Procedure

This task consists of three parts.

In the first part, participants are divided into four event planning groups. Each group is assigned a fictional event and is then asked to select digital tools that could be useful in planning this event. Each project consists of six steps. However, the participants’ task is not to carry out these steps, but to search for tools that can facilitate the individual steps. The additional challenge is intended for those groups that are already somewhat familiar with the tool landscape or want to discover new tools for a specific aspect. At the end, all event planning groups will have selected a tool for each of the six work steps that they consider most suitable for their respective scenarios. The event planning groups are:

1. Planning a courtyard party for the youth club

2. Planning a scavenger hunt for the welcome class

3. Planning a weekend seminar trip

4. Planning a workshop for International Women’s Day

In the second part, the groups reflect on their journey together by visualizing their tool selection with the interactive whiteboard tool Draw.Chat.

In the third part, the boards are discussed in a plenary session. Depending on the focus and needs of the group, the following questions can also be asked:

• What criteria did we use to select the respective tools?
• Which of the tools can be integrated particularly well into my work processes?
• When does it make sense to use as wide a range of different tools as possible in a team – and when does it not?
• Which of the tools could I also imagine using in my private life?

The description of the task and the work steps for each event planning group can be found in the working materials that should be printed out for the participants. Working material 5, a tool list compiled and categorized by us, should also be made available to provide inspiration for the participants’ research.

Preparation

• Working materials 1–4 must be printed out and distributed to the respective event planning groups.
• The toolbox (working material 5) can be printed out once per person or provided to the seminar group as a link.

Notes on moderation

• If some participants are already familiar with tools from their everyday (working) lives, this is helpful input. However, the groups should be encouraged to explicitly try out new options – even if it feels strange at first.
• The focus of this task should not be on thinking through the specific projects down to the smallest detail. The participants should primarily immerse themselves in researching tools and consider which tools are particularly well suited for planning their project.
• Therefore, it is not a problem if a tool they find is not available free of charge or without registration. Trying out the tools they find is highly recommended, but not mandatory.
• If the group finds a tool that combines several work steps, this is welcome. However, care should be taken to ensure that participants also look at other options.
• The toolbox (working material 5) is very comprehensive and is intended solely as inspiration. It does not claim to be exhaustive, nor can it be fully explored in the time allocated for this exercise.