HELLO!

Choose this exercise

Purpose: Collect and summarize background information across a participant cohort within fixed, short time constraints.

Use it when: Use at the start of a workshop or course when the facilitator and group need to learn baseline facts about attendee roles, needs, and previous experience.

Skip it when: Skip when the cohort is smaller than 10 people or when sensitive individual disclosures require confidential handling.

Group arrangement: 3 to 4 small teams of 3 to 6 participants

Timing: Source specifies 15 to 30 minutes; this standard schedule runs in 17 minutes.

Materials and tools

• 1 flipchart pad or large whiteboard per team
• 4 to 6 broad felt-tip markers per team
• Scratch paper and pens for individual interview notes
• 1 digital interval timer or chime for timekeeping

Before participants arrive

1. Select 3 or 4 target information categories for the workshop topic before the session.
2. Write one category at the top of each flipchart sheet.
3. Distribute scratch paper and markers to each team station around the perimeter of the room.

Say this to open

We need to map our group background fast. I have divided you into teams, and each team owns one topic written on the poster in your corner. You will have 3 minutes to plan how you will gather this answer from everyone in the room, then exactly 3 minutes to collect the data, 4 minutes to chart your findings, and 1 minute per team to report out. You do not need to share anything private; you may pass or give an approximate answer.

How to run it

1. Assign teams and plan collection strategy 4 minutes

   Form 3 to 4 teams. Assign each team to a station with an assigned topic. Teams take 3 minutes to devise a strategy to collect that specific information from every person in the room within 3 minutes (for example, splitting the room, station interviews, or a quick tally sheet).

2. Collect data across the room 3 minutes

   Start the timer. Participants move through the room collecting answers according to their team plan. Everyone gives answers to interviewers while collecting their own team's topic data. Stop immediately when the timer sounds.

3. Analyze data and chart findings 4 minutes

   Teams return to their home stations. They tally their notes, summarize key patterns, and write 3 to 5 clear summary points or charts on their flipchart paper.

4. Present results 4 minutes

   Call on each team in turn. Each team selects one speaker to share their chart findings in 60 seconds or less. Limit whole-room sharing strictly to 1 minute per team for up to 4 teams.

5. Debrief 2 minutes

   Facilitator highlights common themes from the posters and takes 2 brief reflections from the room about unexpected trends in the cohort.

Debrief questions

• Which pattern or skill level surprised you most across our cohort?
• How did your team choose to sample or interview people under the 3-minute limit?
• What priority or need appeared most frequently on the posters?

Finished output: Completed summary posters displaying cohort demographics, background skills, and needs.

Remote

Assign each team to a breakout room with an assigned column on a shared digital whiteboard. In step 1, teams plan in breakouts (3 min). In step 2, bring everyone to the main room: participants type their answers into designated digital chat threads or board sticky notes for each team's topic (3 min). In step 3, return to breakouts to organize the notes into charts (4 min). In step 4, each team shares their screen for a 1-minute briefing.

Hybrid

Pair in-person participants with remote attendees or create dedicated remote and in-person survey teams. Use a single shared digital whiteboard so remote and room-based interviewers log responses in the same shared document.

Access and participation choices

• Participants with mobility limits can remain at a home station while mobile team members conduct walking surveys or collect notes.
• Any participant may pass on any question or offer a neutral non-disclosure without explanation.

If the session gets stuck

The room becomes chaotic and people cannot hear interview questions.

Remind teams to use quick tally check-marks, simple index cards, or visual voting at their station rather than long conversational interviews.

Teams run out of time before reaching every person.

Direct teams to calculate percentages based on their sample size rather than waiting for complete 100 percent coverage.

Terms used here

• Show-and-tell: A brief presentation where a team displays a prepared visual and speaks to its key points.