Ah yes. A little delayed but here nonetheless…
My role at this years global service jam was not dissimilar to my role at the sustainability jam. I was asked to be involved by one of the primary organisers, Gin, who i had met from the sustainability jam.
I figured that participating in the organisation of a jam (again) would strengthen my understanding of workshopping, teamwork and facilitation. I didn’t expect to learn anything more insightful than i did from the sustainability jam (as both events are pretty much identical in nature) but i kept my mind open. I also knew that pulling together a service design toolkit might actually be trickier than the sustainability toolkit i had collated previously (will explain later).
Our initial meetings included the two initiators of the Melbourne jam as well as a few employees from Melbourne based service design company Huddle. Huddle offered to host the service jam in their office and meetings leading up to the event grew in numbers with more employees offering a helping hand. By the time of the event, we had 8 organisers on board; 6 Huddle employees, the two initiators and myself. This was a tremendous effort compared to the sustainability jam, which had only 5 organisers helping out.
The extra aid was beneficial for keeping multiple tasks running with momentum, such as media and promotion. Aside from organising the toolkit, structure and facilitating at the event, I was asked to invite a “professional” to speak at the opening night on design thinking and service design. There was no better person in my mind to invite than my secondary supervisor, and Swinburne’s go-to-guy for academics studying design thinking, Gavin Melles.
Other organisers were also asked to hunt around for speakers and “mentors” for the event. It was decided that all organisers would be ‘facilitators’, i.e., people offering general help over the weekend, and that we would also include mentors – people who are ‘specialists’ or ‘professionals’ in a specific area.
Prior to collating the toolkit, I needed to create the structure of the jam that would run over the weekend. This is because the toolkit is inherently the structure of the jam as well as a guide of methods that groups can work through over the 48 hours. I still cant stress enough how important this was for the jam in general, because after now having witnessed 2 jams I can say with confidence that the most organised and developed concepts were groups that stuck to the process structure and used the toolkit as a guide.
I do not enforce the kit on anyone. It is a choice for participants to make; if some feel confident with the service design process, they need not use it. But most of the participants at the jams are new to these sorts of process methods and want to learn, and as such need a guide to help them stay on track.
Collating the toolkit was not as easy as i first thought. This was because service design is so iterative that it was difficult to clearly define methods as belonging to a specific ‘phase’ of the process. Almost all of the methods could have been used in any stage of the process, and i pointed out to groups that it is OK to feed back through previous phases as their projects develop. This was one of the the primary differences between the service jam and the sustainability jam. The sustainability jam toolkit required more research from a broader range of methods as it was open to any sort of outcome. As a result, participants didnt have much time to ‘feedback’ through phases and it was easier to clearly define phases and collect methods that suit specific steps in the project (which also ensured participants didnt go back and forth through phases and waste time).
The other issue I encountered was a lack of service design resources. I realised that there really wasnt much out there that i could draw upon to put into the toolkit. As a result, I borrowed a few methods from marketing and business disciplines because there simply wasnt enough service design methods to collect. Fortunately, keeping the kit thin was key and I managed to fill out 5 phases with approximately 3 methods in each phase:
2. Understanding: (empathy)
– This is basically using a variety of mapping tools to map out the business structure, value grid, customer experience map, customer journey, touchpoints, etc…this is the final ‘draw up’ of all of these different aspects which prepare them for..
– The easy part as mapping phase pretty much does all of the presentation work. All participants have to do is explain and present the maps they created for their service
In terms of a logical progression through a service design project, this seemed like the most appropriate and rapid structure for the jam that would result in a sound outcome. I also tried to make sure that each step was as simple as possible and refrained from using too much technical jargon.
The service jam has a pre-defined outcome. This makes it easier for participants to focus on what they need to create (unlike the sustainability jam) but also makes it easier for participants to get lost in the details of each phase of the project.
Unfortunately for me, I became ill leading up to the event and was forced to miss the opening night. I could only devote a few hours over the weekend to observing and helping teams. Despite the short amount of time i spent at the jam, i did learn quite a few things from my time there…
What I observed
1. Groups worked more independently than in the sustainability jam. This could be due to the character of participants, but I think this could partially be attributed to the fact that everyone knew their goal was to create a service. This subsequently created a false confidence in some groups.
2. Some groups got lost in the details. Even though everyone knew what they needed to do, there was a LOT of talking, to-ing and fro-ing amongst some team members. I dont think many even realised they were getting lost until a mentor stepped in to point it out. This largely was initiated due to time.
3. Time was not dominant enough. I said this last time about the sustainability jam and ill say it again. Time was not present during the jam. There needed to be a sort of omnipresent pressure from time ticking away- whether this be done by projecting a large clock on a screen, or having a watch on each table. Something like this needed to be done. Having a clock/timer ticking down over participants psychologically pushes individuals to work to deadlines and make quicker decisions. I also realised that having facilitators occasionally chime, “2 hours to go”, does not trip the psyche to react in the same way as a countdown might.
4. The most thorough projects were ones that utilised the toolkit. It was great to witness groups using the kit, however some only picked up the kit once they were running out of time. The more successful projects appeared to have worked their way through the kit, ticking off each stage which resulted in work completed to be presented.
5. Some mentors felt their input was more disruptive than productive. This may be true for some groups, and perhaps the presence of facilitators and mentors was not as useful as for the sustainability jam (due to point no 1). But when groups needed help, it was a tremendous asset to have a mentor step in and offer professional advice on how to swiftly move on. I wouldnt argue against using mentors in jams, but knowing when to step back and step in is vital for this role.
One more thing…
Compared to the sustainability jam, most of the ‘insights’ i learned from the service jam were based around communication amongst organisers as opposed to observations made about the jam itself. Having a larger team working on the jam proved difficult at times, as internal conversations and decisions were often made without group consultation. It proved again how important it is to include all volunteers in the decision making process and how important it is to have one person managing the tasks of the group. Some tasks fell through due to this. It is easy for members in a large group to feel that someone else may take on a role/job. These are some of the drawbacks of having extra help on board- someone needs to constantly ‘check in’ to see if everyone is doing their bit. This would be an important piece of advice i would pass on to future organisers, wherever they may be.
And oh yeah! Here is the toolkit! Feel free to download and use at your leisure, or even let me know if you found it useful on a project 🙂
<div style=”width:477px” id=”__ss_12026976″> <strong style=”display:block;margin:12px 0 4px”><a href=”http://www.slideshare.net/stefanie85/melbourne-service-jam-toolkit” title=”Melbourne Service Jam Toolkit” target=”_blank”>Melbourne Service Jam Toolkit</a></strong> <div style=”padding:5px 0 12px”> View more <a href=”http://www.slideshare.net/” target=”_blank”>documents</a> from <a href=”http://www.slideshare.net/stefanie85″ target=”_blank”>stefanie85</a> </div> </div>