shelidonSeptember 12, 2024Leave a Comment

Let’s continue our Step-By-Step analysis of an Enquiry by Design process and let’s see what Day 1 might be about: setting the context, framing the problem and launching the initial discussions.

The first day is critical for setting the tone, context, and foundation for the entire event, and it serves as an opportunity to introduce participants, establish the project’s background, and initiate discussions that will drive the design process over the next two days. This phase requires careful orchestration to ensure that all stakeholders are engaged, informed, and prepared to contribute meaningfully to the collaborative design work. By the end of Day 1, participants should have a shared understanding of the project’s objectives, challenges, and opportunities, laying the groundwork for productive collaboration.

Let’s see how it might be done.

1. Opening Session

The day usually begins with an opening session that serves as the formal kickoff to the activity. This session welcomes participants, sets expectations, and introduces the key themes and objectives of the event. The project lead or facilitator typically opens the session outlining the structure of the 3-day event.

In this session, it’s crucial to communicate the objectives of the activity even if the have been preliminary shared through kit boxes or dedicated communication. Participants need to understand the specific goals they are working toward, whether it’s developing design solutions for a particular site, addressing specific urban challenges, or creating a shared vision for future development.

Eg: the facilitator might state that the goal is to generate innovative design concepts for revitalizing a waterfront district, focusing on improving public spaces and enhancing connectivity.

The opening session also includes introductions to the core team, highlighting their roles in facilitating the event and providing support to participants. This gives participants a clear sense of whom to approach with specific questions or concerns, whether related to technical issues, logistics, or stakeholder management.

Lastly, setting expectations for collaboration, respect, and active participation cannot be understated. Participants should be encouraged to share their insights openly, listen to others, and approach the event with a spirit of co-creation. Establishing ground rules for dialogue, such as mutual respect and a focus on solutions, helps create a constructive and inclusive atmosphere from the outset.

To ensure all participants are engaged and contribute equally during an Enquiry-by-Design workshop, several strategies can be implemented:

1. Use a Neutral, Technical-Savy Facilitator. A facilitator can help manage discussions, ensuring that all voices are heard: if they are neutral, they will be more effective in quenching arising quarrels or encouraging quieter participants to share their thoughts, but they should have a background or technical knowledge of the subject matter at hand so that they’ll be able to translate complex ideas into more accessible language for all participants. The facilitator is also needed to keep the group focused on the agenda while allowing flexibility for important discussions and pacing the time.
2. Establish Clear Ground Rules. Setting ground rules at the beginning of the workshop can create a respectful environment where everyone feels encouraged to share their ideas. Examples might include:no criticism allowed of ideas during the brainstorming phase; mandatory participation for everyone (no silent observers); implement a trick to ensure that conversations happen one at the time.
3. Create Smaller Teams. Breaking participants into smaller, diverse groups can foster more intimate discussions, allowing everyone to contribute without the intimidation of a larger audience. Each group can then report back to the larger assembly, ensuring that all ideas are shared.
4. Document Ideas Visibly. Documenting all ideas in real-time, using tools like whiteboards or digital platforms on a larger screen, allows participants to see their contributions acknowledged. This visibility can motivate further engagement and idea sharing.
5. Provide Feedback Opportunities. Encouraging participants to provide feedback on the process can help identify any issues with engagement. This can be done through anonymous surveys or discussions at the end of the workshop, allowing for improvements in future sessions.
6. Recognize Contributions. Acknowledging individual contributions publicly can boost morale and encourage ongoing participation, but beware of shy people who don’t appreciate the spotlight. If done right, this can be as simple as thanking participants for their input during discussions or highlighting specific ideas that emerged from the group.
7. Foster a Collaborative Environment. Creating a culture of trust and respect among participants encourages collaboration. Team-building activities or icebreakers at the start can help participants feel more comfortable with each other, enhancing overall engagement.

1.1. Stakeholder Presentations

During the opening session, it’s important to give space for key stakeholders to present their perspectives. This part of the day provides a platform for various stakeholder groups to articulate their interests, concerns, and priorities related to the project. Stakeholder presentations allow participants to hear directly from those who are most affected by the outcomes of the design process, helping to ground the discussions in real-world contexts and issues. Of course, they need to be warned and supported in advance. Each of these presentations adds a layer of complexity and depth to the discussions, ensuring that the design process is informed by a wide range of perspectives.

