How to Achieve a Productive Workshop?
Workshops can get pretty frustrating when things go awry, so what alternatives or tips can you use to avoid such a situation and also boost the productivity of a workshop?
1. Bring in a facilitator
A facilitator is a neutral party who guides a team through the workshop process but abstains from participating directly. They facilitate how the workshop will proceed, who will speak, for what length of time, when the group will move on, and so forth. The facilitator supports the group in reaching a final decision, either by facilitating consensus through group decision-making or by directing the outcome to a designated decision-maker.
2. Bring in a decision-maker
Even if a workshop team will rely on group decision-making, it is still important to have a decision-maker. There are often ambiguous moments in workshops where opinions are split in a perfect tie or it's difficult to come to a decision. This is when a decision-maker steps in. Decision-makers will make a choice when it matters or to settle a difference of opinion and will be accountable for that decision.
3. Set expectations
Setting expectations is crucial and it's best to do it at the beginning of a workshop so you are aware of what each member wants to get out of the workshop. Members will feel left out or disconnected from the workshop if expectations aren't managed. By allowing them to voice their expectations and how they feel, the facilitator can take these expectations into account, manage the process and guide the group, which will make them feel more comfortable.
4. Work alone, together
Although a group of people work together during workshops, they do it alone first. Let each member run through exercises by themselves first to come up with their own findings, opinions and ideas. These ideas are subsequently brought together. This method allows everyone to voice their opinion with the same power regardless of personality or status.
5. Prototype everything
A prototype is an idea made tangible. By prototyping, you can examine whether or not an idea will work and ensure that everyone is talking about the same thing
6. Make it anonymous
Most workshop exercises are built around some level of anonymity when it comes to voicing opinions, coming up with ideas, criticising and voting. This creates a safe space for people to come up with ideas and voice their opinions. No one worries about ideas being traced back to them, which increases the chances of success for both the person and the idea.
7. Make it a fast process
Move along quickly through the process: start with ideating, put everything on a board, look at it and start voting for the best solutions. Although this can feel fast or rushed, most of it is productive and qualitative. Spending a lot of time going over the details of ideas will complicate things and decrease the workshop's productivity.
8. Introduce a parking lot
It's inevitable for discussions or topics that don't contribute to the workshop to pop up. Manage these ideas by putting them in a parking lot. This shows people that they are being heard and that their topic or concern will be addressed at some other point in the workshop or afterwards.
9. 80% is good enough
Many tend to postpone a decision until they have 100% certainty (or very close to it). Instead of trying to get things 100% right all the time, take a calculated risk on a stance and validate it so you get results quicker and at a much lower cost. It will pay off.
10. Validation is your way forward
Use validation to manage your risks and check that you're on the right track. Even if the results of a validation show that something isn't working out as it should have, it's still a learning opportunity to find a working alternative.
Now that you're equipped with tips on running a productive workshop, go forth and conquer!