Facilitator’s Guide: Running the 90-Minute Placemaking Maptivity

Your Role as Sprint Navigator

In this condensed 90-minute format, you’re a sprint facilitator—keeping energy high, momentum constant, and making sure everyone contributes despite the time pressure. Think of yourself as a skilled conductor leading a jazz ensemble through an energetic improvisation rather than a lengthy symphony. Every minute counts.

Timing at a Glance

Keep this table visible to participants throughout—seeing the clock move keeps the pace honest.

Pre-Session Setup (20 minutes before start)

Physical Workshop: Arrange tables for groups of 4–6, set up the Placemaking Map, pre-sort cards (term cards and project cards only—no vision cards for this version), and prepare ample sticky notes and markers.

Online Workshop: Pre-load the Miro board, test the “Bring everyone to me” function, position all cards in their starting positions, and create the feasibility matrix in advance. Send the link 10 minutes early for tech checks.

Why no vision cards? The full Maptivity method includes vision cards for longer-term strategic statements. The sprint format deliberately omits them to protect the pace. If you have more than 90 minutes, you can add them back after Phase 3.

Phase 1: Introduction & Icebreaker (15 minutes)

0:00–0:05 — Quick Start. Start exactly on time—no waiting. Launch with energy: “We have 90 minutes to map your city’s sustainability landscape and identify game-changing opportunities. Let’s dive in.”

0:05–0:10 — Rapid Icebreaker. Online: participants write name + role on a sticky note and move it—this secretly teaches Miro basics. In-person: quick round-robin introductions (name + “one thing that bugs you about the city”). Keep it snappy—use a visible timer.

0:10–0:15 — Framework Sprint Explanation. Key messages to hit quickly:

• “We’re creating a map that shows how city initiatives connect to sustainability goals.”
• “Yellow axis = sustainability purposes (the why). Purple axis = city services and action areas (the where).”
• “There are no wrong answers, only different perspectives.”
• Show the agenda with time blocks visible—set expectations for pace.

Phase 2: Speed-Building the Game Board (10 minutes)

0:15–0:17 — Rapid Instructions. “You have term cards and a grid with descriptions. Match them as fast as you can—don’t overthink. If you’re unsure, make your best guess and keep moving.”

0:17–0:23 — Active Card Placement. This is controlled chaos—embrace it. Circulate constantly. If someone’s stuck, give them 10 seconds then say: “First instinct—where does it go?” If debates start, cap them at 30 seconds: “Quick decision now, we’ll revisit if needed.”

0:23–0:25 — Lightning Review. No time for detailed review. Just ask: “Any cards that feel completely wrong?” Fix only the obvious mistakes. Say: “Perfect doesn’t exist—good enough is great. The map is our working tool, not our final product.”

Phase 3: Mapping Current Reality (20 minutes)

0:25–0:27 — Set the Challenge. “These cards represent real projects in your area. Your job: show where they contribute to our sustainability map. Many projects hit multiple goals—place duplicates accordingly.”

0:27–0:40 — Facilitate Rapid Mapping. Keep the energy up with prompts:

• “Tell us why as you place it—20 seconds max.”
• “Anyone see a different connection? Shout it out.”
• “Notice any patterns emerging?”

If discussion gets too detailed: “Great point—hold that thought for our gaps discussion.”

0:40–0:45 — Pattern Recognition. Guide quick observations: “Look at the map—what do you see?”

• Where are cards clustering?
• What areas are empty?
• Any surprises?

Use a rapid-fire format: “One observation each, no repeats, go!”

Phase 4: Ideation Sprint (20 minutes)

0:45–0:47 — Shift to Solutions Mode. “You’ve seen the gaps. Now fill them. What’s missing? What would transform your neighbourhood? Don’t filter—write everything on sticky notes.”

0:47–0:57 — Brainstorm Facilitation. Set a visible 10-minute timer. Play energetic background music if appropriate. Encourage quantity over quality initially:

• “No idea is too wild.”
• “Build on each other’s ideas.”
• “Think about those empty spaces on our map.”

Halfway check: “5 minutes left—push for 3 more ideas each!”

0:57–1:05 — Rapid Placement & Clustering. “Place your ideas on the map—group similar ones together.” As they place, have them give 10-second pitches: “What is it and why does it matter?”

