💻 Digital vs Physical Tools Companion

Platform-specific instructions for Miro, Mural, sticky notes, and hybrid approaches with team collaboration tips that preserve the quality of synthesis regardless of your chosen method.

🎯 Choosing Your Approach

Physical Method (Sticky Notes + Wall Space)

Best For:

  • ✅ In-person team collaboration
  • ✅ Tactile learners who think better with physical manipulation
  • ✅ Organizations with limited technology access
  • ✅ Cultural contexts where digital tools create barriers
  • ✅ Sessions with community members unfamiliar with digital platforms

Requirements:

  • Large wall space (6-8 feet wide minimum)
  • Different colored sticky notes (at least 3 colors)
  • Thick markers for legible writing
  • Good lighting and accessible location
  • Mobile phone for documentation

Digital Method (Miro, Mural, FigJam)

Best For:

  • ✅ Remote team collaboration across locations
  • ✅ Large datasets (50+ insights) that need digital organization
  • ✅ Teams comfortable with technology platforms
  • ✅ Projects requiring easy documentation and sharing
  • ✅ Integration with other digital project management tools

Requirements:

  • Reliable internet connection for all participants
  • Platform account and basic familiarity
  • Computer/tablet (mobile phones too small for effective use)
  • Video conferencing tool for team collaboration
  • Clear screen sharing capabilities

Hybrid Method (Best of Both)

Best For:

  • ✅ Teams with mixed technology comfort
  • ✅ Initial physical brainstorming → digital documentation
  • ✅ Community input sessions → team analysis online
  • ✅ Organizations wanting both tactile and digital benefits

📝 Physical Method: Complete Setup Guide

Materials Checklist 

Essential Materials:
□ 3-4 packs of different colored sticky notes (3x3 inches)
□ 2-3 thick black markers (Sharpies work well)
□ Large wall space or multiple flip chart pages
□ Masking tape (if wall won't hold sticky notes)
□ Timer for process management
□ Mobile phone/camera for documentation

Color Coding System:
- Yellow: Direct stakeholder quotes
- Pink: Observation/interpretation insights  
- Blue: Research/expert insights
- Green: Questions or contradictions

Space Setup Instructions 

Wall Preparation:
1. Clear wall space 6-8 feet wide, 4-5 feet high
2. Test that sticky notes adhere well
3. Ensure good lighting and comfortable standing access
4. Have table nearby for materials and source documents
5. Consider sight lines if multiple people participating

Layout Planning:
- Left side: Capture area for initial insights
- Center: Clustering workspace  
- Right side: Final theme organization
- Bottom: Parking area for outliers/questions

Physical Process Workflow

Phase 1: CAPTURE

1. Set up "insight factory" system:
   - One person reads source document aloud
   - Others write insights on sticky notes
   - Use one insight per note, legible writing
   - Call out source for attribution

2. Organize by source type:
   - Group by interview, focus group, research source
   - Use different colors for different stakeholder types
   - Keep source documents visible for reference

3. Quality control:
   - Read each insight aloud to check clarity
   - Ensure handwriting is legible from 3 feet away
   - Add source abbreviation to each note

Phase 2: CLUSTER

1. Move all insights to large clustering area
2. Start with silent individual clustering (10 minutes):
   - Each person identifies 3-5 potential clusters
   - No discussion during initial grouping
3. Group clustering discussion:
   - Compare different clustering approaches
   - Negotiate cluster boundaries through discussion
   - Move insights between clusters as patterns emerge
4. Use different colored tape to circle clusters

Phase 3: THEME

1. Write theme headers on different colored notes
2. Place theme header at top of each cluster
3. Create theme description on flip chart paper
4. Test theme names by reading aloud with all insights
5. Take photos of each cluster with theme header visible

Phase 4: SYNTHESIZE

1. Step back from wall to see full pattern
2. Use flip chart to map theme relationships
3. Create priority ranking by moving most important themes higher on wall
4. Use different colored markers to draw connections between themes
5. Document final synthesis on flip chart pages

Documentation Strategy 

Photo Documentation:
- Overview shot of entire wall
- Individual cluster photos with theme headers
- Close-ups of key insights that were hard to read
- Final synthesis mapping and relationships

Digital Backup:
- Type up themes and key insights within 24 hours
- Create digital version of synthesis for sharing
- Scan or photograph any flip chart documentation
- Store source documents with photo references

🌐 Digital Method: Platform-Specific Guides

Miro Setup & Workflow

Board Preparation:

1. Create new board with descriptive name
2. Set up template areas:
   - CAPTURE zone (left side)
   - CLUSTERING workspace (center)
   - THEMES area (right side)
   - SYNTHESIS space (bottom)

3. Prepare sticky note templates:
   - Create color-coded note templates
   - Set up text formatting (readable font size)
   - Create source attribution template

4. Upload source documents to board for reference

Miro-Specific Features to Use:

Sticky Notes:
- Use different colors for different source types
- Tag insights with #stakeholder-type or #source-date
- Use voting dots for priority ranking in synthesis

Clustering Tools:
- Use frames to group clusters (better than moving individual notes)
- Create cluster templates for consistent sizing
- Use connector lines to show theme relationships

Documentation:
- Use comments feature for team discussion on insights
- Create summary text boxes for theme descriptions
- Export final board as PDF for sharing
- Use presentation mode for stakeholder review

Collaborative Process:

Phase 1 - CAPTURE:
- Divide source documents among team members
- Each person extracts insights in assigned color
- Use @mentions to flag insights needing discussion
- Set timer for focused extraction sessions

Phase 2 - CLUSTER:
- Use Miro voting feature for initial cluster identification
- Move insights collaboratively in real-time
- Use comment threads to discuss cluster boundaries
- Create frames around finalized clusters

