Preparing a workshop is a process that requires both clarity and flexibility, but what should you think about when you have been given the task of holding a workshop? How do you get others to want to contribute their ideas? How do you know if it will be good? The uncertainty often creates a nervousness about holding workshops and many refuse instead of learning to get better at it.
Being able to facilitate workshops is a valuable attribute. Here are some experiences on how to think to reduce uncertainty, even though some uncertainty will always be there.
What is a good result?
The first step to creating a successful workshop is setting the right expectations, and this starts with asking the question, “What is a good outcome?” This is a key issue to discuss with both the client and any key people, as it helps clarify what the purpose of the workshop is and what goals are to be achieved.
Is the goal for the participants to be inspired and think in new ways, or is it more important to arrive at concrete solutions and decisions? Sometimes both goals may feel relevant, but trying to focus on both can create uncertainty or split attention. Therefore, it is important to determine from the beginning which direction is most valuable for this particular session and focus on it.
The right level
In order to arrive at the right level and clear goals, it can be valuable to use both “why” and “how” questions in the conversations before the workshop. The “why question” helps identify a higher purpose and create a deeper understanding of the assignment, while the “how question” concretizes how the client sees the solution should be shaped. Clearly understanding the expectations around whether it is an exploratory purpose – where the focus is on gathering ideas and thoughts from everyone – or whether it is about new thinking, where new ideas and innovation are to be created, is crucial to setting the right focus and preventing misunderstandings .
see also method why-how-the lift
Is there anything that needs to be avoided?
Another important aspect is to identify areas that should be avoided during the workshop. Are there sensitive issues that could create conflicts or affect the atmosphere negatively? Or are there subjects that are less relevant to the result you want to achieve? Discussing this in advance can help avoid unpleasant surprises and at the same time reveal any hidden agendas that may exist.
Prepare to 75%
Finally, although preparation is central to the success of the workshop, it is important to realize that you can never prepare everything. People are unpredictable, and leading a workshop is also about being ready to adapt to the dynamics of the room. An important part of the preparations is therefore about creating a positive and energetic atmosphere, where the participants feel safe to share, regardless of whether the topic is creative, challenging or serious. Joy and energy can be the key to capturing people’s attention and getting the best out of every participant. Preparing some extra exercises that would be good if there is time, but which are not necessary for the result also creates a certain security.
A list of what you need to think about before the workshop
Here is a list of preparations for developing solutions or new ideas based on a specific topic or challenge through a structured and engaging workshop. The focus is on either inspiring new thinking or producing concrete results – depending on the expectations.
The set-up is flexible and can be adapted for both creative and goal-oriented workshops.
Preparation (before the workshop)
Time: 1–2 weeks before the workshop
Activities:
- Discuss with the client and ask the question “What is a good result?”
- Clarify whether the focus is on inspiration/innovation or concrete results.
- Use the “why question” to understand the purpose in depth.
- Use “how questions” to clarify how the client envisions the solution.
- Ask if there are substances to be avoided, either because risk of conflict or irrelevance.
- Send an invitation to the participants where the purpose, expectations and focus are clarified, but do not describe what will happen during the workshop.
- If it is a creative workshop – remind that future focus and open mind are important.
- Sometimes the most important thing may be to let the participants know that they don’t need to prepare to feel safe before being creative.
A workshop preparation checklist
To ensure that your workshop is as effective and inspiring as possible, here is a handy checklist to follow during preparation:
Planning and communication
- Clarify the purpose and goal of the workshop
Discuss with the client and clarify whether the focus is on innovative thinking, concrete results or both. - Send out the invitation in good time
State the purpose, expectations and any preparations participants should make.
Enter place, time, agenda and practical information. - Confirm the participant list
Get a clear picture of who is coming, so that the room and the material can be adapted to the number.
Premises and equipment
- Book a spacious and suitable room
Ensure there is enough space for group work and movement.
Check that the room is well ventilated and has access to daylight if possible. - Check technical equipment
Make sure there is a projector, computer, sound system and internet connection if needed.
Have cables and adapters ready. - Prepare suitable furniture
Make sure there are both seating and workspaces for writing and discussion.
Adjust the furniture to create an open and creative atmosphere.
Materials and consumables
- Whiteboards and flipcharts
Make sure whiteboards or flipcharts are available.
Have an extra flip pad or paper if needed for larger brainstorming sessions. - Pens and markers
Provide different types of pens and whiteboard markers in several colors. - Post-its and other writing materials
Make sure there are plenty of post-its in different colors and sizes for brainstorming and brainstorming.
Provide pads and note paper if participants want to write down personal notes.
Mood booster and energy boost
- Select music
Prepare a playlist of inspirational and light music that can be played upon arrival and during breaks. - Arrange coffee and energy boosters
Make sure coffee, tea and water are available.
Stock up on energy-boosting snacks like fruit, nuts and sweets to keep your energy up throughout the day.
Possibly also arrange a light coffee or snack depending on the length of the workshop.
Breaks and exercises
- Schedule breaks with an energy-boosting break exercise
Prepare a short and easy pause exercise to regain focus
Examples: a simple stretching exercise, quick movement break or mindfulness practice to re-energize.
Extra things to prepare
- Name tags or name tags
– If the participants do not know each other, make sure there are name tags or similar. Many forget names after a round of presentations. - Backup material
Always have extra materials on hand (eg pens, paper, post-its) in case you run out during the workshop. - Bring a clock or timer
To keep time during different moments. This can be especially useful during group work and brainstorming sessions. A bell or horn can be good for calling attention in intense conversations.
Documentation of ideas and results
- Plan how you will document ideas and discussions that emerge, for example by photographing whiteboards or notes, or recording certain sessions.
Summary
Planning and conducting a workshop is, in addition to practicality, a balancing act between clarity and flexibility. By clearly clarifying the purpose in advance and setting the right expectations, you can create a session where participants are either inspired to innovate or work towards concrete results. Don’t forget the importance of creating a positive and committed atmosphere where all participants feel safe to contribute – it is one of the most important factors for success.
