In 2023, I wrote what I wished I’d known about facilitating workshops. But it’s such a big topic, and something I’ve done so much of, that I had to leave a lot out. So, a little belatedly, here’s part two.
Consider a pre-task
Is there something that relates to the problem at hand you can ask participants to think about beforehand and come to the workshop armed with an example to share with the group? Like, ‘Think of a brand that went international, without losing its cultural roots’. It’s a great icebreaker and can encourage people to give some thought to the topic beforehand. BUT, it can feel like an exam question for some people, especially if there’s a huge mix of experience and seniority attending. Save it for workshops where all the participants know each other and the organisational culture isn’t judgey.
Set the tone with introductions
Keep it light and friendly and start with yourself, using an easy-to-follow format like “I’m Gemma, I’m a brand strategist at XYZ agency and your workshop facilitator for today”. Then everyone knows that they just need to share first name, job title and a tiny bit of context. Next, you need an ‘excuse’ why someone has to go next after you. Back when I had MRS focus group moderation training, ‘I always start on my left, so I’m afraid that’s you today’ was suggested and it’s one that’s worked well for me.
Make expectations clear and reassuring
There’s a chance that some of your participants won’t have taken part in a workshop before. In your preamble, give them an idea of what to expect, timings, if there’s going to be group work and the kind of contributions you’re looking for. Basically, reassure them that they’ve got an interesting few hours ahead of them, in a judgement-free zone where everyone’s contribution is useful and valued. It’s old-school, but I like to say we’re in Green Light thinking mode now, where there are no wrong answers, but we might move into Amber thinking later on, when we need to narrow down our thoughts.
Encourage participation
As facilitator, one of your jobs is to make sure that everyone has a chance to contribute and that the loudest voices don’t dominate the room. We’re trying to extract as much knowledge, understanding and insight from the room as possible, and guide them towards a possible solution, and to do that, we need to manage the group. Focus group moderation experience comes in very handy here, but binge-watching Dr Orna on Couples Therapy will help! Basically, you want to reinforce positive contributions, while making sure that everyone is brought into the conversation and stopping people who like the sound of their own voice from dominating proceedings.
Match activities to the group and culture
Uncomfortable, anxious people won’t want to participate or contribute. If you know you’re dealing with a traditional, hierarchical culture, or just a tricky one, keep things simple and avoid anything that could push people out of their comfort zone or feel too silly or childish. There’s a time and place for Lego models and role play. I once ran a workshop for an insurance company where sticking post-its to the windows was the most radical thing most of the participants had done in years working there. Get some intel on the organisational culture before you start working on your agenda and activities and plan accordingly.
Workshops are all about preparation, both practical and political. Get both right and you’re much more likely to succeed.