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Workshop Preparation

The document provides guidance for preparing and running an effective workshop. It outlines key considerations for the preparation phase including discussing aims and agenda with stakeholders, deciding on a timeline and participant roles, and addressing any logistical concerns. During the workshop, it recommends welcoming participants, reviewing goals and agenda, maintaining focus through timeboxing, and capturing action items and decisions. Follow up includes distributing notes and action lists and ensuring any tasks are completed.

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sally.hopper
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32 views1 page

Workshop Preparation

The document provides guidance for preparing and running an effective workshop. It outlines key considerations for the preparation phase including discussing aims and agenda with stakeholders, deciding on a timeline and participant roles, and addressing any logistical concerns. During the workshop, it recommends welcoming participants, reviewing goals and agenda, maintaining focus through timeboxing, and capturing action items and decisions. Follow up includes distributing notes and action lists and ensuring any tasks are completed.

Uploaded by

sally.hopper
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Workshop - considerations

Preparation

1. Discuss the aims and agenda for the workshop with the sponsor / person who requested it / key stakeholder
2. Decide rough time-boxes, who will present, ….
3. Confirm who the participants are
4. If time, check in with all attendees
a. Where are they (time zone)?
b. What are their goals for the workshop?
c. Will they want to present?
d. What constraints do they have?
i. IT limitations?
1. E.g. Check they can access the virtual whiteboard if you will use it
ii. Care responsibilities?
iii. Require any particular breaks?
iv. Any personal issues?
5. Raise any conflicting goals to the sponsor / person who requested the workshop and
come up with a plan for how to manage
6. Decide if you need, and if yes, set up a virtual whiteboard (Expleo doesn’t have a
license. Teams has a simple one:

Before it starts

1. Give your self at least 10 mins to review what you hope will happen and check you
have all the artefacts you may need ready, check for any last minute messages

Running the Workshop

1. Welcome everyone and thank them for coming


2. Make the Aim of Workshop clear
3. Do introductions if people don’t know each other
4. Agenda – agree at beginning with everyone
5. Timebox the agenda items - agree at beginning with everyone
6. Workshop rules:
a. Only one person speaks at a time
b. No one to speak for more than 5 mins, unless they are a presenter
c. Items that are not resolved within the timebox are moved to the ‘Parking Lot’ and revisited at the end of the
workshop
7. Share the url for the whiteboard – if using
8. Maintain the following
a. Actions list
b. Parking lot
c. Decision list
9. Make sure everyone contributes
10. Reserve some time at the end to review the lists, make any corrections and additions
11. Decide next steps, if more than on the Actions list
a. E.g. DoNM
12. Thank everyone for participating

After the Workshop

1. Send out:
a. Any notes
b. Link to virtual whiteboard
c. Actions list
d. Next Steps
2. Follow-up and check the actions get done

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