Phase 5: Reality Check Matrix (10 minutes)

1:05–1:07 — Matrix Introduction. “Let’s get strategic. Pick your top 5–7 ideas as a group. We’ll sort them by impact and feasibility.”

1:07–1:13 — Quick Sorting. No lengthy debates. Use “gut feeling” sorting:

• “High impact or low impact? Quick vote—majority wins.”
• “Feasible with current resources or needs major changes? Show of hands.”

Focus on the high-impact/high-feasibility quadrant: “These are your quick wins—what would it take to start one next week?”

1:13–1:15 — Capture Actions. “Each person: name one idea you’re willing to champion or support.” Write these down visibly.

Phase 6: Rapid Close-Out (15 minutes)

1:15–1:20 — Group Insights. Structure this tightly:

• “What’s the biggest gap we discovered?” (1 minute)
• “What’s the most exciting opportunity?” (1 minute)
• “What surprised you?” (1 minute)
• “What existing project could be expanded for more impact?” (2 minutes)

1:20–1:25 — Commitment Round. Go around quickly: “One action you’ll take this week based on today.” Keep it specific and small: “I’ll email the transport department about X,” not “I’ll fix public transit.”

1:25–1:30 — Documentation & Next Steps.

• Photo of the final map (physical) or screenshot (digital).
• Share the contact list for follow-up.
• Announce any follow-up sessions or channels.
• End with energy: “You just redesigned your city in 90 minutes—imagine what you’ll do next!”

Critical Speed-Facilitation Techniques

Time Management (Your #1 Priority):

• Use a visible countdown timer for EVERY activity.
• Give 2-minute warnings before transitions.
• Cut discussions mid-sentence if needed: “Great discussion—we need to capture it and move on.”
• Keep a “parking lot” for ideas that need more time.

Energy Management:

• Stand up and move around (you and them).
• Change voice pace and volume to maintain attention.
• Use rapid-fire rounds to prevent energy drops.
• If energy dips, do a 30-second stretch or movement break.

Participation Balance in Speed Mode:

• Use “popcorn” style for quick inputs (each speaker picks the next).
• Implement “no one speaks twice until everyone speaks once” for rounds.
• Have quiet participants place cards or ideas first.
• Use hand signals for quick votes and agreement.

Managing the Chaos:

• Embrace productive messiness—perfection is the enemy.
• When multiple conversations start, clap or ring a bell to refocus.
• If technical issues arise online, have a backup person handle them while you continue.
• Keep a “questions for later” list visible.

Your Success Metrics for 90 Minutes

You’ve succeeded when:

• The map has both dense areas and visible gaps.
• At least 10 new ideas are generated.
• Everyone has contributed at least 3 times.
• You have 3–5 concrete next steps with named champions.
• Participants leave energised, not exhausted.
• The group has made connections they didn’t see before.

Emergency Protocols

If running behind:

• Skip the detailed review of board setup.
• Reduce ideation to 15 minutes.
• Combine feasibility with close-out.

If running ahead (rare but possible):

• Spend more time on feasibility planning.
• Add a “partnership mapping” round (who could help with each idea?).
• Do a deeper dive on implementation steps.

After the Session: Capturing the Output

The workshop’s value lives or dies on what happens next. Before everyone scatters, make sure the output is captured—and within a day or two, turn it into something shareable. A simple write-up keeps momentum and gives participants a reason to stay involved.

A lightweight summary template:

• Session snapshot — date, location/format, number of participants, facilitator.
• The map — the photo or screenshot, with a one-line read on where things clustered and where the gaps were.
• Top ideas — the 5–7 ideas that made the reality-check matrix, noted by quadrant (especially the quick wins).
• Commitments — each named action and its champion, with a rough timeframe.
• Next steps — any follow-up session, shared channel, or owner for keeping things moving.

Send this to every participant and any stakeholders who couldn’t attend. It converts 90 minutes of energy into a record people can act on.

Remember: in this sprint format, momentum is everything. Keep it moving, keep it energetic, and trust that insights will emerge from the rapid interactions. Your role is to create organised chaos that leads to breakthrough thinking. Perfect analysis isn’t the goal—sparking action is.

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