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Using Workshops for Roadmapping

The composite image includes a photograph of a group generating a roadmap at a workshop, an image of the key information captured on post-it notes mapped to an outline roadmap structure over time and an image of the refined version of this.

The following table is a summarised version of a workshop approach to generating a roadmap as illustrated above. It shows the key planning and workshop steps involved.

1.	Define the reason for developing the roadmap – the problem.
2.	Define the boundaries – what is being considered and what is not.
3.	Define the aims of the roadmap – why is the roadmap being developed?
4.	Ensure that the correct people are in attendance to construct the roadmap – for example, the attached first example involved representatives from the Heads of Capability (HoC), Delivery team (equipment project) and Defence Science and Technology Laboratories (Dstl).
5.	Use a facilitator who is clear about the purpose of the roadmapping session and is able to focus and capture the brainstorming involved.
6.	Ensure attendees come prepared to brief the group should their specific knowledge be required to get people started.
7.	Define the structure of the roadmap using the generic framework – a non-linear timescale and three broad layers are appropriate.
8.	Construct a large paper version of this outline structure and attach it to the wall so that all in attendance can see it.
9.	Focus on the layer of interest - capture the key activities on ‘Post-it’ notes and place them on the outline paper roadmap.
10.	Capture the key information about each activity – for example start and completion date, activity name and TRLs or taxonomy references, if applicable
11.	Link activities appropriately on the chart with a pen, and capture any relevant information about the nature of the activities or links.
12.	Populate the rest of the roadmap layers in a similar fashion capturing related activities (for example underpinning technology development or research programmes and capability gaps or related capability areas). Again link appropriately.
13.	Produce a first cut roadmap from the paper version, using a tool of choice.
14.	Capture all relevant supporting information and produce a ‘strategic narrative’ (supporting paper) outlining key background information that complements the summary information contained in the roadmap.
15.	Circulate the first cut roadmap and the ‘strategic narrative’ and refine it and update it using additional workshops accordingly.

These examples of roadmaps are provided for your assistance.

Change History

1 September 2010: Minor amendments made.
1 December 2009: Updates to reflect organisational name changes.