Workshopping like an action hero ??

Have you ever been in the position of being asked to organise a meeting or workshop? This is a cheeky rhetorical question ?? Most of us have.?

The request pops into your world, your stress begins ?? Where do you start, who do you start with, what do you do to get them to an outcome … wait, have you even been given an expected outcome!?

Picture the scene – in 2 weeks you are bringing a group of senior leadership people together. In person. Each person will be coming with their business unit’s baggage as well as their individual dietary requirements. And you haven’t even booked a room, sent the invite or had time to plan the session!

Where to start

Do you challenge the attendee list? Surely you want to confirm that the right people will be in the room for the discussion? Do you reach out in advance to understand each person’s perspective and learn their expectations? Or is catering paramount?

Often it is easy to accept the list of attendees and hope for the best. There is only one single finite metric that you will be battling when you bring people together, and that is time. It is worth pushing back to ensure the right people are included in the attendees. When the time comes people will want to feel like they are contributing towards a focus that is of interest and that they will have an impact.

We find that spending time to understand how the focus does and/or will impact people will make a significant difference when they come into the space. A question to consider is how might you understand where people are at so that they come into the space of your gathering primed and ready to go.

Some tips ??:

• Send out a survey in advance. Also include your details so people can get in touch with you if they have any concerns or further questions. The survey should be designed as a provocateur, it should help you understand their expectations and contribution.
• Consider reaching out to the VIP’s to introduce yourself and answer any questions.?
• Share the agenda and objectives in advance so people know what will be covered and how to prepare.
• If running a remote session how can you ensure people feel confident using the tools?
• Confirm attendees in advance. We can’t stress this enough. People are notorious at not accepting calendar invites, turning up late/ leaving early. Or announcing just prior to the meeting they will be attending remotely – this has become post-COVID trend.

Plan, plan, and plan!

This in itself is worthy of a deep-dive. There is a heck of a lot of magic and a fair bit of method. What we can tell you is that you need to think of three things when planning any type of gathering: hold, set, land – think of the image of the bus from Speed clumsily landing back on the road. The road being the unknowns revealed during a conversation:

1. ?? Set the environment for a conversation. Think of context and mindset. You are creating a space for open and honest conversation. A conversation has a scope and it has a desired outcome/s. Make sure people are clear on these things. Also consider ways you can make people feel present as well as building trust. Something we like to do is guide people through a quick meditation. For example, invite people to close their eyes and ask them to take three deep-breaths. Do it now, you’ll feel fabulous after.
2. ???♀? Hold the space for conversation. This is very dependent on time and the number of people. A conversation needs time to breathe. You want to make sure everyone has the opportunity to participate. A good Facilitator is like a conductor. You need to help keep people on topic, in time, and together.
3. ?? Land “the bus”. From our experience there is only one type of gathering that doesn't require an outcome. That is when you come together to share information. Even here people will want to know what comes next. Plan your gathering so there are next steps: people attached to achievable actions, set to a timely schedule. Note the word ‘achievable’.?

Your gathering begins

Prepare the room. You want the space to be as intentional as your agenda. Think about where people will sit. Plan ahead for any tensions, for example test the tech if you have a presentation deck. Anything that could trip you up should trip you up before people join you.

People are inevitably late. Include some buffer time in your agenda. Our philosophy is to respect the people in the room. You can spend the time helping latecomers to catch up once things are moving. We once worked with a Facilitator who would lock the door once the meeting started. I am not suggesting this is a good approach. Use common sense, talk to people in the room. Even though you are the Facilitator, you are still part of the group. The group are the stars of the production.?

Be flexible. Things will change during the course of the conversation. You have to be present and operating in real-time. The framework of a conversation you design should give you freedom. It should not be an anchor. A seasoned Facilitator will be able to guide the conversation during the tricky parts. It is here where the most interesting insights emerge.

Where to next

Landing or closing a workshop is key. You want people leaving the space energised not exhausted. Be in control of how and when the meeting ends. Don’t let it fizzle out, or go over time allowing people to leave before you’ve had time to reflect and discuss next steps.

Keep momentum. You want people to leave with a sense of confidence and a commitment to actions. People want to have set expectations on their role and contribution. A great activity we run is called Who, What, When. A traditional RACI is usually overkill. Our version is simple, the title of the activity clearly states the three questions. This should be designed to be built into your meeting or sprint rhythm.

In summary

Some key points to remember for your next work gathering:

• Prep attendees in advance. What needs to be true to meet them where they are at? How can you manage expectations?
• Structure gathering to encourage divergent and convergent thinking. You want to set the context to create a scope for people to explore.
• Be flexible with your structure! A framework gives you freedom.
• Be intentional how you land the metaphorical bus. People need to understand their ongoing role and contribution.
• Finally, keep momentum. Don’t let actions fade to grey!

What would you like to hear more of, or for me to deep dive on in regard to the world of workshop design and facilitation?

My name is Dan, I run an innovation and strategy consultancy called More Space For Light. We specialise in the design and facilitation of workshop programs. Human-Centered Design is at the core of what we do.??

Get in touch for help with a challenge related to strategy, a product or service experience, or how to connect with your customers and stakeholders. Let’s start by scheduling a 20 min call to discuss.