Building A Challenge

Each Challenge should represent a strategic goal for your organisation which asks a question to attract relevant ideas to help you achieve that goal. You should build a challenge in a way that will most effectively engage your audience and attract those relevant ideas. An effective workflow can be built from scratch or designed around an existing process with the objective of developing ideas into actionable solutions. This guide will walk you through the basic steps in building a Challenge.

Building a Challenge

Section Contents:

• Before You Start
• Adding a Challenge
• General
• Workflow
• Gather Stage
• Discuss Stage
• Evaluate Stage
• Develop Stage
• Completed Stage
• Social Settings

Before You Start

• Remember to build your Forms and Categories before beginning to build your Challenge.
• If the Challenge is created within an Idea Space, Challenge Managers and Evaluators need to be members of the Idea Space before creating the Challenge.
• There are three sections to building a Challenge: General, Workflow and Social. Ensure each section is completed before trying to submit the Challenge, look out for the green tick on the tab confirming the page is complete.
• You cannot save drafts when building a challenge so if you need more time to finish it, make the Challenge private to you, submit your Challenge and then edit later to finish it off.

1. Adding a Challenge

• Navigate to Settings in the top right hand corner of the page.
• Select Add Challenge.

NOTE: To create a challenge within an Idea Space or Co-Creation Community, select the Manage button on the Community page and select Add Challenge

1.1     General Tab

1) Add a title to your Challenge.

2) Add a Banner & Card Image.

3) Select your Challenge Managers/Sponsors along with an invitation message and their visibility on the Challenge page.

4) Complete your Challenge description, to be displayed on the Overview of the Challenge page.

5) Enter Keywords.

6) Add any attachments that will be displayed on the challenge page.

7) If using Categories, check the boxes of the categories you want to use.

8) Define your Challenge Terms. Are you collecting ideas, projects or proposals?

9) Choose whether or not you want to display your challenge’s workflow.

10) Choose your rating system that allows your crowd to vote on ideas. You can also choose the visibility of voting results.

Top Tips:

• Step 1: The title will be displayed at the top of the Challenge page. It should be short and snappy to draw contributors in.
• Step 2: Recommended image ratios (pixels): Banner = 1225×290, Card = 218×164.
• Step 3: Managers have permissions to administrate the Challenge whereas a Sponsor will simply be displayed on the Challenge page as the face of the Challenge.
• Step 4: The challenge description is where you explain the objectives of the challenge, this is key to ensuring your crowd are submitting relevant ideas.
• Step 5: Keywords will be used to aid in search and will also be a filter on the Discover page.
• Step 9: You can customise your rating systems in the admin panel.

1.2     Workflow Tab

1) Select if you want to run a Phased or Parallel Challenge. If Parallel, select if you want to be able to Fast Track and Send Back ideas in your workflow.

2) Choose which stages you want to have in your workflow by selecting the green + symbol.

3) Configure each stage by selecting the Configure button at the bottom of each Stage box.

Top Tips:

• Step 2: You can have as many or few as you wish however at a minimum you need a Gather stage to capture the Ideas and a Complete stage where they will move to once approved.

1.2.1   Gather Stage

There are two tabs to configure for this stage; Stage settings and Progression settings.

Configuring the Stage Settings:

1) Drag the form that you want to use from the right box to the left box.

2) Select when you want to begin collecting ideas. The challenge will not be visible until the date.

3) Select when you want to close the stage, if you choose a date and time it will automatically close at this time. Otherwise the stage will stay open until an Admin or Challenge Manager closes it.

4) Select if you want a customised email to be generated when an Idea Creator submits an Idea.

5) Decide whether or not you want teams to be able to submit Ideas.

6) If you want to allow teams, determine the settings in which people will be added to the team.

7) Determine who you want to be able to see the Ideas. If you select that only Idea Creators and teams can see their own ideas, this will mean that a submitted Idea is only visible to the creator.

8) Select what colour you would like the stage bar to display as.

Configuring the Progression Settings:

1) If you wish to progress Ideas manually, leave the checkbox unticked. Tick if you wish to auto-progress ideas out of the gather stage based on a set criteria, if so follow the below steps.

