A workshop is a dynamic process based on the active participation of the participants, and it is important to understand that you cannot prepare for everything that will happen. As a facilitator, your job is to create an environment where people want to contribute, but you cannot force anyone to participate.
Instead, it’s about making it easier for the participants to feel safe and inspired, which is often the key to success when running a workshop.
Start up the creative thinking
A common misconception is that creativity should flow immediately, but for many, a certain “starting distance” is required – especially if you are not used to participating in creative workshops. Therefore, it is important to include several “start-up exercises” that help the participants get to know each other and to dare to be creative in an easy and forgiving way. Building security in the group is crucial. Skipping this part can make it difficult to repair that dynamic later. At the same time, it is important not to spend too much time on activities that feel irrelevant. A good balance is to choose exercises similar to what will be done later, but with “pretend questions” to warm up creativity.
Create will to participate
Another important aspect to keep in mind is that much of the success of the workshop is about the feeling created. It is easy to believe that once participants understand the problem, they will automatically be creative. But the desire to contribute is at least as important as the ability, and therefore it is important to make the challenge both inspiring and engaging.
Keep track of the energy
As a facilitator, your task is also to keep track of the energy levels. Move forward at a reasonable pace and make sure the group stays focused. Your energy and body language matter a lot – smiling and being clear, no matter how simple or ridiculous it sounds, can really lift the mood. It’s also worth noting that not everything has to come together perfectly during a workshop. If something doesn’t work or the energy drops drastically, don’t hesitate to break away and do something else. It is often better to be transparent and admit when something is not working than to get stuck in what is not moving forward.
Write down the most important things!
Another central responsibility for you as a facilitator is to ensure that the work is properly documented. A workshop where a lot is talked about but little is written down can lead to ideas disappearing and follow-up difficult. Here it is helpful to have prepared templates with simple, clear questions for the groups to fill in. You may need to regularly remind them to take notes and document their discussions, so that nothing is lost.
Sharing
In addition to contributing to creativity, it is also important to give time to create consensus and understand each other’s thoughts. Participants who leave a workshop without having heard others’ ideas may feel distanced from the process. Therefore, you should create space for the participants to be able to listen to each other and arrive at a common picture of what was discussed.
Finish strong
Last but not least, it is important to tie the sack at the end of the workshop. Summarize what has been achieved, thank the participants for their contribution and be clear about what happens next. Leaving a workshop without knowing what the next step is or who is in charge can leave a feeling of emptiness and uncertainty about what has been achieved. By ending with a brief summary and a clear plan for what’s next, you create a sense of purpose and context.
A well-executed workshop is not only about understanding the problem, but just as much about creating an inspiring and safe environment where the participants feel heard and motivated to contribute.
A Workshop layout
Here is a draft of a workshop layout that creates a structured but flexible process and with the goal of encouraging participants to feel safe and inspired to contribute creative ideas. Through a mixture of warm-up exercises, brainstorming and consensus building, a common picture of the challenge is built, while at the same time we aim to come up with solutions. The role of the facilitator is to create the right conditions for the group, keep the energy up and ensure that discussions are documented.
the workshop setup is 3.5 hours but can be used for up to 1 full day depending on how many exercises are done and how much inspirational elements are included.
1. Welcome and introduction
Time: 30 minutes
- Welcome and purpose briefing
Introduce the participants to the purpose and goal of the workshop, as well as an overview of what the day will look like. - Starting-exercises to build confidence and creativity
Start with short, playful exercises that allow participants to get to know each other and get into a creative mindset. These exercises should be simple and without risk, but feel free to remind of the activities that come later in the workshop.
2. Immersion and focus on the challenge
Time: 45 minutes
- Present the real challenge
Go through today’s main question and give a brief background. Here it is about clarifying what is to be discussed and how it connects to the workshop’s goals.
Example purpose: “Today we will find ways to improve our customer service experience” - Describe the challenge as a clear “how” question
It is important that the question that will start the participants’ thinking and brainstorming is formulated extremely clearly so that it will be easy to start discussing and coming up with ideas.
Example: “How can we be recognized for having the best customer service?”
3. Idea generation and creativity
Time: 90-120 minutes
- Idea generation in groups
Divide the participants into smaller groups of a maximum of 5 people and let them start brainstorming ideas around the problem. It is important not to judge ideas immediately. Encourage an environment where all suggestions are welcome, and use creative methods to stimulate new thinking.
Example: Use methods to trigger new ideas.
