Modo has always been a semi-remote company. Although we have offices in Dallas, San Francisco, and Columbus, we have remote employees all over the country literally from sea to shining sea. For us, team Zoom calls and working out of home offices weren’t novel when coronavirus hit at the beginning of 2020, and we had a fairly smooth transition to working from home.
Even though Modo was semi-remote before coronavirus, we still enjoyed getting the entire team together a few times a year for an in-person week of work that includes lots of facetime, over-the-top food, and out-of-the-box activities. We call this week “ModoWeek”. Our next in-person ModoWeek was going to be a hackathon involving the entire team.Though coronavirus didn’t mess with our day-to-day, it certainly did put a damper on our ModoWeek hackathon plans. But, instead of cancelling the week, we decided to make the entire week virtual - the hackathon, the dinners, the events, and all. (We’re going to let you in on a little secret up front - the week was a resounding success)
We wrote this blog to share with you how we planned the week, what our hackathon schedule looked like, and what went well/didn’t go too well.
Our very first step was pulling together a planning team for the hackathon. Taking the team off their projects for a week seemed like a difficult and potentially costly task, so the planning team started the conversation around the hackathon by clearly stating our objectives for the week. Our objectives were focused on solidifying team culture, chipping away at tech debt, and building technology that would be useful to our clients.
Next, we brainstormed what kinds of projects we would like to see come from the hackathon. We had a list of suggested projects to work on that we would share with the team to get their creative juices flowing, but also ground them to our objectives. We wanted to be sure the projects that were developed that week could be used long past the hackathon. To further push towards the company’s higher goals, we decided to organize the prizes around different categories. There would be a winner for the hack that saved us the most time, that best reduced our tech debt, that would make our clients smile, and so on. We had five categories in total, and there would be a winner in each category. Creating these categories allowed the planning team to guide the hackathon projects without dictating what the projects needed to be.
Then, we decided on the structure for the hackathon teams. Since we have a smaller team of about 35 employees, we chose to have cross-functional teams. We had Modonauts from marketing, development, product, etc all working on the same hackathon project from different angles. We ended up with 6 different project teams with anywhere from 3 to 10 people on a team. We did not allow Modonauts to be on multiple project teams for a couple of reasons: 1. We wanted them to focus on one project at a time, and 2. Our voting survey would be skewed if they were on more than one team.
After the planning team made our decisions on objectives, winning categories, and project size, we wrote it all down, and shared the virtual hackathon idea with the entire team in a Zoom meeting about six weeks before the start of the hackathon.
Once the hackathon planning team decided we were having a virtual hackathon for ModoWeek, the real fun began.
This is where the virtual aspect of the week really came into play. We had to ensure everyone was focused on and excited about their hackathon projects for the entire week.
We did this by:
The week itself began on Monday morning with a 1.5 hour long kickoff meeting and ended on Friday afternoon with demo day. Here is an example of what our week looked like:
Monday |
Tuesday |
Wednesday |
Thursday |
Friday |
10 - 11:30 AM Kickoff Meeting |
10 AM Kickoff Meeting |
10 AM Kickoff Meeting |
10 AM Kickoff Meeting |
10AM - 1PM Demo Day |
4 PM Recap Meeting |
4 PM Recap Meeting |
4 PM Recap Meeting |
4 PM Recap Meeting |
|
5:30 PM Virtual Dinner |
5 PM Virtual Happy Hour |
5 PM Virtual Event |
We blocked off 3 hours for demo day. This included presentations, a short wrap up message, and the announcement of the winners.
Each team had 15 minutes to demo and 10 minutes for Q&A from the rest of the team. We were strict on time because we had 6 teams demoing. 6 teams x 25 minutes = 2.5 hours of demo time out of our 3 hour meeting. We allowed teams to use whatever presentation tools and structure they wanted as long as they stayed within their time.
Once all of the teams finished their demos, we sent out a SurveyMonkey asking each Modonaut to rank the other teams against each of the categories we decided on before the hackathon began. They were not allowed to vote for their own team. Using those survey results, we determined the winner of each of the five categories and announced them to the team.
At the end of the week, we ended up with six projects that either will be used with clients/prospects, added efficiencies to our processes, or furthered our tech stack. None of this work was throwaway, and we are so proud of our team for all they got done in one week of focused, purposeful work.
We loved how the hackathon turned out, but not everything was smooth sailing. We want to share with you what worked well and didn’t work well throughout the week.
The Good
The Not So Good
One last piece of advice from us - follow up is everything. The work that was done during the hackathon was phenomenal, but the real value comes from what comes of those projects after the week is over. Setting those objectives up front when you’re planning the hackathon is going to help you ensure the projects can be continued on past demo day.
We’d be happy to chat with you about how we ran our hackathon, and brainstorm what might work best for your company. Let us know if you have any tips to add to this article once you’ve completed yours! We’d love to hear from you.