Walk Round Process – Breakout Feedback

Breakouts (aka syndicate groups) are an excellent way of developing quality outcomes efficiently with the meeting. And for building ownership for these.

Essentially, syndicates involve taking a number of tasks and allocating subgroups within the meeting to tackle them. Each subgroup, or breakout group, then does this at the same time in different areas – either of the physical space or of the virtual space (e.g. whiteboard).

Using this approach is popular because it makes the development of the outcomes more efficient. It also increases participation. However, it is often the case that breakout feedback of these outcomes can be both time consuming and a bit frustrating. Particularly where people are developing collective ownership of the outcomes by suggesting refinement and improvements in plenary.

An efficient and fun alternative is to organise Walkround Groups.

The idea is that each breakout arranges their output as a visual display. They then ensure that each member of the breakout is able to explain it to others. Then the breakout groups redivide into walkround groups with at least one member of each breakout in each walkround group.

For instance, imagine the syndicates were: 1 – Angela, Bill and Chris; 2 – Artie, Beryl and Campbell; and 3 – Amos, Brenda and Candice. Then you could fortuitously arrange the following three walkround groups: A – Angel, Artie and Amos; B – Bill, Beryl and Brenda; C – Chris, Campbell and Candice.

The GIF on the right shows the regrouping process visually.

In physical meetings, walkround groups work best within a single large room with a lot of wall space on which each breakout can layout their display. This is more efficient than having the groups wander from room to room, and they can see the timer more easily.

Give the walkround groups a set time at each display in order to briefly explain the outcomes, answer any questions, and capture feedback on post-its to attach to the display (These free timers provide a helpful resource).
The co-ordination of ‘moving-on’ with the other walkround groups helps focus discussions so they do not drag on. However it is still important to set time limits for each cycle, and that each group manages their time within that.

What online meetings lack in wallspace, they can easily make up for with whiteboards. Different areas of the vast whiteboard space in Conceptboard and Mural can be used by the different groups. However, in this particular instance I have great affection for Google Jamboard, in which each group has a separate page for their work. And it is easy for the walkround groups to step through them. Furthermore, it is very simple and intuitive, totally free, and the timers work well in each page.

The breakout group reallocation (described above) can be done easily within Zoom and Teams. Then it is simply a matter of making sure that the groups know when to move on to the next Jamboard page, or the next whiteboard area.

As with the in-person meetings, the walkround groups provide feedback on sticky-notes. These can be easily effected within most whiteboard software.

The process allows for much more input and dialogue in a shorter time than do plenary presentations and review. Furthermore, people are more involved and ownership is increased through both greater input, and by having each person presenting their own teams output.

After the walkround cycles are completed, syndicates reform back at their original display and review the post-it feedback to refine their proposals.

The image on the right is an example of what a slide of instructions might look like for a walkround activity.

Author: Mike Clargo | Culturistics

Relevant Links: Inspiring online meetings | Facilitative resources | How to use breakouts

Helpful Resources: Virtual Flipcharts | Timers | Participation Hacks