Running a session

Facilitator controls

Setting the timer for discussion

Extending or ending discussion on a topic 

Adding Comments to a topic under discussion

Adding actions

Exporting Actions

Saving a session

Creating a Session Summary to distribute

Deleting a board

 

Facilitator controls

Once the board has been created and people have joined the session, there is a sequence of steps for the facilitator to undertake, much of which may be managed by using the panel on the right hand side.

  1. Before the session starts you may want to: 

  • Provide attendees with a quick link to the conference call for the session, e.g.  Zoom, Skype or Google Hangouts – Click on ‘Set Conference Link’ and paste in the URL to the conference call.   

  • Copy and share the Guest link, which enables attendees to join with two clicks, no need to register. Use ‘Board Guest Link’ to copy the link into your clipboard. 

  • If there are topics still on the board from an earlier session and you wish to re-use the board, click ‘Clear Board’ to delete them and start again. 

  1. Ask everyone to enter their topics. 

  • Put a message in the panel at the top of the screen to inform them if they are likely to arrive early or late. 

  • Topics can be added by attendees and guests and may only be deleted by the topic author. 

  1. Once the topics have been entered ask everyone to vote. 

  • All attendees have 3 votes. Votes cast in error can be removed and recast. 

  • Use ‘Reset Votes’ if you need to restart the voting process e.g. because someone entered a topic late. 

  1. Give them a short time to vote, then click ‘Sort and Move’ – which will move the topics that have one or more votes into the ‘To Discuss’ column.   

  • The list is ordered with the most popular topics at the top. 

  1. Take the top topic and move it into ‘Discussing’. 

  • Set the timer for between 1 and 5 minutes.  

  1. Anyone can add written comments whilst the verbal discussion is underway e.g.  to paste in some additional notes or a link to an article or image. 

  1. At the end of the session you can export Actions in a .csv format – using the ‘Export’ button. 

  1. Alternatively, a permanent .pdf record of the session can be created with ‘Session Summary’

 

Setting the timer for discussion

You can also choose which sound you would like to play as an alert when the timer runs out. For now, it’s just the old rooster or gentler music box, but we will add some others soon.  

 

Extending or ending discussion on a topic 

When the timer runs out and the alert sound is played, everyone will see this pop-up with the option to extend the discussion (thumbs-up) or move onto the next topic in the ‘To Discuss’ column (thumbs-down).  

 

 

After 5 seconds the facilitator sees the results of the vote and has the option to end or extend the discussion by 1 to 5 minutes.

 

 

Adding Comments to a topic under discussion 

Anyone can add comments to the topic that is under discussion. This can include aha moments, links to articles or images.  The comments are included in the session summary for later circulation and will be labelled with the author. 

 

 

Adding actions 

Only the facilitator can add or delete actions, using the ‘Add Action’ button.  

Actions are linked to a specific Topic and are included in the Session Summary .pdf 

 

 

Just enter a title and description of the action 

 

 

Exporting Actions

All actions added to your discussion topics may be exported as a .csv file. Data from this file can be used to distribute and track actions arrising from your sessions.

 

Saving a session 

Sessions are automatically saved as the topics are created and moved. You can return to a board at any time and pick up from where you left off.  

Some users prefer to go back to the same board for all their meetings. To run a new session on a pre-existing board, the facilitator may reset the votes.

If you want a permanent record of a session then please create a Session Summary, details below.  

 

Creating a Session Summary to distribute 

At the end of the session you probably want to create a permanent record (.pdf) that you can distribute to everyone. The summary includes the topics which were discussed, who attended the session and the comments and actions added during discussion.   

Click on the session summary button in the facilitator’s control panel and enter a brief description of the session and click ‘create summary’. 

 

 

This will create a .pdf which is automatically downloaded onto your desktop.  

 

Deleting a board 

You can delete a board from the boards page.  

 

Click on the ‘gear’ at the bottom of the board icon you wish to delete

 

Click delete on the board edit page.