Have you ever developed a project management tool that's supposed to make your life easier, but ends up causing more frustration or inefficiency? You're not alone. In Connecticut Children’s Office for Community Child Health (the Office), we attempt to “work smarter, not harder” by adopting a collaborative approach to project management.
I (Lauren) recently had the privilege of presenting at a Smartsheet User Group in Manhattan, NY. My presentation showcased an innovative Smartsheet solution that I developed in collaboration with key stakeholders across our organization. This solution was designed to streamline the financial management of a major federal grant awarded to Connecticut Children’s by the U.S. Department of Education.
During the Q&A session, I was asked how I managed to gain stakeholder buy-in for the tool's launch. The answer was straightforward: the end-users were involved in the tool's design from day one. This early and consistent involvement ensured that everyone was on board well before the tool was ready to launch.
Too often, experts design project management tools without involving the people who will actually use them. While these experts may have the technical skills to create a sophisticated product from start to finish, having a single person lead the development for an entire team or target audience can result in low adoption rates, wasted resources, and significant frustration. Instead, experts can avoid these negative outcomes by breaking down the silo and intentionally leveraging a collaborative approach to the design and development of tools.
Placing People at the Heart of Design Matters:
Imagine if instead of being handed a tool designed for you, you were meaningfully engaged in the creation process. Welcome to the essence of Human-centered Design (HCD), a philosophy and a method for placing people at the center of the design process. Instead of assuming what users need, HCD involves the target audience every step of the way to ensure that the final product meets authentic needs and is intuitive to use.
Co-design is a mechanism for employing HCD approaches and methodologies. Co-design is a strategy that can be applied to any setting where a tool, product, service, or system is being developed as a proposed solution to a problem. Mural, a virtual collaboration tool leveraged by the Office, defines co-design as “the process of involving multiple stakeholders in the design and development of products, services, or systems with the goal of creating solutions that are more relevant, effective, and satisfying to the people who will use them.” This collaborative approach not only results in a more efficient product, but it also fosters a sense of ownership and buy-in from the team.
Benefits of Co-Design:
Now, let's talk about the perks of working together using co-design:
1. Increased Adoption: When people are involved in the design of a product, service, or system, they're more likely to use it. It's simple psychology – we're more invested in the things we help create. This means that teams can expect smoother transitions and faster adoption rates.
2. Tailored Solutions: No two teams are exactly alike. By involving all relevant stakeholders in the design process, you can tailor the solution to fit your audience’s unique workflow needs. Say goodbye to one-size-fits-all solutions!
3. Better User Experience: Have you ever struggled to remedy a clunky interface? Co-design ensures that the solution you are building is user-friendly from the get-go. With input from everyone who will use it early in the design process, you can iron out kinks and create a seamless experience.
4. Problem-Solving Power: Two heads are better than one, right? Imagine harnessing the collective brainpower of your entire team to proactively identify potential challenges and risks. Co-design encourages creative problem-solving and innovation.
5. Built-In Support System: When all relevant stakeholders are involved in the creation, you've engaged a built-in support system. No more scrambling for help or buy-in – your teammates are already familiar with the ins and outs of the solution.
How to Get Started:
Ready to ditch the solo design approach and embrace the spirit of collaboration? Here are some tips to get you started:
1. Define the Problem You’re Trying to Solve: In order to collaboratively design a solution, it’s critical to collectively understand the problem. Develop a shared vision and articulate the problem with set in-scope and out-of-scope parameters to keep your team focused on the matter at hand.
2. Brainstorm & Gather Input: Schedule a brainstorming session where everyone can freely contribute to the conversation. What is the opportunity? What might be the pain points? What features would make their lives easier? Listen carefully and don’t forget to take notes!
3. Prototype and Test: Once you have some ideas from the team, create a prototype of your solution and test the product with your team or other stakeholders. Pay attention to their feedback and iterate until you've got a tool that everyone values.
4. Training and Support: Even the best-designed solutions may require some training. Provide ample support and resources to help your team get comfortable with the new solution.
Navigating the Challenges of Co-Design:
New solutions are meant to streamline your workflow while nurturing a culture of efficiency and impact, not add extra headaches. Still, embracing co-design does come with its own unique challenges:
1. Alignment of Stakeholder Perspectives: Coordinating input from diverse stakeholders with varying opinions and conflicting priorities requires skilled facilitation and strong communication. Achieving consensus can be challenging, but fostering a sense of community and belonging can help. This can be done by sharing a meal, using fun icebreakers, or co-developing ground rules to ensure respect and embrace differing perspectives.
2. Time-Consuming, Iterative Process: Time is a valuable resource for your team and organization, we get it! While co-design efforts are time-consuming upfront given their iterative nature, they yield an efficient and effective solution in comparison to developing solutions in isolation. This feedback loop is essential for developing a high-quality solution.
3. Sustaining Engagement and Momentum: Maintaining clear communication, demonstrating the value of stakeholders' contributions, and celebrating milestones are crucial for sustaining momentum and commitment. Identifying actionable next steps after every design session can remind participants that they are working towards a tangible outcome.
4. Managing Expectations: Co-design doesn't always yield perfect solutions on the first attempt - in fact, it is rare! Managing expectations about the iterative nature of the process, potential setbacks, and the need for flexibility is important to avoid frustration and maintain team morale. Embracing a mindset of continuous improvement and learning from failures is essential.
5. Learning from Setbacks: Embracing setbacks as learning opportunities is integral to the co-design process. Encouraging a culture where failures are seen as opportunities for growth helps teams iterate and improve their solutions effectively, fostering innovation and resilience.
Despite these challenges, the benefits of co-design far outweigh the difficulties. By navigating these obstacles thoughtfully and proactively, teams can harness the collective creativity and expertise of their members to create solutions that truly empower their work and drive success.
Connecticut Children’s Childhood Prosperity Lab (the Lab) is a resource to help organizations leverage the power of Human-centered Design. To learn more, contact the team at childhoodprosperitylab [at] connecticutchildrens.org (childhoodprosperitylab[at]connecticutchildrens[dot]org).
Interested in reading more? Check out how the Lab applies Human-centered Design to community initiatives.