2) Ideas can move relative to the amount of activity the idea receives e.g. minimum number of voters or minimum number of up votes.

3) You can progress ideas based on the number of comments they have received.

4) Ideas can also move relative to time e.g. the idea will progress after this number of days.

1.2.2   Discuss Stage

Discussion stages allow you to get the crowds opinion on the ideas that have been submitted through voting and commenting.

1) Decide who you want to be able to see the ideas at this point. Do you want the whole crowds’ ideas or just a sub-section?

2) Select what colour you would like the stage bar on the Challenge page to display as.

3) Progression setting options are the same as in the Gather stage.

1.2.3   Evaluate Stage

Used to evaluate the ideas by a predetermined set of Evaluators whilst letting users carry on commenting and voting. This stage has four tabs to configure:

Stage Settings:

1) Select if users can edit their Idea during this stage.

2) Select who can see their ideas during this stage.

3) Select what colour you would like the stage bar on the Challenge page to display as.

Evaluation Criteria:

1) How do you want ideas to be evaluated? No criteria means that the lead evaluator will need to progress/ reject ideas without any criteria to compare ideas against one another. Select By Challenge to enable you set criteria.

2) Select what type of criteria you want to use and select the Add criteria button below.

3) Type in a name for your criteria and choose a weighting if applicable.

4) Add as many criteria as you wish.

5) Repeat this for each Category if you are using Categories.

 Evaluators:

1) Select the Evaluators you want to use for this Stage by typing in their name and selecting them from the dropdown.

2) Select your lead evaluator(s) who will make the final decision on which ideas will progress/ not progress out of the Evaluation stage.

3) Edit the message which will be sent to Evaluators when the stage opens.

4) Select the amount of days an Evaluator has to complete the task. This does not create a hard block but reminds the Evaluator their task is overdue.

Progression Settings:

1) If you want to manually progress ideas leave this box unticked. It will then be down to the Lead Evaluator to manually progress/ not progress ideas.

2) If you wish to use auto-progression, define your criteria based on activity and/ or time.

Top Tips:

• If the Evaluators you want aren’t appearing when you type their name, check to see if they have access to the place you are adding the Challenge, i.e. the Idea Space.

1.2.4      Develop Stage

Used to obtain more information on an Idea by making the Idea creator answer more questions from another form. Users can continue to vote and comment on ideas again during this stage.

1) Drag the form you want to use from the right box to the left box.

2) Select if the Idea creator must mark their Idea as complete before it can progress by automation.

3) Decide how many days Idea creators have to update their ideas.

4) Select who can see the ideas in this stage.

5) An email will be generated and sent to the user when their Idea reaches this stage advising them to complete their develop task. Customise the message.

6) Select what colour you would like the stage bar on the Challenge page to display as.

7) Progression settings are the same as in Discussion stage.

Top Tips:

• If you want the Idea creator to be able to edit the original form in their idea as well as the new form, drag over the previous form as well.

1.2.5   Completed Stage

1) Select what colour you would like the stage bar to display as.

2) Select if you want to enable Outcomes functionality for this Challenge.

3) Decide who you want to be able to see the completed ideas.

Top Tips:

• Step 2: Outcomes enable Admins and Challenge Managers to set Challenge-specific objectives for participation, social activity, financial results and implementation times and track the results against those objectives.
• Step 3: If you select that only Idea creators and teams can only see their own ideas, this will mean that a submitted Idea is only visible to the creator and no other users will be able to see that Idea.

1.3     Social Tab

1) Choose who you want to share your new Challenge with by searching for individuals, idea spaces or everyone.

2) Select what functionality blocks you want to add to the Challenge overview page:

Top Tips:

• Calls to action – removes the “Add your Idea” and “View Submitted Ideas” on the Challenge description.
• Gamification – if you are using Gamification, you can show a leaderboard on your Challenge overview page.
• Activity Stream – This displays a list of the recent user activity on the Challenge including new Ideas comments and votes.
• Keyword WordCloud – if you use Keywords on your Idea for you can display a WordCloud based on the frequency of these keywords.

1.3.1   Submit & Share

Now that you have built your challenge in full and have three green ticks next to the tab titles, click Submit Challenge and share your challenge with your audience if you wish.