Eg: local government representatives might present the regulatory framework and long-term development goals for the area, while community members could share insights into the day-to-day challenges they face in the neighborhood. Business owners might highlight economic opportunities and challenges, and environmental groups could present data on sustainability and ecological concerns. 

These presentations not only provide valuable information but also foster empathy and understanding among participants. When participants hear directly from community members or stakeholders with different viewpoints, it encourages them to consider multiple perspectives in their design work, leading to more holistic and inclusive solutions.

2. Grounding the Discussion: the Site Visit

If the activity is focused on a specific physical location, a site visit can be an invaluable component of Day 1. The site visit aims to give participants a first-hand experience of the area under consideration, allowing them to see the context, challenges, and opportunities for themselves. Walking through the site helps participants visualize the space, identify key issues, and gather insights that might not be evident from maps or presentations alone. Even if participants come from the area, a visit with the other stakeholders, especially if done after their presentation, might foster mutual understanding and spark initial discussions. Participants might also interact with locals during the site visit, gaining informal feedback that adds further richness to the discussions, and these observations can later inform the design discussions and ensure that proposals are grounded in the realities of the space.

Eg: during a site visit to a downtown redevelopment area, participants might observe underutilized public spaces, traffic congestion, or architectural styles that need to be preserved or enhanced. 

The site visit also serves as a shared experience that participants can reference throughout the event. It creates a common ground for discussions, as everyone has seen the same physical environment and can speak to specific features or challenges they observed.

2.1. An Alternative: the Virtual Visit

Logistical constraints, geographic distances, or health and safety considerations might make an in-person site visit impractical. In these situations, a virtual site visit can serve as a valuable alternative, providing participants with a rich understanding of the project context without needing physical presence. Conducting a virtual site visit requires careful planning and the use of digital tools to ensure that participants can explore and engage with the site effectively, and typically has a greater impact on the budget, but let’s see how it might be done.

2.1.1. Preparation

The organizing team needs to gather and present a range of multimedia resources that allow participants to explore the project area as if they were on-site. This might include video footage, 360-degree panoramic images, interactive maps, drone footage, augmented reality experiences and models for virtual reality immersive visits. The goal is to create a comprehensive experience that immerses participants in the site’s context, helping them visualize its spatial relationships, key features, and potential challenges.

To prepare for this virtual experience, the core team should collaborate with local partners, such as city officials or community organizations, who can provide detailed site information. Additionally, they may need to engage professional videographers or digital mapping experts to create high-quality content. The virtual visit should be designed to be as interactive and engaging as possible, allowing participants to explore the site from different perspectives and at their own pace.

Eg: the virtual site visit might begin with a guided video tour of the area, narrated by a local expert or urban planner who highlights key points of interest, followed by interactive elements for individual exploration, such as clickable maps that allow participants to zoom in on specific locations and access additional information, such as photographs, historical data, or community feedback.

It’s important to ensure that the virtual experience is accessible to all participants, regardless of their technical proficiency or access to technology.

To achieve this, the core team should prepare clear instructions and technical support to participants in advance of the event. This might include sending out tutorial videos or step-by-step guides on how to use the virtual tools, offering tech support during the event, and ensuring that the digital platform is user-friendly and intuitive. The goal is to create an experience that is seamless and engaging, allowing all participants to fully immerse themselves in the site visit without technical barriers.

Additionally, the virtual site visit should be designed to accommodate different learning styles and preferences. For example, some participants might prefer to explore the site visually through video and imagery, while others might appreciate more detailed data or written information about the area. Providing a variety of resources ensures that the virtual visit is as inclusive and engaging as possible.

2.1.2. Delivery

On the day of the virtual site visit, participants should be guided through the experience in a structured way. The session might begin with a live presentation, where a facilitator walks participants through the virtual tools they will be using and explains how the virtual tour will unfold. This introduction is important for setting expectations and ensuring that participants feel comfortable navigating the digital platform.