Phase 3 - THEME:
- Use text boxes for theme headers and descriptions
- Link themes to Problem Tree elements using connectors
- Create visual hierarchy with font sizes and colors
- Use Miro's presentation feature to review themes

Phase 4 - SYNTHESIZE:
- Create synthesis framework using Miro shapes/templates
- Use voting dots to prioritize themes
- Map relationships with connector arrows
- Create action items using Miro's task feature

Mural Setup & Workflow

Mural-Specific Advantages:

Templates:
- Use LUMA affinity mapping templates
- Customize template sections for Problem Tree integration
- Save custom template for future use

Collaboration Features:
- Use timer for time-boxed phases
- Private mode for individual clustering before group discussion
- Summon feature to bring attention to specific insights
- Outline mode for structured theme documentation

Mural Best Practices:

Setup:
- Use area templates to define clear spaces
- Create parking lot for questions and contradictions
- Set up legend for color coding and symbols

Process:
- Use private mode for initial individual capture
- Switch to collaborative mode for clustering discussion
- Use outline feature for systematic theme development
- Export outline as structured document

FigJam Setup & Workflow

FigJam-Specific Features:

Advantages:
- Integrated with design workflows if using Figma
- Good for teams already in design/prototyping mode
- Strong mobile app for community participation
- Voice notes feature for preserving stakeholder audio

Setup:
- Use section tools to create process areas
- Create component library of sticky note templates
- Set up collaborative cursors for team awareness
- Use reaction emojis for quick prioritization

🤝 Team Collaboration Best Practices

Remote Team Coordination

Pre-Session Setup:

Technology Check (30 minutes before):
□ All participants can access platform
□ Screen sharing works for all team members
□ Audio/video quality tested
□ Source documents uploaded and accessible
□ Platform features tested (sticky notes, clustering, etc.)

Role Assignment:
- Facilitator: Guides process, manages time
- Scribe: Documents themes and key decisions
- Integrator: Connects to Problem Tree and previous work
- Advocate: Ensures community voice preservation

During Session Management:

Time Management:
- Use platform timer features
- Build in bio breaks every 45 minutes
- Allow buffer time for technical issues
- Have backup plan for platform failures

Participation Strategies:
- Rotate screen control among team members
- Use breakout rooms for small group clustering
- Alternate between individual and group work
- Use reaction features for quick consensus checking

Platform-Specific Collaboration Tips:

Miro Collaboration:

- Use cursor chat for quick communication
- Assign different colors to different team members
- Use voting feature for democratic prioritization
- Create separate board areas for individual work

Mural Collaboration:

- Use summon feature to focus attention
- Private mode for individual reflection time
- Timer feature for timeboxed activities
- Facilitation superpowers for session management

Mixed Physical-Digital Teams

Hybrid Session Setup:

Physical Location:
- Good camera angle showing wall/workspace
- High-quality microphone for remote participants
- Screen visible to physical participants showing digital board
- Person designated to relay remote participant input

Digital Integration:
- Live documentation of physical clustering on digital board
- Real-time photo sharing of physical workspace
- Chat channel for remote participant questions
- Digital backup of all physical insights

Process Adaptations:

Capture Phase:
- Physical team captures on sticky notes
- Digital team member transcribes to online board in real-time
- Remote participants add insights directly to digital board

Clustering Phase:
- Physical clustering first with camera documentation
- Digital recreation of clusters online
- Remote participant input through chat/voice

Theme Phase:
- Combined physical-digital theme development
- Remote participants review and suggest refinements
- Final themes documented digitally for all access

📊 Quality Assurance Across Methods

Physical Method Quality Checks 

Legibility: Can insights be read from 3 feet away?
Attribution: Is source clear on each sticky note?
Completeness: Are all data sources represented?
Organization: Can someone else understand the clustering logic?
Documentation: Are photos/notes sufficient for digital recreation?

Digital Method Quality Checks 

Accessibility: Can all team members edit and contribute?
Attribution: Are source tags clear and consistent?
Version Control: Is final version clearly marked and saved?
Export Quality: Do exported documents maintain readability?
Backup: Is work saved in multiple formats/locations?

Universal Quality Standards 

Authenticity: Is stakeholder voice preserved regardless of method?
Comprehensiveness: Are all major data sources represented?
Traceability: Can insights be traced back to original sources?
Actionability: Do themes suggest clear next steps?
Integration: Does synthesis connect to Problem Tree and project goals?

🔧 Troubleshooting Common Issues

Physical Method Problems 

Sticky Notes Won't Stay on Wall:
- Use masking tape to create "frames" 
- Try different wall surface or use flip chart paper
- Use magnetic boards if available

Handwriting Illegible:
- Use thicker markers and write larger
- Have one person with good handwriting be primary scribe
- Take photos during process for backup documentation

Space Limitations:
- Use multiple flip chart pages taped together
- Work in sections, moving completed clusters aside
- Use table space for overflow clustering

Digital Method Problems 

Platform Access Issues:
- Have phone numbers for technical support
- Create backup accounts with different email addresses
- Test platform access 24 hours before session
- Have alternative platform ready (Google Jamboard as backup)

Internet Connectivity:
- Have backup internet connection (mobile hotspot)
- Reduce video quality to conserve bandwidth
- Use asynchronous mode if real-time collaboration fails
- Save work frequently to prevent loss

Overwhelming Interface:
- Create simplified template with only needed features
- Provide platform tutorial before synthesis session
- Assign tech-savvy person as platform navigator
- Focus on content over platform mastery

Whether you choose physical sticky notes or digital collaboration, the quality of your synthesis depends on systematic process, community voice preservation, and clear integration with your broader analysis. Choose the method that best serves your team and context.