About the organisation
Trafikverket, the Swedish Transport Administration, is one of Sweden’s largest government agencies and is responsible for the overall long-term infrastructure planning for road, rail, shipping and aviation. The organisation places great importance on creating a sustainable and healthy working environment for its employees. TRV Workplace is a recurring meeting that brings together those regionally responsible for Trafikverket’s premises and premises supply. The latest meeting included two workshops focused on the design of the workplace of the future. To make the work easier and more efficient, they chose to try the Vocean platform.
TRV Arbetsplats is a recurring event that brings together regional managers responsible for Trafikverket’s premises and premises supply. The latest meeting included two workshops focused on the design of the workplaces of the future. To make the work easier and more efficient, they chose to try the Vocean platform.
To make the most of the workshop time and ensure a productive discussion, we tried collecting thoughts and ideas from the participants in advance through Vocean. It both saved time and created great value, and we were also able to develop and prioritise the most important areas to keep working on.
Bo JohanssonWorkplace Strategist, TrafikverketGoal/challenge
The challenge was having only half a day available to cover several important areas, so the time had to be used efficiently to create as much value as possible in the discussions while still being able to prioritise key focus areas.
Solution
Trafikverket chose to make the workshop time more efficient by preparing and collecting ideas and thoughts from the participants in advance via Vocean. This meant that the discussions could start straight away from the collected material, which resulted in more value-creating time for the subject itself. The platform offered process support for idea generation, co-creation and enriching ideas, as well as shared understanding through prioritisation of important contributions. This enabled efficient, time-saving discussions where new perspectives and solutions could be explored.
Implementation
During the two weeks before the workshops, 149 contributions were collected from 11 participants on questions including what will be important in the design of workplaces for Trafikverket’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.
Because the participants were offered the chance to submit their thoughts and ideas in advance, they had time to reflect and contribute when it suited their own calendar. The workshops opened with an inspiring summary of the contributions collected for each question, which got the discussions going. By easily adding and clarifying thoughts and ideas in the platform, the results of the collaboration could be visualised in real time.
Each group discussion ended with the participants using their mobile phones to “like” the contributions they saw as the most important to focus on going forward. The results were shown directly on the big screen through word clouds and ranked lists of the most prioritised areas, where the voting could be followed in real time. In total, the participants gave 255 “likes” during the workshops.
Trafikverket’s innovative approach is inspiring, as they dared to think outside the box and explore new ways of designing workshops. By trying the Vocean platform, they paved the way for an engaging and rewarding workshop experience for all participants, while using the time more efficiently and increasing the substantive value of the discussions to reach the workshops’ goals.
Benefits
When the workshops started, a total of 149 thoughts and ideas had already been collected for the eleven questions. This created a rich foundation to build on and increased engagement from the start. The participants could dive straight into co-creating and enriching the collected contributions during the group discussions. This enabled an interactive and dynamic process where new thoughts and ideas could be added and developed. By using the Vocean platform, the contributions could be prioritised through a total of 255 “likes” that the participants gave during the workshop. This provided a transparent and inclusive way of deciding which areas should be in focus going forward. The workshops were easily summarised in an AI-generated report that compiled the results and presented conclusions for each question and for the workshop as a whole.
In brief
Challenges
Hard to get significant value out of workshops with tight time frames Time-consuming process to summarise and compile the results
Benefits
Easy collection of the participants’ thoughts and ideas before the workshop, enabling a quick start and enrichment of the contributions on site Real-time follow-up of results and priorities, and a quick AI-generated summary at the end of the workshop
