The Design Management Team Framing the Scope of Work and Learning the Roles for the LCC Team

Key Distinction on Roles: Design management teams (DMTs) are groups of process experts with the complementary skills that are needed to implement the Cogniscope process for managing a complex design project. This team of process experts is distinct from the gathering of designers/stakeholders themselves. Designers are content experts, and the DMTs are process experts responsible to create and sustain a productive environment for collaborative team design.

Roles of Members of the DMT The Sponsor role The Broker role Project Coordinator role The Dialogue Manager(s) role CogniScope™ Operator role Recorders role Report Writer/Editor role Video Camera Operator (optional)

The Sponsor Role Establish and assure continuity to the design project. Collaborate in jointly framing the “triggering question” guiding the deliberations of the group. Make an opening statement at the workshop to orient the participants about the context of the problem situation and the importance of the group work. Explain the meaning of the triggering question to the satisfaction of the participants.

The Broker Role Ensure that All the designers participate in the entire design session. Ensure that the variety of perspective in the definition of the problem situation is not violated. Maintain a frequent and transparent communication with the Executive of the sponsor. Maintain a frequent and transparent communication with the Project Coordinator.

The Project Coordinator Role Meet with the Broker to: a) Determine dates, location, and scheduling of the session. b) Identify the nature of the project deliverables, including dates promised, quantity, etc. c) Delineate contractual arrangements such as fees and payment schedule, and administrative expectations such as lunch, dinner, snacks, etc. d) Establish the number of participants and observers, including names and addresses. e) Designate the individuals to fill the roles of the Dialogue Manager, CogniScope™ Operator, Recorder, and the Report Editor. Note that an individual may serve a dual role such as Recorder and Report Editor. f) Coordinate meetings between the Broker and the Dialogue Manager to agree on “triggering questions” and expected outcomes from the group work.

Project Coordinator (cont) Provide Report Writer/Editor with report printing information, i.e., quantity, delivery date, and any special requirements for the reproduction of the report. Establish the client files for the project. These files are: a) proposal, b) budgets, and other pertinent financial materials, c) internal and external correspondence, d) background information, and e) the report. Make arrangements for catering food and drinks. Let the Broker know what plans have been made. Assist with the miscellaneous needs of the participants and observers, such as transportation, lodging, food, etc.

The Primary Dialogue Manager Role Establish the agenda for the session and discuss its implications with the CogniScope™ Operator, Recorder, and Coordinator. Prepare appropriate flip-charts, slide presentations, handouts, etc. Prepare a workshop plan for the Team, with a copy to the Broker, spelling out in detail the triggering question(s) and generic question(s), and expected products such as tables and figures for the workshop. Establish CogniScope™ team caucuses during the session to reassess and redirect the group work.

Secondary Dialogue Manager Establish an understanding of when, where, and who is involved with a session. Determine from the Primary Dialogue Manager when the transitions will be made from a plenary session to small groups and assist in facilitating the small group work. Understand how to pace the small group work (in accordance with the established agenda.) Prepare flip-charts, handouts, visuals, etc., as needed for the Secondary Dialogue Manager work. Provide necessary back-up support to the Primary Dialogue Manager during the conduct of the group work.

Cogniscope Operator Be knowledgeable and facile, before a session, in the operation of the computer equipment, computer programs, and associated equipment such as a LCD projector, room lighting, protected cabling, etc. Meet with the Dialogue Manager to clarify the needs for the computer, approximate schedule, triggering and generic statements, display needs, etc. Enter the statements into the computer during the generation by the stakeholders. Print the statements and display them on the wall of the facility. Operate the computer to produce the Root Cause Map. Prepare a Root Cause Map graphic for distribution and interpretation by the workshop participants. Display the graphic on the wall or the screen.

Recorder Record and edit the statements and explanations during the discussion for clarification. Check for spelling and organization. Print tables as directed by the Facilitator for distribution to participants after the clarification portion of the workshop is completed. During the mapping keep track of any editorial changes in statements or participants’ comments as directed by the Dialogue Manager. Any amendments made during a session will be added to the appropriate tables as produced by the CogniScope™ software.

Report Writer/Editor Be thoroughly familiar with the established format for client reports. Determine from the Project Coordinator the dates which draft and final reports have been promised to the client and schedule writing, assembling, proofreading and editing time accordingly. Write a narrative, which describes the conduct of the session, and incorporate the figures and tables provided by the Recorder. Assemble a draft version of the client report following established format and proofread the draft and give it to the Project Coordinator for review. Prepare final version of the client report, which incorporates any revisions or corrections by the Primary Facilitator.

Video Camera Operator Setup equipment and test video and audio quality. Always replace the batteries in both the table microphones and camera microphones before every workshop. Determine ultimate usage of tape in conjunction with the Broker and Project Coordinator. Label tapes and let Project Coordinator know where they are placed after a workshop.