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How can you make team workshops more engaging and fun while still achieving desired outcomes?

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Team workshops are a great way to collaborate, brainstorm, solve problems, and learn from each other. But they can also be boring, tedious, and unproductive if not well designed and facilitated. How can you make team workshops more engaging and fun while still achieving desired outcomes? Here are some tips to help you plan and run effective and enjoyable team workshops.

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Ben Crothers

Principal Facilitator at Bright Pilots, ex-Atlassian, author of Presto Sketching, trainer. I turn creators into leaders.
Aishvarya Gopalakrishnan (She/Her)

Ethnographic Researcher at Commonwealth Bank | Mentor at ADPList | @aishvarya-gopal on Medium

1 Know your purpose

Before you invite your team to a workshop, you need to have a clear idea of what you want to accomplish. What is the main goal or question you want to address? How does it align with your team's vision and objectives? How will you measure the success of the workshop? Having a clear purpose will help you define the scope, duration, agenda, and format of your workshop. It will also help you communicate the value and expectations to your team and get their buy-in.

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Ben Crothers

Principal Facilitator at Bright Pilots, ex-Atlassian, author of Presto Sketching, trainer. I turn creators into leaders.
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A great way to increase engagement is to involve participants in what the workshop should achieve. Crowdsource your agenda, and get some early ideas on *how* your participants would like to achieve which outcomes.

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2 Choose the right format

Depending on your purpose, you may want to choose a different format for your workshop. For example, if you want to generate ideas, you may opt for a brainstorming session. If you want to make decisions, you may use a voting or prioritization technique. If you want to learn something new, you may use a training or coaching approach. Whatever format you choose, make sure it suits your team's needs, preferences, and learning styles. You may also want to mix and match different formats to keep your team engaged and stimulated.

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3 Prepare the materials

Once you have decided on the format, you need to prepare the materials you will need for your workshop. This may include slides, handouts, worksheets, flipcharts, sticky notes, pens, markers, etc. You also need to consider the tools and platforms you will use, especially if your workshop is online. For example, you may use Zoom for video conferencing, Miro for virtual whiteboards, Google Docs for collaborative editing, etc. Make sure you test your materials and tools beforehand and have a backup plan in case of technical issues.

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Ben Crothers

Principal Facilitator at Bright Pilots, ex-Atlassian, author of Presto Sketching, trainer. I turn creators into leaders.
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A great hack I use a lot is to do a quick warm-up with whatever materials/apps you're using, to help get everyone acquainted with them first, and to give you signals (as the facilitator) for who might have trouble accessing and/or using them. For example: if you're using an online collaboration space (e.g. Miro, Mural, Figjam), start with a simple 5-min check-in, and ask everyone to create a sticky note and capture an answer to a simple question, like "What's something new you've learned this week?"

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4 Involve your team

A workshop is not a lecture or a presentation. It is a collaborative and interactive activity that requires the participation and contribution of your team. To make your workshop more engaging and fun, you need to involve your team in various ways. For example, you can ask them to share their opinions, insights, experiences, or questions. You can also ask them to work in pairs or small groups on specific tasks or challenges. You can also use games, icebreakers, quizzes, polls, or surveys to make your workshop more lively and dynamic.

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Aishvarya Gopalakrishnan (She/Her)

Ethnographic Researcher at Commonwealth Bank | Mentor at ADPList | @aishvarya-gopal on Medium
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Workshops can be long and can make some people feel like they are contributing less than the others. A great way encourage everyone to contribute equally is to introduce short time-boxed activities at several points in the workshop. These activities can integrate into your workshop and contribute to the outcomes of it. For instance: if your goal was to understand the end-to-end staff experience of capturing and processing a customer complaint, get each participant to speak about one big problem in that space for 20 seconds and rest of them to vote on it. Use stickers, gifs etc. to make it fun! At the end, you can also invite everyone to form teams to summarise key outcomes and take up one action item; that way they feel involved.

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5 Facilitate the process

As a facilitator, your role is not to tell your team what to do or think, but to guide them through the process and help them achieve the desired outcomes. To do this, you need to use a variety of skills and techniques, such as asking open-ended questions, summarizing key points, clarifying misunderstandings, providing feedback, managing time, resolving conflicts, encouraging creativity, etc. You also need to be flexible and adaptable, as you may need to adjust your plan or approach based on the feedback or situation of your team.

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Ben Crothers

Principal Facilitator at Bright Pilots, ex-Atlassian, author of Presto Sketching, trainer. I turn creators into leaders.
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Something that has helped me a lot to keep your group in the driver's seat is to imagine your workshop like a sports game, and 'call the game' from time to time. Help people be more conscious of how they are spending their time, and how they are tracking toward the intended workshop goals. For example: "Well everyone, we're at the half way point, but we're running behind on the agenda a bit. What would you like to do, to get back on track?", or "It seems like we're circling a bit... It's OK to keep discussing, or we can decide together to mover on. Can I get a show of hands, who wants to move on?"

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6 Follow up and evaluate

The workshop is not over when it ends. You need to follow up and evaluate the results and the feedback of your team. For example, you can send a summary of the workshop, including the main findings, decisions, actions, or next steps. You can also ask your team to fill out a survey or a feedback form to assess the effectiveness and satisfaction of the workshop. You can also schedule a follow-up meeting or session to review the progress or outcomes of the workshop. By following up and evaluating, you can ensure that your workshop has a lasting impact and value for your team.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Ben Crothers

Principal Facilitator at Bright Pilots, ex-Atlassian, author of Presto Sketching, trainer. I turn creators into leaders.
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A big reason why many people disengage from meetings and workshops is because they're too predictable. They're always. The. Same. So, mix it up, and introduce more variety and a bit more spontaneity. For example: say you had an activity where everyone should share a win and a current challenge. Put each participant's name into wheelofnames.com, spin the wheel, and whoever it lands on answers the question.

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How can you make team workshops more engaging and fun while still achieving desired outcomes?

1

2

3

4

5

6

7

1 Know your purpose

2 Choose the right format

3 Prepare the materials

4 Involve your team

5 Facilitate the process

6 Follow up and evaluate

7 Here’s what else to consider

Team Facilitation

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How can you make team workshops more engaging and fun while still achieving desired outcomes?

1

2

3

4

5

6

7

1 Know your purpose

2 Choose the right format

3 Prepare the materials

4 Involve your team

5 Facilitate the process

6 Follow up and evaluate

7 Here’s what else to consider

Team Facilitation

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