4DX Process

Flexibility / Scheduling in time for 4DX

When the Employee Engagement & Resource Center team started the 4DX process, we held a separate 20-30 minute meeting on each step. For example, we spent about 20-30 minutes for each of the 10 steps in Discipline 1, spending about 3-5 hours on selecting our RIO/WIG. Other teams may need more or less time, depending on the size and scope of their work.

When we held our 4DX process meetings, we only talked about 4DX and kept other work out of the mix. In fact, sometimes we were so involved in the process, we would keep working on 4DX and move to the next step. We tried to dedicate different weeks to the different disciplines. This allowed us to build more excitement and engrain it into our work culture more than doing it all at the same time.

Other teams may want to dedicate 1-3 days to the 4DX process instead of spreading it out. While the 4DX process is structured with distinct steps to help you better achieve your goals, there is flexibility on how and when you build it into your work team.

Sample ideas from original list:

1. Make it easier to enroll in the PED Fitness Courses

2. Increase awareness of 8 dimensions of Wellness

3. Make a difference in the lives of Rio Salado College employees

4. Increase employee engagement/connection for Rio Salado College employees that are working remotely

5. Increase awareness of the resources our department offers to Rio Salado College employees

We all had a strong interest in making things clearer and easier for employees, no matter what our focus.

We knew we wanted a place to house this information and a website seemed like a logical step. We reached out to Information Services through a HelpDesk ticket to get a location set-up for the website.

Making Adjustments

In the testing process (Discipline 1, Step 5), we identified that awareness was not as measurable without developing a survey process and in 4DX, you do not want developing something to hold you back from starting.

Therefore, we adjusted our focus from awareness to availability of resources. This helped us align even more with Rio's Strategic Plan 3.

We chose to hide our X and Y in our RIO/WIG Statement and summarize it through "increasing availability":

• X = resources that are predominately only available for new employees

• Y = resources that would be available to all Rio Salado College employees

Please note: Completing the website was not our RIO/WIG, our RIO/WIG was accessibility of resources.

For a project, in 4DX, you do not want your ultimate goal to be 100% completion; instead, you want your goal to be the outcomes that you get from when you reach 100% completion (i.e. accessibility of resources).

The scoreboards are the fun part of 4DX. They allow your team to track your progress in your own unique way and help determine if your team is winning or losing at achieving your goal in the game.

We had one main scoreboard in Google Sheets (showing both our WIG/RIO and 3 lead measures) that allowed you to click into each of the 3 different lead measure scoreboards (how we want to achieve our goal).

4DX @ Rio - EERC: More details about our scoreboard (outside of the step-by-step details on this page)

Q: What gets you excited about this idea?

• Q: Is the scoreboard compelling?

A: Yes; the theme is based on the beloved Harry Potter novel and film series that we enjoy and the themes help translate the main concepts even further on our 4DX scoreboard, such as the Room of Requirement and delivering to those who ask.

• Q: Does it clearly show where are we now?

A: Yes; the scoreboards were designed in a way that allows those looking at it to see where the team currently is in multiple dimensions. For example, the stratified bar graphs not only tracks the number of pages that are complete (consistency or quality), it tracks how many have the correct content, a great design, and are accessible (quality).

• Q: Does it clearly show where we want to be?

A: Yes; the lead measures are clearly displayed at the top of each board to show what the goal is. The graph types were selected to best display where the team was and wanted to be for each of the lead measures.

• Q: Is it simple? Can we tell at a glance if the team is winning or losing the game?

A: Yes; the graphs used clearly show the progress vs. the goal.

• Q: Is it visible? Can the team see it easily and often?

A: Yes; since these are digital scoreboards, they are being stored and updated in a Google Sheet that each member of the team can view and edit as necessary. This makes it more of a team game.

• Q: Can you update it easily, often, & regularly?

A: Yes; each member is able to access the Google Sheet housing the data to update it easily, often, and regularly.

• Q: Does the scoreboard represent a unique expression of the team?

A: Yes; the team chose the scoreboard theme based on their mutual interest in the Harry Potter series.

The team already chose Harry Potter as a theme. Once the theme was chosen, they were able to customize it further based on their goals and different personalities:

• Christin is a Gryffindor while Cj and Keelie are Slytherins, so the scoreboard reflects both houses' color motifs

• The team found quotes from the series that reflected their goals on their scoreboards:

  • "If you have to ask, you will never know. If you know, you need only ask." This is in reference to knowing what you need from the team and filling out a survey to ask.

  • "Fascinating creatures, phoenixes. They carry immensely heavy loads..." This is in reference to resources created for supervisors, as supervisors also carry heavy workloads.

• The team also chose imagery from Harry Potter that corresponds to their lead measures:

  • Harry Potter's glasses and scar as a representation of the survey feedback they receive vs. what they complete from the feedback. The bridge of the glasses represents the team's connection to the feedback, and the lightning bolt scar represents the actions taken to completion.

  • The Quidditch goal posts represent the three lead measures for the team's WIG and shows the "game on" approach

  • The Room of Requirement represents the employees of Rio Salado College seeking what they want and receiving it in one convenient place.

Quidditch goal posts, the golden snitch, and a reminder to focus on Quantity (Consistency)& Quality

Tying in how 4DX is like a game and you can win by achieving your goals, similar to a Quidditch game.

The Marauder's Map in Harry Potter can show you all the people in a space as their footsteps appear on the map.

We tied this in to as we develop pages, more helpful information will appear on the map (or in our case, the website)

The Room of Requirement is a special room that appears in the Harry Potter series to those who ask for it. The room will change based on the needs of the person asking.

We tied this into how when people submit a question, we will deliver an answer/solution/resource to help, similar to how the Room of Requirement helps meet the needs of the people who ask for it.

Hedwig and Fawkes the Phoenix for a pictograph representing employees (Hedwig the owl) and supervisors (Fawkes the Phoenix).

As we continue to make resources, we will track whether these resources are designed to help employees and supervisors with the owls and phoenixes.