How to run a remote design sprint
This guide outlines all of the steps involved in setting up and running a remote design sprint, detailing what is involved or required for each step.
In our previous article, we discussed remote design sprints and outlined why a four-day timeline is beneficial. This guide adheres to that four-day timeline.
Stage 1: Setting up your remote design sprint
The following tasks should be completed at least a couple of weeks before the remote design sprint is intended to take place.
How to set up your remote design sprint
You will need five experts from relevant areas of the business, such as:
- Product/tech expert
- Design expert
- Communications expert (marketing manager)
- Customer expert (community/sales manager)
- Finance expert (finance manager)
In addition, you need to appoint the following roles:
- Decider — they must have decision-making authority; they’re usually a manager, team leader or director.
- Facilitator — they should be a good motivator, well organised and able to keep the group on schedule and focused on the purpose of the sprint.
Equipment checklist
Each participant needs:
- Laptop or computer with a webcam
- Headset with microphone or laptop with a microphone
- A quiet environment
- Good internet connection
- Some table or wall space for sketching and post-its
The group needs:
- Video conferencing software, e.g. Google Hangouts or Zoom
- Google Drive or similar to store and share documents
- Mural or Miro for visual collaboration, e.g. virtual post-it notes
- Slack or equivalent for link sharing and conversations
Step 1: Define the purpose
The most important first task is to define the purpose and objectives of the design sprint. Create ‘SMART’ purpose and objectives to help ensure that they are relevant and actionable: specific, measurable, achievable, realistic and time-bound.
They become a method of measuring the progress, which you can return to throughout the process to ensure that the work you are doing aligns with your desired outcome.
We recommend organising a call with all stakeholders to agree the purpose and objectives. Doing this before the actual sprint means that the four days can be focused on the target outcome and possible solutions.
Step 2: Select participants
Select and invite the people that you will need to effectively carry out the innovation and decision-making involved in the remote design sprint. The stakeholders outlined above have different areas of responsibility and combined, they hold the majority of decision-making power for that product or service. Find and confirm their availability for the design sprint by cross-checking everyone’s calendars. The most likely cause of delay to the design sprint is participant availability.
Using calendar tools like Doodle, you can invite intended participants to select the days that they can do. The design sprint process is usually carried out on consecutive days but, if this is not possible, you could hold it over a break. For example, Wednesday to Friday, then Monday.
Step 3: Appoint lead roles
Two lead roles are needed: facilitator and decider. Ideally, they should be separate to the expert participants but if this is not possible they can assume two roles.
The facilitator will have more responsibility for the management of the design sprint in comparison to the other participants. This role should be assigned to individuals in senior roles who will have the time, oversight and understanding to dedicate to the process. The facilitator will encourage progress and maintain the team’s focus.
The decider is responsible for ensuring the group comes to an agreement and where necessary has the authority to make final decisions. Therefore, the decider should hold the role of suitable seniority and authority in the business.
Step 4: Select your virtual tools
Select the software and tools that you will be using as a team to remotely collaborate and communicate. You will need tools for the following activities:
- Video conferencing, e.g. Zoom or Google Hangouts
- Real-time visual collaboration, e.g. Miro or Mural
- Instant messaging, e.g. Slack or WhatsApp
Step 5: Create a sprint plan
The sprint plan sets out the purpose of each day. This will inform what needs to be arranged ahead of the sprint. For example, if you intend to conduct user testing with real users you will need to ensure this is arranged before the design sprint starts. We’ve included a typical sprint plan below for reference.
- Day 1: Define the problem, brainstorm and sketch solutions
- Day 2: Select one solution (or ‘concept’) and refine it in detail
- Day 3: Build the prototype
- Day 4: User testing
Step 6: Define your sprint activities
Further develop your plan by organising the activities, timelines and deadlines for each day outlining objectives and tools used at each stage. Split the activities into those that will be done as a group and those that should be done in smaller groups or individually. Share the schedule with the participants beforehand. We have outlined an example below.
E.g. Tuesday — Day 1
- 9am- 9.30am: Introduction to the design sprint [Zoom]
- 9.30am-11am: Expert interviews, sharing knowledge of the product [Zoom]
- 11am- 11:15am: Short coffee/comfort break
- 11:15am- 12:15pm: Group brainstorm: define the long term goal and sprint questions [Zoom]
- 12:15pm- 1pm: Lunch
- 1pm- 2pm: Map a basic customer journey [Miro]
- 2pm- 3.30pm: Brainstorm solutions individually or in pairs, sketching solutions [Miro]
- 3.30pm- 4.30pm: Present ‘lightning demos’ of solutions and agree on one [Zoom]
Tips for your remote design sprint:
- Prepare the schedule at least a couple of weeks in advance. This should make it easier to find time in participant’s schedules. It will also help when recruiting users for the testing session.
- Select suitable virtual tools for your team and clearly outline in the schedule when these will be expected to be used, e.g. Zoom, Miro and WhatsApp.
- Work in pairs instead of individually, where possible. This will mean that the time allocated for reviewing individual work or and clearly outline in the schedule when these will be expected to be used. (as the number of solutions will be halved) allowing more time for detailed discussion.
- Stick to the plan of action and be strict about adhering to deadlines.
- Break up long meetings into sections to keep everyone focused on the task at hand. It will be easy for individuals to drift in and out of focus unless clear objectives and intentions are laid out for each stage, highlighting where people need to contribute.
Stage 2: Running your design sprint
This section outlines key activities for each of the four days of your remote design sprint. This is a guide that you should adapt based on the purpose of the sprint.
For detailed instructions, tasks and checklists for each day of the sprint process, visit our full article here: https://www.makeitclear.co.uk/how-to-run-a-remote-design-sprint/
Before the sprint
We recommend organising a call with all intended participants or interested parties to agree on the target outcome, or the ‘problem’ to be solved, in the remote design sprint. Doing this before the actual sprint means that the four days can be focused on that target outcome and the solutions.
Day 1 — Focus on the problem and solutions
This day should be used to identify the challenges and opportunities related to the problem being addressed and the target outcome.
Day 2 — Select one solution and refine it in detail
The second day is focused on reviewing concepts and voting on a solution. The chosen solution will be prototyped as a team on Day 3.
Day 3 — Build the prototype
This stage is best managed by dividing the task according to the existing skills of the individual team members.
Day 4 — User testing
This day is focused on open-ended user interviews where real or intended users will try out the prototype and give feedback.
Optimise your remote design sprint
We’ve outlined our top tips:
- Organise everything well in advance and cater for every possibility, ensuring you have a plan B.
- Host a quick chat at the start of each day to warm everyone up and set the objectives.
- Check mics, software and internet connections at the beginning of each day.
- Keep the energy, focus and momentum up.
- Host a quick call at the end of each day to summarise the actions and resolutions of the day and outline the activities for the coming day.
- Consider hosting an end-of-sprint social, e.g. quiz, to celebrate the completion.
What can we do to help?
Make it Clear helps global organisations achieve clarity with data-driven design.
Our research-led approach to creative solutions, from marketing campaigns and event support to user experience design and brand strategy, helps our clients address fundamental communication challenges, whilst improving engagement, driving revenue and reducing costs.
Visit our full article here for all the information on setting up and running your remote design sprint: https://www.makeitclear.co.uk/how-to-run-a-remote-design-sprint/
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