation phase nor on the results page.

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Merge cards by dragging a card and dropping it onto another card

Zoom the whiteboard

Move a card by dragging it with the left mouse button on the head of the card

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Create and set categoriesCreate and set categories

Click here tochange the colorof the category

Click here to select thiscategory for a card

Use categories to cluster you idea cardsand to assign them to a facilitation card.

Examples:

Assign cards (e.g. tasks) to a responsible person- Category 1: Mr. Muller (green)- Category 2: Ms. Smith (red)- …

Assign cards to a measure type- Category 1: Technical measures (orange)- Category 2: Organizational measures (grey)- …

Assign cards in retrospective meetings- Category 1: What went well? (green)- Category 2: What could be improved? (red)- Category 3: Actions (purple)

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Edit briefing and send remindermails to all participants

Export results from thisworkshop (Doc, Excel, PDF)

Import cards fromfinished workshops

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This participant has completed the task

This participant is currently not in the workshop

Terminate whiteboard phase and start the evaluation phase

All participants will be forwarded to the evaluation phase

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Evaluate workshop results

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Rate card

Show next card

Overview of all cards

Current card to evaluate

Terminate workshop and show results

All participants will be forwarded to the ranking of results

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You need help? Do not hesitate to contact us!

support@ideaclouds.net