Adam Griff and Kelly Miller (University of Miami) presented Participatory Planning and Piloting in Designing Innovative Spaces at SCUP's Annual Conference July 8–12, 2017 in Washington, DC.

1. Learning Commons at University of Miami Libraries
participatory planning & piloting
in designing innovative spaces

2. introductions
Kelly Miller
Associate Dean for
Learning & Research Services,
University of Miami Libraries
Adam Griff
Director,
brightspot strategy
@brightspotter
Right
photo?

3. We design engaging experiences that
use learning to connect people to a
purpose, a brand, information, and each
other.
We partner with leading corporations,
universities, and cultural institutions to
increase the engagement of their
employees, customers, students, and
audiences.
about brightspot
experience

4. opportunity

6. Transform outmoded space

7. UML GIS Lab
Innovation among peers

8. UML GIS Lab
Making the academic experience visible

9. Creating an integrated design

10. Academic Resource Center
Academic Technologies
Math Lab
UML Digital Media Lab
UML Learning & Research Services
UML GIS Lab
Center for the Humanities
UML Special Collections
UML Cuban Heritage Collection
UML Subject Speciality Libraries
IT Student Support Services
Writing Center
Developing high functioning teams

11. Transforming staff culture

12. 12University of Miami Libraries | brightspot SCUP 2017Engaging new leadership

13. Activity
(part 1)

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Transform outmoded space
Keep pace with innovation among peers
Make the academic experience visible
Create an integrated design
Develop high functioning teams
Transform staff culture
Engage leadership
Discussion
Think back to your projects with similar challenges. Which opportunity
do you think would be hardest to meet? What’s one thing you would do
to seize it?

15. objectives
01 Learn how to build consensus and commitment between
stakeholders & new partners
02 Methods to test and validate ideas, both spaces &
services, to improve the chance of success at launch
03 Measure and demonstrate the potential impact of
innovative services & spaces

16. Our approach

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participatory planning & piloting
Combining the two approaches is synergetic, solving design and
organizational issues simultaneously.
hands-on &
co-creative
builds
consensus
integrated organized
for action

18. Participatory process

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upfront investment
Participatory process is an investment that pays off during implementation

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• Build mutual understanding of
each other’s work and role
• Map existing relationships and
discover potential connections
• Create shared mental framework
• Design together
Moving from a committee to a team

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Build mutual understanding
Using madlibs can be effective tool to communicate what you do.
For who
we deliver with
that
,
.
(audience/visitor) (motivation)
(product/service) (unique characteristic)
(benefit)

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Map existing relationships
Show the depth of existing relationships and develop a holistic viewpointfrom and to as well as collaborate with, think of the groups with whom you interact with the most frequency.
GET REFERRALS FROM
GIVE REFERRALS TO
(name of your group)
We collaborate with
on
(group)
(service/program)
We collaborate with
on
(group)
(service/program)
COLLABORATE WITH
sends us students through
for
(group)
(service/program)
an in-person intro
an email intro
a scheduled appointment
other:
We send students to
for
(group)
(service/program)
by
giving them directions/info
intro to staff via email/phone
scheduling an appointment
walking them to staff
sends us students through
for
(group)
(service/program)
an in-person intro
an email intro
a scheduled appointment
other:
sends us students through
for
(group)
(service/program)
an in-person intro
an email intro
a scheduled appointment
other:
We send students to
for
(group)
(service/program)
by
giving them directions/info
intro to staff via email/phone
scheduling an appointment
walking them to staff
We send students to
for
(group)
(service/program)
by
giving them directions/info
intro to staff via email/phone
scheduling an appointment
walking them to staff

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build shared mental framework
Worked collaboratively and iteratively to categorize services to create a shared
framework for both staff and students.

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Iterative development of ideas
Ideas developed in previous workshops were returned to often and refined
even as new problems were introduced.

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design together
Co-create together by using games and tools that create a ‘level playing field.’

27. Piloting

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prototyping to pilot
read-through
service script
walk-through
low-fi mock-up
dress rehearsal
staff actors
pilot
real users
increasing fidelity

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Prototyping that is:
• tested over a longer
period of time
• with real users
• With more formal
assessment
What is a pilot?
Students learning together in the Pilot Math Lab

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Why pilot?
Test ideas
Identify and support internal champions
Train staff & build skills
Make the business case
Create momentum

31. Piloting Roadmap

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• New Services & Programs
• Service Coordination
• Space Configuration
• Partner Integration
• Tech Integration
• Marketing & Communication
Defining the pilots
Most critical aspects of design and operations were piloting and categorized
into six key areas

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Learning Commons Pilot: New Event
Planning the pilots
Developing pilots in a risk-averse environment takes patience
• Team formation - Who’s on the
team and why?
• Identifying Resources - Are
necessary resources available?
• Sponsor Support - Are
sponsors willing to delegate?
• Troubleshooting -What
happens when something goes
awry?

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Iteration to improve the design
Learning from pilots to improve the design of the spaces and services
Design of Consultation Zone Service Point – G. Alvarez StudiosLearning Commons Pilot Consultation Zone

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• Compelling statistics: Individual
academic service partners show
growth
• Invite decision-makers to visit:
Physical walk-throughs of space
during periods of peak use with
University President & Provost
• Engage faculty to transform
curricula: Faculty who work with
service partners make the case
for us.
Making the case
Leveraging pilots to demonstrate need and impact

36. Building momentum
• Successfully demonstrated need to decision-makers
• Funding released for Phase 1 (Consultation Zone + Flexible Learning Space)
• Renovation now underway
• Expectation that the completed Phase 1 (in October 2017) will be a
demonstration of what’s possible for further renovation (Phase 2, etc.)
• Key LC Steering Committee member is now the lead for the Educational
Innovation Roadmap Initiative (Presidential Strategic Plan)
• New relationship with Adobe to license Creative Cloud for all students
launches in AY 17-18; in-person support will be provided in the Learning
Commons’ Digital Media Lab (to become Creativity Space in Phase 2)
Generating campus wide interest & participation before officially opened.

37. Activity
(part 2)

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Discussion
Think back to your project f from the Part 1 Activity. What would you
pilot and why to seize one of these opportunities?
Transform outmoded space
Keep pace with innovation among peers
Make the academic experience visible
Create an integrated design
Develop high functioning teams
Transform staff culture
Engage leadership

39. lessons learned

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How we’ve grown together
Participatory planning & piloting fosters a flexible mindset that eases
adverse reactions to change
Peer-to-peer learningLearn by doing Creative problem solving
Improve moraleChange attitudes Bias to action

41. questions and answers

42. Thank you
Follow-up questions?
adam@brightspotstrategy.com
www.brightspotstrategy.com
@brightspotter