Preparing the Physical Workspace

Part of getting the team ready to explore the problem together requires setting up the physical environment. The physical space and the materials within it have the potential to either dampen or spark creativity, foster discourse, and facilitate visual thinking.

Horseshoe Layout

Small Group Layout

Workstations

Key Issues and Challenges

There are a variety of real-world constraints that can impact access to materials and resources. For example, while some teams may have the luxury of choosing the space in which the team may work, some will simply have to work with the space they are given.

But even in situations where the team does NOT have a say in the actual space they use, there are things the team can do to make the configuration and other characteristics of space one that is more conducive to teamwork, learning, collective sensemaking and complex problem solving as a team.

Tips and Things to Consider

The following are some strategies reported by planning team members that can be considered when preparing the physical workspace.

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Articulate what the space should do for the team (Expand)

Reflect on the goals and activities the workspace will need to support. Being explicit about the goals can make it easier to create a space that is conducive to achieving the team’s objectives. Teams who have worked on complex problems have described needing space that supports a combination of goals, such as:
- Independent time for research and quiet reflection.
- Group time for discussion and sharing ideas.
- Space for visualization — both individually and collectively — and access to shared content (e.g., whiteboards, wall space).
- Space for making a mess, using materials such as post its, images, collages, and sketchpads.
- Reconfigurable space to support different team modes and activities.
- Space (and seating configurations) for discussion – such as a horseshoe or circular configuration.

Use these goals as a way to guide discussions and decisions about the team’s space, and to consider trade-offs if the team has various space options.

Gather the basic materials (Expand)

Gather the basic materials the team will need to support the team goals. Experienced planning teams have found it useful to have materials, such as:

Whiteboards (multiple boards, if possible)
Wall space where materials can be posted
Pens, pencils, and dry-erase markers of multiple colors
Tangible working materials – such as a set of images, shapes, connectors, words, arrows (see Tools and Resources for example kit)
Butcher block paper
Sticky tack or tape
Post-its
Sketchpads
Notebooks
Camera
Laptop(s)
Furniture that can be easily re-arranged
Round tables
Comfortable chairs
Projector

Tools and Resources

This section provides a set of tools and resources that planning teams may find helpful for preparing the team to work together and for doing the work itself. The tools and resources are organized around the following topic areas: 1) exercises to prepare the team to work together, 2) exercises and videos for preparing the mental workspace, 3) assessment tools, and 4) suggested reading.

Exercises to Prepare the Team to Work Together

Background Exploration Exercise (Storytelling) [PDF]
Description: Allows team members to better understand what each individual brings to the team by sharing personal experiences and backgrounds with the team.

Broken Squares Exercise [PDF]
Description: Gives insight into how each individual team member tends to look at situations and solve problems.

Engaging Everyone – Liberating Structures [PDF]
Description: A handbook containing a range of exercises including ice breakers, physical space suggestions, creative thinking techniques, question asking techniques, and approaches for improving interpersonal and team communication.

Team Role Experience and Orientation (TREO) Instructor’s Guide [PDF] and Survey [PDF]
Description: A teamwork style survey developed by the Army Research Institute (ARI). Designed to help teams and team members examine their preferences and how they typically work in a team.

Exercises and Videos for Preparing the Mental Workspace

Visual Explorer Images
Description: Images available for purchase through The Center for Creative Leadership website useful for a variety of creative thinking exercises.

Everyday Creativity Exercise [PDF]
Description: Exercise to help team members recognize where and how their creativity is being expressed in everyday life, so they can then apply that way of thinking and being to their work.

When There is a Correct Answer - Exercise in Creative Thinking
Description: Believing that there is a correct answer can dampen creativity. Video shows an experiment with third grade students.

Tales of Creativity and Play
Description: TED talk by designer and IDEO CEO, Tim Brown. He describes the relationship between creative thinking and play.

David Kelley: How to Build Your Creative Confidence
Description: TED talk by David Kelley – President of IDEO. He argues that creativity is not for a chosen few; everyone has creative potential.

Assessment Tools

Strategic Thinking Questionnaire
Description: Measures a person’s ability to think strategically. Reveals an individual test takers use of three mental processing skills: reflection, reframing, and systems thinking.

Myers-Briggs Type Indicator® (MBTI®)
Description: Questionnaire to measure psychological “types” – i.e., how one perceives the world and makes decisions.

MBTI® Complete
Description: Online tool that does not require a certified individual.

Clifton StrengthsFinder
Description: Assessment test to uncover one’s personal strengths.

The Cognitive-Style Inventory [PDF]
Description: Assessment to identify cognitive styles and help to anticipate benefits and drawbacks for each.

MAKING SENSE OF COMPLEX PROBLEMS