When 2 companies meet to discuss their shared challenges

Discussing with its counterparts the problems experienced on a daily basis in order to shed new light on them, such was the objective of a summit organized between Touriscope and O Strategies. Both consulting companies, they operate in parallel in different industries with different expertise. They are not in direct competition. However, they have a lot in common.

The three-hour workshop was thus organized in order to benefit from the collective intelligence of the group and learn from each other. Of course, the association between the two companies is not new. Camille Derelle Aubut and Myriane Ouellette met during a previous professional experience and founded their respective firms at the same time. They often talk about their reality, which helps them a lot. Their businesses are both based on shared values such as sharing, listening, and shared leadership. It was therefore quite natural that they came up with the idea of bringing their teams together so that everyone could benefit.

The Touriscope team wants to highlight this initiative, in order to inspire other organizations to use it in order to stimulate creativity and innovation.

The open forum

The workshop format selected for the occasion is called an “open forum”. It is a very flexible meeting methodology that makes it possible to deal with a complex theme in a short time. Participants can discuss topics that are important to them and take responsibility for problem solving. Even if it is structured, you never really know what will happen there. It is possible to do it in person or virtually. Here is the course of the workshop:

1. The icebreaker

A first icebreaker activity is necessary as in any type of structured encounter, in order to be fully in the present moment. This is especially important when not all participants know each other. Of course, there are lots of ways to break the ice. For example, participants can be given a few minutes to discuss as a team of two and then introduce each other to the rest of the group.

2. Setting the tone for the workshop

Although in an open forum, participants are left to decide what topics will be explored in depth, it is important to give them a framework. This can be done through a theme or a question for the exercise. In this case, the theme was to facilitate the exchange of best practices between the two companies.

It is also time to specify the operating rules for the workshop. The open forum is based on the following principles:

○ When a participant feels that they no longer contribute anything to the discussion or that they are no longer learning, they are free to move on to another work session.

○ The people present are the right people. All the interventions are relevant and enrich the debate.

○ It starts when it starts. That is, there is a great deal of flexibility in time management and debates start when the participants are ready.

○ When it's over, it's over. A discussion can end before the time runs out. Participants are free to join another work session.

○ What is happening is what was meant to happen. The organizers don't get involved in the discussions and let the participants shape the activity.

3. Participants suggest topics for discussion

In an open forum, there is no established agenda. It is the participants who propose the topics they want to discuss and invite other participants to join them physically or virtually in a meeting space. This ensures that all questions that are important to participants are raised. In a three-hour workshop format, you can offer two or three discussion periods with an allotted time of 30 or 45 minutes, for example. It is therefore necessary to divide the topics of discussion by location and time.

Although each organization has its own context, it is easy to imagine a multitude of common areas for reflection. During the workshop as an example, questions were raised in particular:

○ Recruiting candidates in line with organizational culture

○ Understanding customer needs

○ Daily time management

○ Effective project management techniques and tools

○ Internal and external communication

○ Learning in a work context, how can it be promoted?

○ etc.

4. Workshop sessions

Participants are invited to exchange freely. Those who have proposed a topic become “responsible” for it, among other things, by taking notes that will serve as a report. Like all participants, they still have the right to leave this discussion and move on to another one, if they feel that their questions have been answered and prefer to contribute to another discussion.

The discussion ends when all participants have exhausted the topic. These go to the other meeting spaces where discussions are still ongoing. At the agreed time, we move on to the next discussion period or to the return to the group.

5. The return to the group or the closing plenary

It is important to come back as a group with all participants, since not all participants participated in all exchanges. Everyone is invited, if they wish, to share their impressions and learnings, the concrete actions envisaged, etc. It is up to the facilitator to close the workshop and invite the participants to continue the collaboration beyond the activity.

6. Sharing the results after the workshop

Taking notes during the workshops allows the results to be shared with the participants afterwards. This must be done quickly in order to maintain the momentum of the activity and stimulate the involvement of individuals in the implementation of the solutions identified.

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At Touriscope, we believe that the best ideas come from a change of perspective. We also believe that it is important to give ourselves the time to take a step back and to reflect collectively on the problems encountered in order to bring out solutions that we would not have thought of otherwise.

Greater collaboration between tourism players in a region can only push everyone up! And you, what topics would you like to discuss with your peers?

For more information on this workshop facilitation method, check out this resource.