Trafikverket is one of Sweden's largest authorities and is responsible for the comprehensive long-term infrastructure planning of road traffic, rail traffic, maritime transport, and aviation. The organization places great importance on creating a sustainable and healthy work environment for its employees. TRV Workplace is a recurring event that brings together regional managers responsible for Trafikverket's premises and local supply. The latest meeting included two workshops that focused on the design of future workplaces. To facilitate and streamline the work, they chose to test the Vocean platform.
Trafikverket - Optimizing Workshops with AI-Powered Co-Creation
Sweden's Transport Administration streamlined their workshop time by using Vocean for pre-workshop preparation and AI-guided facilitation, creating more value in less time
About Trafikverket
The Challenge
The challenge was to have only half a day to cover several important areas, necessitating the need to streamline the time to create as much value as possible in the discussions and still prioritize key focus areas. Traditional workshops often struggle with time constraints and difficulty in extracting significant value from workshops with tight time frames, as well as time-consuming processes of summarizing and compiling the results.
The Solution
Trafikverket chose to streamline the workshop time by preparing and collecting ideas and thoughts from participants in advance using Vocean. This way, discussions could start directly based on the collected material, resulting in more value-creating time dedicated to the topic itself. The platform offered process support for idea generation, co-creation, idea enrichment, and consensus through prioritization of important contributions. This enabled efficient and time-saving discussions where new perspectives and solutions could be explored.
Implementation
Preparation and Collection
For two weeks before the workshops, 149 contributions were collected from 11 participants regarding questions that included what will be important when it comes to designing workplaces for the Swedish Transport Administration's employees in the future, what role the office will have, how remote work affects workplaces, and how to be an attractive employer for future generations and new employees.
Reflection and Kickoff
By offering participants the opportunity to submit their thoughts and ideas in advance, they had time to reflect and contribute when there was time according to their own calendar. The workshops began with an inspiring compilation of the collected contributions for each question, which sparked the discussions. By easily adding and clarifying thoughts and ideas in the platform, the results from the collaboration could be visualized in real-time.
Voting and Real-time Results
Each group discussion concluded with participants, via their mobile phones, "liking" the contributions they saw as the most important to focus on going forward. The results were presented directly on the large screen via word clouds and lists of the most prioritized areas in order, where the voting process could be followed in real-time. In total, participants gave 255 "likes" during the workshops.
Innovation and Results
The Swedish Transport Administration's innovative approach is inspiring as they dared to think outside the box and explore new methods for designing workshops. By testing the Vocean platform, they paved the way for an engaging and rewarding workshop experience for all participants, while streamlining the use of time and increasing the substantive value of discussions to achieve the workshops' goals.
Benefits
Trafikverket's innovative approach is inspiring as they dared to think outside the box and explore new methods for designing workshops. By testing the Vocean platform, they paved the way for an engaging and rewarding workshop experience for all participants, while streamlining the use of time and increasing the value of the discussions to achieve the workshops' goals.
When the workshops began, a total of 149 thoughts and ideas had already been collected for the eleven questions. This created a rich foundation to build upon and increased engagement from the start.
Participants could immediately engage in co-creation and enrichment of the collected contributions during group discussions. This enabled an interactive and dynamic process where new thoughts and ideas could be contributed and developed.
By using the Vocean platform, contributions could be prioritized through a total of 255 'likes' given by the participants throughout the workshop. This provided a transparent and inclusive method for determining which areas should be focused on going forward.
The workshops were easily summarized through an AI-generated report that compiled the results and presented conclusions for each question and for the workshop as a whole.
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