Design Workshops That Deliver Tangible Results

Over the years, I’ve attended countless workshops, brainstorming sessions, and meetings. Some were productive, but many lacked a clear purpose, led to uncertain outcomes, and had minimal follow-up. This common challenge inspired me to rethink the way workshops are designed and facilitated.

Through my experience in journalism, design thinking, and participatory leadership, I’ve developed a system to create user-centric workshops that provide a collaborative space for collective intelligence to flourish, surface great ideas, and, most importantly, deliver concrete, actionable outcomes.

In the past six years, I’ve refined this method through regular workshops—both onsite and online—with teams across Europe. One valuable lesson I’ve learnt is that teams collaborate most effectively when they feel safe, listened to, and can bring an element of fun into the process. It’s in these environments that creativity thrives and strategic solutions emerge. However, to ensure that a workshop delivers clarity and translates into meaningful action—such as clear next steps or strategic initiatives—the design and preparation phase is critical.

The 6 W’s Co-Design Framework for Effective Workshops

To design impactful workshops, I’ve adapted the 6 W’s system from journalism, placing co-creation at the core of the process.

Originally used to gather and verify information, the 6 W’s—Why, Who, What, Where, When, and How—now serve as the foundation for creating workshops that are interactive, goal-driven, and most importantly, user-centric.

By co-designing the workshop with both the client and participants, I ensure that the session meets expectations, delivers tangible results, and creates meaningful experiences. During the design phase, I conduct interviews with the client, offer participants the opportunity to have an active role in shaping the program and undertake user research to fully understand the participants' needs, motivations, and challenges.

Here’s how each of the 6 W's plays a pivotal role in this process:

1. Start with the Why - Purpose

Every successful workshop begins with a well-defined purpose. Why are you conducting this session? What are the goals driving it? Without a clear "why," workshops often turn into vague discussions, lacking direction or measurable outcomes.

For me, the first and most crucial step is to ensure that the purpose is clear. Whether the objective is to align teams, solve a specific problem, or generate fresh ideas, clarifying the purpose from the outset sets the stage for tangible results. A strong “why” ensures that participants are aligned with the workshop’s mission from the very beginning.

2. Understand Your Who - Empathy

The next critical step is understanding your audience. Who will be in the room or virtual space? What are their pain points, motivations, and expectations? Conducting research and taking time to empathise with participants is central to my process. By tapping into their experiences and goals, I ensure the workshop resonates with them on a deeper level.

This user-centric approach, borrowed from design thinking, helps tailor the workshop to meet participants' specific needs. It turns a generic session into a meaningful experience, creating an environment where participants are more engaged and open to contributing.

3. Define What You Want to Achieve - Objectives

Once you understand your "who," it’s essential to clarify what you want to achieve. What are the desired outcomes? Without specific, measurable objectives, participants may leave the session feeling that the workshop was unfocused or that their time wasn’t well-spent.

Whether the goal is to create a strategic plan, brainstorm innovative ideas, or foster collaboration, I always work with the client to set clear and achievable objectives to guide the session. These objectives help maintain focus and ensure that discussions remain productive. Moreover, they make it easier to assess the workshop’s success afterward, allowing for better follow-up and implementation.

4. Craft the How – Create a Memorable Experience

The how is where the design magic truly happens. It begins with the first invitation participants receive and extends to the follow-up after the workshop. Each touchpoint along this journey is crucial in shaping their overall experience. How will participants interact with each other? How can we create an environment that makes them feel safe enough to actively participate? How will they engage with the material and interact with one another? To spark creative thinking and collaboration, I design workshops around several core principles:

• Co-Creation: The workshop is shaped by the input of both the client and participants, ensuring it addresses their real needs and challenges.
• User-Centricity: The participants’ experience is always at the forefront. Every activity is designed to contribute to a broader, meaningful goal that aligns with their objectives.
• Collaboration: I foster environments where participants are encouraged to share ideas, build on each other's contributions, and work together. Collaboration is the key to unlocking the collective intelligence of the group.
• Experimentation: I embrace new formats and innovative techniques. Some of the most creative solutions emerge from workshops that aren’t afraid to break away from traditional methods and try something different.

By focusing on creating an engaging and collaborative atmosphere, participants stay active and invested throughout the session. More importantly, they leave with actionable strategies and concrete next steps they can implement immediately.

5. Consider the Where – Onsite or Online? How is the space organised?

The venue plays a significant role in shaping the workshop experience. Whether onsite or online, the space should support creativity and collaboration.

For onsite workshops, I recommend choosing a flexible space where furniture can be rearranged to foster interaction. Ideally, participants should be able to sit in circles or groups, allowing for open dialogue and idea sharing. For virtual sessions, it’s crucial to select a platform that supports seamless communication and collaboration—enabling participants to engage without technical barriers.

The space, whether physical or digital, should feel comfortable, inclusive, and conducive to creative thinking. A well-designed environment can elevate the workshop experience and enhance participant engagement.

6. Timing is Everything – The When

Finally, when matters. Timing is key to maintaining energy and focus. A well-designed workshop flow keeps participants engaged without overwhelming them. I plan sessions that allow for breaks, thoughtful discussions, and moments for reflection.

Managing the workshop’s pace ensures that participants remain energised and attentive. It’s essential to strike a balance between structure and flexibility—allowing the conversation to flow while ensuring that the session doesn’t lose focus. A well-timed workshop leads to better participation and ensures that everyone leaves feeling accomplished and clear about the next steps.

In conclusion, designing a workshop that leads to tangible results is something I've refined through years of trial, learning, and experience. The 6 W’s Co-Design Framework is the approach that has worked best for me, allowing me to create workshops that are interactive, user-centric, and focused on real outcomes.

What I've found is that when workshops are co-created with both clients and participants, and when we take the time to understand the "why" and the "who," the sessions become more meaningful. It's in those collaborative spaces—where participants feel safe, heard, and encouraged to play—that the best ideas and solutions often emerge.

This strategy is a result of what I’ve learnt along the way: the importance of preparation, the power of empathy, and the impact of a well-structured, engaging process.