Brainstorming is one of the quickest ways to solve issues within a project. It offers the benefit of high adaptability because, when done properly, it will consider all input and increase team cohesiveness.

Please feel free to use this free brainstorming template.

Brainstorming Project Issue Solutions

Brainstorming is an enormously effective way to generate ideas and solve problems within projects, but it must be approached with the right frame of mind in order to work.

You shouldn’t burden down a brainstorming session with so many rules that an open exchange of ideas cannot occur, yet it shouldn’t look like a modern version of the Shootout at the O.K. Corral either. Disorganized chaos doesn’t often breed new ideas or solve problems.

Once it is determined that a brainstorming session needs to be held it should be treated like any other task. Someone should be assigned the duties of task leader and given the responsibility for managing the session and assuming accountability.

Here is the first step in getting the most out of a brainstorming session:

Provide a Clear Objective

Write down one sentence which defines the goal of the session. Use this sentence to keep the session on track. You want to dissuade others in the sessions from bringing up ideas or comments that are off topic.

Examples:

Determine solution for assigning products to multiple categories in the online catalog.

– Or –

Uncover potential problem areas when we are ready to migrate the legacy accounting system to the new platform.

Plan the Brainstorming Session

Determine where the meeting will be held. Choose a location that is quiet and private. If there is nowhere that is conducive to supporting the creativity and interaction that a brainstorming session requires then consider an off-site location.

Select a start and end time for the brainstorming session and stick to them!

Gather all tools, visual aids, whiteboards, product samples, audio/visual equipment and any other items that will be needed before the meeting begins.

Choose the Brainstorming Team

Oftentimes a brainstorming session is held to work out issues surrounding a specific task or deliverable of a larger project. In these cases it is not usually necessary to involve the entire project team. In other cases it will be necessary.

In any event you need to decide who should be present and make sure that they are invited. Give them a copy of the focus statement along with their invitation so they know the purpose of the session and can come prepared. If you need an attendee to bring something special be sure to notify them when you send the invitation.

Let all invitees see the entire invitation list and ask them to recommend anyone who you may have overlooked.

Try not to exceed 7 attendees. The more you have, beyond the must-have core, the less productive the session will be.

Running the Session

The session leader should first welcome everyone and then read the written focus statement out loud to remind everyone what the topic is. State the ending time of the session and announce your plans to stick to it.

Following is a play-by-play of a successful brainstorming session – by the numbers…

1. Assign one person to take meeting notes but encourage everyone to do the same.
2. Go over the brainstorming ground rules. You might need to add some of your own but here’s a good start:
   1. Everyone in this meeting is equal and has an equal right to be heard. When I need a humorous way to get the point across I like to say “Thou shalt not fillibust.” It gets a laugh but my teams know I mean it.
   1. There are no “dumb” comments. If it’s in your head, and it’s germane, then let it out of your mouth so everyone can consider it. Even a small consideration can spark a big idea.
   1. Negative or derogatory comments are not permitted. Look for ways to enhance someone else’s idea not kill it.
   1. The best solution might be yours so don’t be shy about speaking up.
3. It’s a good idea to pause about midway through the session to recap what’s been discussed and to see if anyone has worked through an idea or comment that was presented earlier.
4. If there are any ideas which seem to be generally accepted by the team, put them up for vote.
5. Discard the ideas which receive low or no votes and keep the ones that rise to the top.
6. Focus on the “winners” and use all but the last five or ten minutes to work through each one. Don’t discourage new ideas however. Many times a popular concept can trigger a creative burst in a member who wants to take the idea in a different direction.

Go with the flow but make sure everyone is respectful and not trying to take over the meeting to push a personal agenda or just because they like to be heard. A good brainstorming session has to serve more of a purpose than stroking an ego.

Discussing the Next Steps

Normally the Project Manager will run such sessions, but that’s not always the case. If you find yourself running the whole meeting, or simply wrapping up, here are three ways to make the meeting matter most…

1. Five or ten minutes before the end of the session stop and assess what has been accomplished.
   1. If the problem has been solved then assign the next steps to the responsible team members, if you have the authority
   1. If you don’t have that kind of pull, simply present the results to the PM for action.
2. If the problem has not been solved then pick a time and location for the next session.
   1. If the problem is so critical that the project cannot continue without it being solved, make sure the PM knows immediately – and provide as much detail as possible.
   1. If the problem is not overly critical, plan to allow a day or two to pass before the next session. This will give everyone some time to think over what went on and it may trigger new ideas or solutions.
3. Follow up the session with a written memo to all attendees and list the potential solutions that are still on the table or the actual solution if one was reached. Be sure to CC the PM.

Brainstorming sessions work – but only if you let them.

Once you have completed the session it’s time for your follow-up tasks to make sure all of that had work was not for nothing. Be sure to send out the memo or meeting minutes in a prompt manner.