The facilitator should circulate between the groups and encourage creativity, while keeping an eye on energy levels and mood. - Documentation of ideas
Provide the groups with prepared templates with clear and simple questions to ensure that the ideas are documented. Regularly remind the groups to write down their thoughts and ideas in the templates. - Two to three sessions
Feel free to use 2-3 different questions with different methods to create variety. at least 20 min per question. Extend the time if the participants are not used to the method before to exemplify how they should do it. - Time management and energy monitoring
Keep track of energy levels during work. If the mood starts to fade, include a short energizing break exercise to keep the group focused. - Concretization and prioritization
Let the participants choose together which ideas are most interesting to develop further.
The facilitator can help structure the discussions by highlighting relevant factors such as time, resources and feasibility.
4. Reflection and consensus
Time: 30-40 minutes
- Presentation of ideas
Each group presents its ideas to the rest of the participants. This creates a sense of community and allows everyone to see the big picture of what has emerged.
The facilitator should ask follow-up questions and ensure there is consensus around the ideas, without judging or rejecting suggestions at this stage. - Plan for action
Discuss how you will take the selected ideas further. Here, it is important to clearly establish who takes responsibility for follow-up and the next step. Document this and make sure it is clear to everyone what happens after the workshop.
5. Summary and conclusion
Time: 15 minutes
- Summary of the workshop
The facilitator summarizes what has been discussed and what decisions have been made. Highlight the most important ideas and remind participants what will happen next.
Example: “Today we have developed several exciting solutions on how we can improve our customer service, and now we are moving forward with idea X and Y. Maria is responsible for the next step and we will get back to you within two weeks.” - Thank you and closing
Thank the participants for their effort and commitment. End on a positive note that reinforces the feeling that something concrete has been achieved.
Checklist for carrying out the workshop
To ensure your workshop is effective and engaging, follow this checklist during implementation:
1. Introduction and presentation
- Clarify purpose and goals from the start
Make it clear to the participants why they are there and what you are going to achieve.
Clearly explain the agenda and how you will work together. - Introduce exercises in a clear way
Give clear instructions for each exercise or activity.
Make sure everyone understands what to do and the purpose of the exercise.
Example: “Now we are going to brainstorm ideas in groups of three, use post-its for each idea and write as concisely as possible. You have 15 minutes.”
2. Keep track of energy and commitment
- Monitor energy levels continuously
Keep attention on the group’s focus and energy level.
If energy is low, include a short break or an energy-boosting exercise (for example, a stretch break or light discussion). - Adjust the pace if necessary
Be flexible with the time for different activities. If something drags on or the participants lose focus, break and move on.
Don’t be afraid to change the agenda if necessary.
3. Documentation and follow-up of discussions
- Make sure the participants write down what is said
Remind the groups to record their ideas and discussions, either in prepared templates or directly on whiteboards/post-its.
Check that the documentation is clear and easy to follow up after the workshop.
Example: “Remember to write down your thoughts, it is important that we have everything documented for follow-up.” - Use prepared templates
Distribute templates with questions and structures that help participants document in a consistent manner.
Follow up during the exercises to ensure that all groups complete these correctly.
4. Promote consensus and participation
- Allow time for reflection and discussion
After each major moment or group discussion, let participants reflect and share their thoughts.
Ensure that everyone has the opportunity to be heard and that everyone feels that they have contributed. - Create space for feedback and consensus
Encourage participants to listen to each other’s ideas and build on each other’s insights. This creates commitment and consensus around the result.
5. Conclusion and summary
- ”Close the bag” and add up
Make a clear and concise summary of today’s work and results. Summarize the main ideas and decisions.
Highlight progress and remind participants that their work matters. - Clarify next steps and responsibilities
Inform about what happens after the workshop and who is responsible for what.
This gives the participants security that their contribution will be taken forward and gives them a clear feeling that the work is meaningful.
Example: “Now we take your ideas and compile them, Maria will follow up with the next step within a week.” - Thank the participants and end on a positive note
Thank everyone for their time and commitment. End on a positive and encouraging note.
6. Deal with the unexpected
- Be flexible and adaptable
If something doesn’t work, be transparent and quickly change focus. Dare to skip or reorganize if energy or participation wanes.
Example: “We see that this exercise is not quite working, so we move on to the next step and adjust accordingly.”
Summary
By following this checklist during the workshop, you as a facilitator can ensure that the participants feel engaged, that all ideas are documented and that the energy is kept at a good level. The end is just as important as the start – make sure everyone feels included and clearly informed about what happens after the workshop.
