06 SET UP AND MAINTAIN
Are the environment and atmosphere serving the workshop?

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This is not a simple step but a broad set of considerations.

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When going to the workshop, keep in mind that you might be making first impressions on the way. So, set up the right attitude before you reach the place. Take everything you need with you (from your checklist) and be early! You never know what's coming at you and taking extra time. Hopefully nothing unexpected, because there are a few things to do already:

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- Check the place and possible technique you are planning to use (does it work?)

- Place the furniture how you need it during the workshop (do you need more chairs?)

- Have your material in a place where you can easily access it when needed

- Set the servings nicely, with adequate plates, cups, napkins, tools etc.

  Make sure you can easily fill water, coffee, tea etc. (milk and sugar?)

- Set the lighting, and perhaps music, and air out if possible

- Write or place the purpose and agenda to a visible place

- Set what is needed for documenting: taking notes and pictures, recording

- Admire the set and put a smile on your face

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You're ready for the participants and the workshop! But this step is not over until the last participant has left the room. As a facilitator, your job is to take care of the flow of the workshop.

 

Following the plan you made is one thing, but balancing with the environment and energy is something you cannot plan. This means observing and adapting, which sometimes means differing from your plan. Trust yourself on this one.

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This goes for timing - trust the atmosphere over a clock and don't hesitate to end an exercise before the time is up if people seem to stop contributing. A clear sign of this is if they start chatting about other things.

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If the energy levels seem low, do something (for instance, check out Mind Breaks, or energizers for Creating Comfort). Often, simply having a break and getting some fresh air is magic. Especially if the room is small or the crowd is big, make sure to get air by opening a window/door or by stepping outside every once in a while.

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Is the music on? Is it too loud?

Is there enough water?

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Are people content and contributing? If someone seems a bit off, approach them nicely and try to find out what you could do to make them feel better.

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Be considerate with documenting, especially when taking pictures or recording. Do not intervene exercises but wait for the right moment to go take pictures. If someone is not at ease in front of a camera, take it into account.

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Keep updating the agenda throughout the workshop, for instance by crossing over the parts that are done, so that everyone is aware of the process.

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07 OPENING AND INSTRUCTING

How to get a good start for your workshop and its activities?

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However simple this step might be, it is a highly important one as it can affect the whole workshop and its outcome.

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Welcome the participants with a smile, introduce yourself (and your documenter if you have one). Present the purpose and the agenda of the workshop so that people know what to expect. Point where this is written so that people will find it later.

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Be clear in your communication, not only in the beginning but every time you instruct activities. Repetition can be needed. Ask people if they have understood what is happening and if they have questions.

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08 CLOSING AND DISCUSSION

How to end the workshop and activities?

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A crucial part of co-creation is sharing.

 

After different exercises this means discussing different ideas and findings.

 

In the end of the workshop, it is important to save a few minutes for discussion. It is a good opportunity to wrap up the work for everyone to know what was done and how they contributed. Make sure to thank the participants and respond to their questions or comments.

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Feedback is valuable. For collecting it, use our feedback form from the Library of Templates or make your own.

 

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There was your workshop but the work ain't over! Follow the final steps 9 and 10 to finish up the process AFTER THE WORKSHOP.

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