Using Innovative Tools to Accelerate Project Planning
- IPMA-SA
- Apr 2
- 3 min read
Introduction
As project managers, we are often entrusted to solve complex problems in our respective workspaces. Within the context of municipalities, where I work, I am often tasked with managing projects that are both deeply technical and socially impactful. Navigating these complexities effectively requires innovative approaches, particularly during the initiation phase. My recent experience with Design-Led Thinking (DLT) and LEGO® Serious Play has transformed intricate projects from undefined concepts into actionable programmes, complete with prioritised actions, allocated resources, and streamlined schedules.
Understanding Design-Led Thinking (DLT)
At its core, DLT is a human-centred methodology that emphasises empathy for stakeholders. This approach focuses on understanding the needs, motivations, and pain points of those affected by the problem. By creating personas—fictional yet research-based representations of key user groups—we ensure that problem-solving remains rooted in real-world experiences.
While DLT is a widely used innovation technique globally, my organisation, the City of Cape Town, follows an adapted model structured around listening, defining, exploring, evaluating, followed by doing and adapting.
This methodology facilitates clear problem definition and high-level action planning.
Holistic Problem Definition
Complex problems often involve multiple stakeholders and competing priorities. DLT encourages teams to reframe issues by deeply analysing root causes and relationships, avoiding superficial solutions. This holistic approach promotes a clearer understanding of what truly needs to be addressed.
Collaborative and Iterative Process
DLT thrives on collaboration. By bringing together cross-functional teams, one can co-create solutions that consider diverse perspectives. The iterative nature of this methodology—prototyping, testing, and refining—ensures that final solutions are continuously informed by real user feedback.
Focus on Innovation
The DLT approach fosters creativity through techniques such as brainstorming and journey mapping. By prioritising human needs, we often uncover innovative solutions that traditional problem-solving methods might overlook.
Engaging Visual Tools
Utilising tools like empathy maps and customer journey maps makes abstract problems tangible. These visual aids help teams align on the problem's scope and potential solutions, enhancing overall engagement.
Incorporating LEGO® Serious Play
To further enhance our prototyping process, we integrated LEGO® Serious Play at the end of our DLT workshops. This hands-on method allows participants to build tangible models representing their ideas, fostering creativity and deeper engagement. The interactive nature of LEGO bricks encourages team members to express their thoughts visually, breaking down communication barriers and promoting collaboration.
The combination of Design-Led Thinking and LEGO® Serious Play ensures that solutions are both innovative and grounded in user-centric insights. As project managers, leveraging such tools is essential for success in today’s complex project environments.
Bridging DLT and Project Management
Whether facilitated through a collaborative workshop or structured meetings, the outcome of DLT often marks the starting point for traditional project management methodologies. With a clearly defined problem statement and prioritised action plans, project teams can fast-track initiation, planning, execution, and closeout phases, ensuring that the right problems are addressed effectively.
This methodology has played a critical role in solving real-world challenges such as reducing extortion in construction sites, implementing large-scale smart parking solutions, and enhancing municipal social facilitation processes.
Encouraging Adoption of Design-Led Thinking
I encourage organisations to explore Design-Led Thinking as a tool for accelerating project initiation and execution. By integrating these innovative approaches, project managers can drive efficiency, enhance stakeholder collaboration, and deliver impactful solutions.
Quest Writer:
Kyle Thebus Pr. Eng. Head: Engineering Planning Unit
C3PM: Engineering Management Branch (EMB)
Future Planning & Resilience
Citations:
Understanding the Role of DLT in Problem-Solving: Link: https://publications.eai.eu/index.php/ct/article/view/6249
Using LEGO® Serious Play as a Design Thinking Tool
Link: https://www.designorate.com/using-lego-serious-play-as-a-design-thinking-tool/
Innovation and Creativity with LEGO® Serious Play
Link: https://microtechbooster.swiss/innovation-creativity-in-the-age-of-lego-serious-play/
LEGO® Serious Play Process Overview
Link: https://seriousplaypro.com/2015/06/02/using-lego-serious-play-as-a-design-thinking-tool/
Transforming Ideas into Reality with LEGO® Serious Play
Link: https://seriousplaybusiness.com/the-lego-serious-play-process-turns-ideas-into-reality/
Designing Workshops Using LEGO® Serious Play
Link: https://insights.tt-s.com/en/design-a-workshop-using-legor-serious-playr
Enhancing Creative Thinking with LEGO® Serious Play
Link: https://talk-retail.co.uk/how-lego-serious-play-can-improve-creative-thinking-and-collaboration/
A Tactile Approach to Service Design Thinking Using LEGO® Serious Play