Planning & Preparation

Before project work begins, facilitate an activity where participants envision successful completion and plan a team celebration. This exercise surfaces hidden assumptions and builds shared understanding among team members. The act of collectively imagining success strengthens relationships and significantly increases project readiness. This proactive approach ensures alignment and a positive outlook from the outset, paving the way for smoother execution and a more cohesive team.

A perfect workshop can still yield no results if the groundwork isn't laid. The success of your session often hinges on what happens weeks before participants enter the room. Don't mistake flawless facilitation for guaranteed outcomes. Prioritize pre-workshop alignment, stakeholder engagement, and clear objective setting. This foundational work ensures your design addresses the actual problem, making in-room efforts productive and impactful, rather than just well-executed performances.

Lock in one clear outcome by writing a single sentence that finishes "By the end of this session, participants will..." If you need a second sentence, schedule a second session.

Start your agenda design by identifying what you need at the end: What tools, alignment, ideas, or prototypes should emerge? Then select activities that build toward those conclusions.

Hold 30-60 minute conversations with each key stakeholder before the design thinking session. This ensures objectives are clear and aligned before you begin planning your agenda.

A good rule of thumb is to double the time you imagine an individual activity will take. Design activities consistently run longer than expected, especially with larger groups.

Select 7-15 participants with varied skillsets, expertise, attitudes, and tenure. The more points-of-view represented, the more applicable your solutions will be.

Select venues with natural light, comfortable seating, and visible wall space for capturing ideas. Avoid windowless conference rooms that inhibit creative thinking.

Structure workshops with three acts: Act 1 (5 min) opens with a poll or provocative question. Act 2 (60 min max) runs three focused 20-minute blocks. Act 3 (10 min) captures next steps with personal commitments.

Half-day marathons are outdated. Design for tight 60-90 minute chunks because that's the cognitive runway modern participants can sustain before needing a reset.

To maximize useful insights, follow the 3-step model for every activity: Explain (give clear instructions), Execute (let participants do the work), and Examine (review and synthesize outputs).

A great workshop is the result of great planning. Don't start the day before. Plan a full week ahead.

Be shockingly clear on objectives and outcomes. Design the agenda to achieve those outcomes only.

Planning takes at least twice the time as delivery. A 2-hour workshop needs 4+ hours to craft.

One public agenda for participants, one detailed facilitator agenda planning every ten minutes.

Keep participants to 7 per facilitator to avoid overwhelm.

Be prepared for the absolute worst scenario. What if the tech fails? What if key people don't show?