The most common reason idea campaigns produce mediocre results is not a bad question. It is the wrong audience. Either too broad (everyone is invited, most people feel it does not apply to them) or too narrow (the five people invited already talk to each other every day and will surface the same ideas they would have had without a campaign).
This worksheet helps you decide who should be involved before you launch.
Why the Audience Matters More Than the Question
A great challenge question sent to the wrong people produces mediocre ideas. A decent question sent to exactly the right people produces gold. The reason is simple: the people closest to the problem have the most useful ideas about it. And they are often not the people you would invite by default.
Think about your last campaign. Who participated? Probably the usual suspects. The people who always engage, the team leads, the innovation champions. But what about the operator on the evening shift who has done the job for 14 years? The customer service rep who hears the same complaint every day? The logistics coordinator who reroutes deliveries around the same bottleneck every week?
Those are the people whose ideas you actually need. Audience planning is about making sure they are included.
The Four Audience Types
Every campaign audience is a combination of four types.
Direct experts. People who work on the problem every day. They know the details, the workarounds, the history. Their ideas tend to be specific, practical, and implementable. Risk: they may be too close to the problem to see unconventional solutions.
Adjacent experts. People who work in related areas but not directly on the problem. They see patterns that direct experts miss. A packaging line operator may have insight into a quality problem on the assembly line because they see the downstream effects. Their ideas tend to be more cross-functional and sometimes more creative.
Fresh eyes. People with no direct connection to the problem. New hires, people from entirely different departments, interns. They ask the obvious questions everyone else stopped asking years ago. Their ideas are sometimes naive, sometimes brilliant. Either way, they challenge assumptions.
Decision-makers. The people who will approve or reject the ideas. Including them in the campaign (not as evaluators, but as participants) gives them buy-in and reduces the risk of ideas being dismissed at review.
A strong campaign audience includes at least two of these types. The ideal mix for most campaigns is roughly 60 percent direct experts, 25 percent adjacent experts, and 15 percent fresh eyes. Decision-makers can fall into any of these categories.
The Audience Planning Worksheet
Fill this in before you launch your campaign.
1. Who is closest to this problem? List the specific roles, teams, or individuals who deal with this issue daily. Be specific. Not "the operations team" but "Line 2 operators on first and second shift."
2. Who sees the downstream effects? When this problem occurs, who else is affected? Who has to work around it? These people often have perspectives the core team lacks.
3. Who has solved something similar? Has another department, facility, or team dealt with a comparable challenge? Their experience may be transferable.
4. Who would surprise you? Is there someone outside the obvious circle who might see this differently? A new hire, a customer-facing role, a completely different function?
5. Who needs to be on board with the outcome? If you do not include them now, you will need to convince them later. Sometimes it is easier to make them part of the process.
6. What is your target participant count? For a focused campaign, 15 to 40 participants is optimal. Enough diversity to generate different perspectives, small enough that people feel their contribution matters. For broader campaigns, 50 to 200 works if you have strong enough communication to keep people engaged.
Open vs. Targeted Campaigns
The default impulse is to invite everyone. "The more people, the more ideas, right?" Not necessarily. Open campaigns (whole organisation invited) produce high volume but lower relevance. Targeted campaigns (specific people invited) produce lower volume but higher quality.
Use an open campaign when the challenge is genuinely cross-functional and anyone in the organisation could have a useful perspective. Use a targeted campaign when the challenge is specific to an area, function, or location.
Most campaigns should be targeted. If you are unsure, start targeted. You can always expand later.
How to Estimate Volume
A rough rule of thumb: expect 30 to 50 percent of invited participants to submit at least one idea. Of those, expect an average of 1.5 ideas per participant. So if you invite 40 people, expect 12 to 20 participants submitting 18 to 30 ideas.
If you need more ideas, expand the audience. If you need better ideas, narrow the audience and sharpen the question.
Related Guides
- How to Write an Idea Challenge That Actually Gets Relevant Ideas
- Your First Idea Challenge: From Question to Decision in 10 Days
- The Communication Template Pack: 4 Emails Every Campaign Needs
- How to Get Frontline Workers to Share Ideas
→ See our full comparison of the 10 best idea management tools
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