XLeap Process designer

The Process designer tool is the Host’s workbench for designing the process of collaborative meetings.

Initially, Hosts new to XLeap usually map their current collaborative meeting processes to XLeap. Once familiar with the technology, they switch to designing their processes directly in the Process designer.

Collaborative XLeap processes can, of course, be

  • copied and reused with a mouse click
  • adapted ‘on-the-fly’ when circumstances demand
XLeap Process designer with open 'Add' menu

Process designer > Host selecting process elements

XLeap Host designing process

Designing a collaborative process

Hosts build their collaborative process by picking the relevant workspace from the toolbar of the Process designer and configuring those workspaces to the task. In this, hosts differ significantly in their style.

Most add the relevant workspaces with a high-level instruction, then add the next workspace, and so on. Only when the overall process is clearly framed will they configure workspaces in more detail, if needed.

For example, when a group needs to fully understand a situation before attempting to solve the issues, a facilitator may wish to begin the creative problem solving session by brainstorming and theming what is going on; then having the group prioritize and understand the significance of the most important data before moving on to developing solutions.

For this, an XLeap Host could

  1. Add a Brainstorm workspace asking, "What is going on?"
  2. Add a Rating sheet specifying ‘Importance’ as the criterion to be rated on a numeric scale of 0 to 10
  3. Add a Discussion workspace with the instruction, "Why is this important?"

As this simple process would work perfectly with the default workspace settings, there would be no need for further configuration. Perhaps add a detailed instruction in the Brainstorm workspace; for example, "Please mention anything that could possibly have a bearing on the situation."

In the session, the group would brainstorm and theme elements of the situation in the Brainstorm workspace. The Host would then copy these items to the Rating sheet. Participants would rate the elements on importance, analyze the result directly in the Results table or chart, and decide which items to drill into in the Discussion workspace.

Process designer > Host configuring newly added Brainstorm workspace

Process designer > Host configuring newly added Brainstorm workspace

Process sections

Hosts can structure their processes into ‘sections’. The use of sections is largely a matter of preference:

Some Hosts do not use sections at all, as they split their processes into multiple short sessions. Others use sections to distinguish abstract collaborative phases:

  1. Section: Asynchronous pre-work
  2. Section: Real-time (live) collaborative meeting
  3. Section: Asynchronous follow-up

Many hosts use sections to distinguish high-level process steps:

  1. Section: Warm up/Ice breaker
  2. Section: Understanding the issue
  3. Section: Finding effective solutions
  4. Section: Feasibility and tradeoffs
Process designer > Collaborative meeting process structured by sections

Process designer > Collaborative meeting process structured by sections

Other core functionality

The Process designer provides what Hosts need to build and adapt their collaborative meeting process efficiently.

Timing. XLeap can assist Hosts in timing their process. If timing is enabled, the duration assigned to workspaces is used to derive the ‘start time’ of the next workspace, meaning the time at which collaboration in that workspace should commence. Durations are then added up and compared to the specified end of the session informing the Host of a ‘time reserve’ or ‘overrun’.   

Drag & Drop. All process elements can be moved by drag & drop.

Copy and paste. Sections, workspaces, breaks and placeholders can be copied within a session's process or between sessions. Copying process elements from one session to another is useful for:

  • Reviewing and processing outcomes of one session in a follow-up session.
  • Easy reuse of process sequences across sessions.

Soft deletion. Deletion moves unwanted process elements to trash (to be restored or purged).           

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