To make the virtual visit as engaging as possible, it’s important to include opportunities for interaction. This could involve Q&A sessions or breakout discussions where participants can share their observations and insights. The facilitator might encourage participants to note specific areas of interest or concern and discuss these in smaller groups, just as they would during an in-person site visit.

Eg: the facilitator might introduce the virtual site visit with an overview map of the project area, explaining how participants can explore different sections of the site through interactive tools. This could be followed by a virtual walkthrough, where participants are taken on a guided tour through the area using pre-recorded video or real-time video streaming. During this walkthrough, participants might have the opportunity to ask questions or request additional information about specific locations.

The digital tools used for the virtual visit should also allow participants to explore the site independently. This self-guided exploration adds a layer of flexibility, allowing participants to focus on the aspects of the site that are most relevant to their interests or expertise. Also, virtual tools allow for the simulations of experiences that might be outside the range of stakeholders, such as the simulation of disabilities, and this should be encouraged to gain a deeper understanding.

2.1.3. Capturing Insights

As with an in-person site visit, it’s important to capture participants’ insights and observations from the virtual experience. Facilitators should encourage participants to document their thoughts, either by taking notes or using collaborative digital tools like shared whiteboards or virtual sticky notes. These insights will be valuable in informing the design discussions that follow. Digital tools like Miro or Google Jamboard can be useful for this purpose, allowing participants to collaboratively build on each other’s ideas in real-time.

Eg: after exploring the virtual site, participants might be asked to share their initial reactions in a group discussion, highlighting key challenges or opportunities they identified during the virtual tour. Facilitators can then capture these insights and organize them into themes that will be explored further in the design sessions.

In addition to group discussions, participants might be encouraged to submit individual reflections or complete short surveys immediately after the virtual visit. This helps to ensure that all voices are heard and that the full range of observations is captured. These reflections can then be incorporated into the design process, helping to guide the discussions and ensure that the virtual site visit is fully integrated into the event’s outcomes.

3. Initial Design Session: the Collaborative Brainstorming

After the site visit and stakeholder presentations, participants are ready to begin the initial design session. This is where the collaborative work begins in earnest, as participants engage in brainstorming sessions to identify key challenges, opportunities, and potential design solutions. The goal of this session is not to create final designs but to open up the conversation, allowing ideas to flow freely and encouraging creative thinking.

Facilitators play a crucial role during this session, guiding discussions and ensuring that all participants have the opportunity to contribute. Various participatory tools can be used to help structure the brainstorming process, such as mapping exercises, where participants annotate maps with their observations and ideas, or scenario planning, where groups explore, for instance, different possible futures for the area. Sketching and visual tools can also be employed to help participants communicate their ideas more effectively.

This initial design session is highly exploratory, with a focus on generating as many ideas as possible. Participants should feel free to propose bold and innovative concepts, as well as more incremental changes. The goal is to create a rich pool of ideas that can be refined and developed further in the subsequent days.

During this session, facilitators should capture key ideas and themes that emerge, as these will form the basis for more detailed design work on Day 2. It’s important to document the discussions visually and in writing, so that no valuable insights are lost. This documentation will also help to create continuity as the event progresses, ensuring that the ideas generated on Day 1 are carried forward into the following sessions.

4. Wrap-Up and Reflections: Setting the Stage for Day 2

Participants should leave Day 1 feeling energized and ready to build on the foundation that has been established. Day 1 concludes with a wrap-up session, where the core team and facilitators summarize the key insights and ideas that emerged throughout the day. This session is an opportunity to reflect on the progress made, highlight any emerging themes, and prepare participants for the work ahead. It’s also a chance to address any concerns or questions that participants might have as they prepare to dive deeper into the design process on Day 2.

This session can also include brief reflections from participants themselves, allowing them to share their thoughts on the day’s activities and any key takeaways. These reflections can provide valuable feedback for the core team and help ensure that the event remains responsive to participants’ needs and expectations.

The wrap-up should reiterate the goals of the event and provide a roadmap for what participants can expect in the coming days. Facilitators might outline the focus for Day 2, which typically involves refining and developing the ideas generated during the initial design session.

But that’s a story for tomorrow.

The picture in the header comes from Laura Puttkamer’s article “Participatory Methods in Urban Planning: Mapping”