Print Email Facebook Twitter Improving communication between research team and stakeholders - Information mapping for kick-off workshops Title Improving communication between research team and stakeholders - Information mapping for kick-off workshops Author Zhang, W. Contributor Boess, S.U. (mentor) Gonçalves, M.G. (mentor) Houssian, A.R. (mentor) Faculty Industrial Design Engineering Department Industrial Design Programme Master of Science Design for Interaction Date 2012-11-07 Abstract Researchers often obtain rich insights from their studies and generate ideas based on the research results. To keep the project going, it is essential for them to convey the results and ideas to stakeholders insides the organization, but outside their team, for example, the sales people. However, their stakeholders are often sceptical or doubtful based on their professionals or disciplinary experience. It causes difficulties and misunderstandings in communication between the two sides. This graduation project aims to develop a deep understanding of the way that researchers communicate with their stakeholders, which the author approaches via qualitative research. Based on the research results, concepts and prototypes are developed to improve the information sharing between researchers and their stakeholders. This graduation project is supported by The Human Interaction & Experience group at Philips Research in Eindhoven, which provides the opportunities for observations and interviews. The literature study consists of two topics that are essential in this assignment: information sharing and organization stakeholders. Information sharing between different departments brings difficulties to problem solving process, which is identified as knowledge boundary. The knowledge boundary is classified into three levels: syntactic, semantic and pragmatic. Based on the knowledge boundary theory, objects can be designed to assist information sharing between different functions. As to the organization stakeholders, the literature describes three attributes (power, legitimacy and urgency) of stakeholders and RASIC model to identify stakeholders' responsibilities. Furthermore, when this project comes into the design phase, existing examples of workshop design are studied from literature. To obtain an understanding of communication between research team and their stakeholders, the author executed a case study, supported by a research team in Philips. In the case study, the author conducted a client meeting observation and two rounds interviews. Objects from the client meeting to assist information sharing are photographed and used in the second round interviews to facilitate retrospection for participants. The transcriptions from the interviews were analysed and eight infographics were generated to illustrate the case study results. At the same time, insights were extracted and grouped into "demands" and "wishes", which helped to formulate eight design directions. The author mapped the eight directions according to two axes: relevance to case study insights and access to resources. The direction which was both relevant to the case study results and easy to resource access was selected to be developed further. The design direction is to design a tool to support information transfer by improving the researchers' awareness of stakeholder relationships and the differences between them. The differences exist among expectations, preferences on communication and knowledge backgrounds. At the same time, several design criteria were formulated. Based on the design direction, the author conducted self brainstorming and executed a creative session with a group of students to generate ideas. The ideas were evaluated by three researchers in Philips and generated into four concepts. Then, the concepts were discussed with superiors in Philips and TU Delft and integrated an initial concept. It is described as follows: To improve researchers' awareness of stakeholder relationships, expectation differences, preferences on communication and knowledge backgrounds, a kick-off workshop with three main tasks (structuring, brainstorming and sharing) is developed. Correspondently, three tools (movie, inspiration cards and guidance) are designed to support the workshop. In addition to the initial concept, design criteria at the feasibility aspects were generated. To make the final design more practical, the author involved insights from researchers and clients into the concept, through user-centred iterations. The author developed draft prototypes and evaluated them with about twenty researchers and fived clients through three rounds interviews. After each round, the draft prototypes were upgraded based on the comments from participants. The final design consists of three parts: a stop motion introduction movie to structure the four aspects (stakeholder relationships, preferences on communication, expectation differences, and knowledge backgrounds) in researchers and clients' minds, a set of magnet inspiration cards to assist the their brainstorming and workshop guidance (booklets and video clips) to facilitate the kick-off workshop. The final design was evaluated with a research team in a workshop. The team members watched the introduction movie, selected two topics out of the four and mapped the information out together. The feedback from the evaluation was concluded as suggestions for future development. The design outcomes can be evaluated with several teams in the future, and if the design is proved to be beneficial to team communication, they can be promoted within Philips in the future. Subject kick-off workshopcommunicationproject management To reference this document use: http://resolver.tudelft.nl/uuid:a9a6d6ba-62a4-4198-8533-446cf8bd03c0 Access restriction Campus only Part of collection Student theses Document type master thesis Rights (c) 2012 Zhang, W.