Crafting the World's Best Virtual Big Room Planning (BRP)

In today's digital landscape, the challenge of transforming traditional, in-person Big Room Planning (BRP) sessions into engaging virtual experiences is paramount. We set out to achieve an ambitious goal: to design and execute "The World's Best Virtual BRP." This wasn't just about replicating a physical meeting online; it was about leveraging digital tools and innovative collaboration techniques to surpass traditional BRPs.

Learning from the Leaders

To ensure our virtual BRP was truly exceptional, we engaged with leading organisations including Atlassian, Lego, Salesforce, Canva, Miro, Zurich, Origin Energy and more. These discussions aimed to glean insights into best practices for virtual collaboration and engagement. We sought to understand how these diverse organisations approach virtual events, what tools they leverage, and how they maintain participant engagement. These discussions formed the bedrock of our design strategy, ensuring we incorporated a wide range of perspectives and approaches.

Global Best Practices

Through the discussions, there were things that consistently emerged as critical for success in today's interconnected world. These practices, when implemented effectively, provide a framework for all future Big Room Planning events. They are:

• Your BRP will be as successful as your pre-work.
• Importance of meaningful connections during BRP.
• When designing BRP events, leverage familiar technologies, optimised for productivity, foster collaboration and embrace flexibility. Create virtual planning events that feel like a natural extension of your team's daily workflows.

Collaborative Design

Central to our approach was the formation of a stakeholder "Guild." This group comprised individuals with diverse expertise and perspectives, ensuring a comprehensive and collaborative design process. Stakeholders were selected based on their experience in the business, the feedback they had specifically provided during previous events, and also to be a representative voice for the team they were from. The Guild operated through regular virtual meetings and collaborative workshops, utilising digital tools to facilitate brainstorming and decision-making. By involving diverse perspectives, we ensured that the virtual BRP was tailored to the needs of all participants.

Maximising Engagement

The virtual BRP was meticulously structured to maximise engagement and participation. We opted for a dynamic format that combined presentations, interactive elements, and connection opportunities. A key element of our design was the use of Miro as a central platform for collaboration. Miro provided a visual and interactive space where participants could contribute ideas, collaborate on tasks, and engage with content in real-time. We structured the three(3) day event to include short, focused sessions to maintain attention, and incorporated regular breaks to prevent virtual fatigue.

Techniques used to maintain engagement included online Miro-based board games, themed breakout rooms, and a live presentation and Q&A session with a former Paralympian. The event flow was designed to be intuitive and engaging, with clear instructions and ample opportunities for interaction.

Miro as a Collaboration Platform

Miro became the cornerstone of our virtual BRP experience, serving as a dynamic and interactive workspace for seamless collaboration. To effectively manage the flow of information and participant engagement, we adopted a tiered board system. The 'Master Board' functioned as the "Head Office" of the event, providing a comprehensive overview of the agenda, key resources, and important links. Crucially, it also served as a dynamic 're-homing' space, allowing us to efficiently reassign teams to different breakout sessions or activities throughout the event, ensuring flexibility and responsiveness. From this central hub, participants were directed to their respective team-based Miro boards. These dedicated workspaces were designed to facilitate focused planning and collaborative work tailored to specific objectives. Each team board incorporated tools for brainstorming, strategic planning, and action item tracking, enabling real-time contributions and shared ownership. This tiered structure ensured both a cohesive event experience and highly targeted team collaboration, maximising the efficiency and impact of the virtual BRP.

Seamless Facilitation

The execution of the virtual BRP was managed with a focus on seamless facilitation and participant engagement. A team of experienced facilitators guided participants throughout the event, ensuring smooth transitions between sessions, and addressed technical challenges promptly.

Feedback from Stakeholders and Participants

Following the virtual Big Room Planning (BRP) session, we gathered real-time feedback from stakeholders and participants to assess its effectiveness and identify areas for improvement. Initial responses were overwhelmingly positive, highlighting the innovative use of digital tools and the engaging format.

One participant, a project manager, commented, "I was initially skeptical about a virtual BRP, but the Miro boards were incredibly effective. It felt like we were all in the same room, collaborating in real-time. The interactive elements kept me engaged throughout the entire session."

Another attendee, a facilities manager, noted, "The break up of long sessions into smaller, targeted ones was particularly valuable. They allowed for focused discussions and provided opportunities to connect with colleagues from different departments. I appreciated the structured approach and the clear facilitation. It was the best virtual event I've attended."

A stakeholder from the executive team shared, "The level of collaboration and engagement exceeded my expectations. The Guild's input was invaluable in shaping the event, and the execution was seamless. The use of Miro transformed what could have been a tedious process into a dynamic and productive session. I especially liked the visual nature of the planning, and that we could all see the same information and contribute to it at the same time."

Additionally, survey results indicated a high level of satisfaction with the event's organisation, content, and technology. Participants particularly appreciated the interactive nature of the Miro boards and the clear facilitation. We are currently compiling more detailed feedback and will update this section with comprehensive insights and testimonials after the full data has been analysed.

The Future of Virtual BRPs

The process of designing and executing this virtual BRP session provided valuable insights into the potential of digital tools and innovative collaboration techniques. By engaging with industry leaders, forming a stakeholder Guild, and leveraging Miro as a central platform, we were able to create an exceptional virtual experience. The positive impact on stakeholder engagement highlights the potential for future virtual events to incorporate similar strategies. As we continue to navigate the digital landscape, these lessons will be invaluable in creating engaging and effective virtual experiences.