I. How to Prepare a Brainstorming Session
- Define the problem. The problem must be clear and not too large. It should also be able to be captured in a question.
- Select the team. For a successful session you should choose no more than 10 team members. Pick employees from different departments of the company. Make sure to pick a few team members who have proven themselves to dedicated team members. Make sure you have someone who will be able to keep efficient notes.
- Select the appropriate meeting location. Choose a location that is free from distractions. You should have a room that has plenty of seating as well as a large enough table for everyone to sit around.
- Make sure you have all the needed materials. Some suggestions are: flip charts, colored pens, a projector, plenty of projector sheets, and notepads.
- Send the invitations. Compose a memo to all invited team members. Explain the purpose of the team. In the memo give the session name, problem, date, time, and location.
II. Conducting the Brainstorming Session
- Explain the guidelines or rules. Rules should include: everyone participates, no negative attitudes, keep an open mind, stick to the time limits, and do not waste time.
- Announce the objective. Explain the problem in detail. Let the team know what it is costing the company the longer this problem continues. Explain any benefits that will arise from correcting the problem.
- Determine a quota. For example: Take thirty minutes to submit 25 ideas. Use a timer so that you stay within the allotted time.
- Evaluate the ideas. Weigh the pros and cons of each idea. Determine the best idea for the situation.
III. Follow Up after Meeting
- Once the team has decided the best solution, you should begin the implementation process.
- Assign specific tasks to each team member. Make sure that the task is something the team member can do. They should have the resources available to complete the task.
- Once all tasks are complete the proposal should be prepared. It should begin with a well defined explanation of the problem. Make sure it introduces the team members involved in this process. Explain the solution in detail. Include the benefits and costs of implementing this solution.
- Set up a time for the presentation. Make sure that you invite a appropriate managers that this resolution with effect.
