Introduction
Organising a workshop may seem simple, but to derive the maximum benefits, rigorous preparation is essential. Whether for a business, a school, or a work group, a well-structured collaborative workshop optimises learning, reflection, and collective decision-making. Here is a detailed guide in 6 steps to organise an effective workshop.
What is a workshop, or working group?
Definition and concept
A workshop, also known as a collaborative workshop, is a working format that brings together a group of people around a specific topic. Unlike a conventional meeting, it relies on a participative approach where the main objective is the production of ideas, problem-solving, or learning a new method. These workshops are utilised in various contexts, including businesses, schools, and work groups.
Les different types of workshops
There are several types of workshops depending on the objectives pursued. For instance, a brainstorming workshop focuses on generating new ideas, while a training workshop aims to impart knowledge to participants. Additionally, some companies organise team-building workshops to strengthen cohesion among their employees.
In schools, workshops are often used as educational tools. They allow students to work in groups on a specific topic, improve their critical thinking and develop practical skills. Through these workshops, schools promote dynamic learning where everyone can contribute to the collective work.
Why organise a workshop?
The benefits for a business
Businesses derive numerous advantages from workshops. Firstly, these workshops stimulate innovation by encouraging employees to explore new avenues and confront their viewpoints. They also enhance collaboration among staff, especially when teams are composed of diverse profiles. Moreover, a well-run workshop can accelerate problem-solving by promoting quick and effective decision-making.
The relevance of workshops in educational settings
In schools, workshops are increasingly used as an innovative learning method. These sessions allow students to experiment with concepts practically, work in groups, and develop their collaborative skills. Teachers then take on the role of facilitators and guides, fostering the exchange of ideas and collective reflection.
Step 1: Define the objective of the workshop
Clarify the subject and the issue
One of the essential elements of a successful workshop is the clarity of objectives. It is crucial to define the issue to be addressed and the expected outcomes right from the outset. For example, a company wishing to improve its internal communication performance might organise a workshop on collaborative tools and information management.
The objectives should be specific and tailored to the size of the group.
Identify the participants and their expectations
The selection of participants is a key factor in the success of the workshop. It is important to have a diversity of profiles in order to multiply perspectives and encourage enriching reflection. In a company, it may be beneficial to include employees from different departments to gain a cross-sectional view of the issues addressed.
The size of the group must also be adapted to the type of workshop being organised. A group that is too large can make participation difficult, while a group that is too small may lack dynamism.
Determining the expected outcomes
What deliverables do you want to achieve? An action plan, a prototype, a list of ideas? By setting clear objectives, everyone will know where to go.
An effective workshop relies on the use of appropriate tools. Among the most common solutions are:
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Flip charts and Post-it notes: for brainstorming and collective note-taking.
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Digital platforms: Miro or Trello, which help structure ideas.
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Interactive presentations: Mentimeter, which promotes participant engagement.
The choice of tools depends on the format of the workshop and the preferences of the facilitators and participants.
Step 2: Choose the format of the Workshop
The workshop format should be carefully chosen based on a desired objective. A collaborative workshop emphasises knowledge sharing and allows participants to work together on a specific issue.
A brainstorming session, on the other hand, is ideal for stimulating creativity within a working group by encouraging the rapid generation of new ideas. Finally, training focuses more on learning and skill development, often incorporating phases of reading and exchanges with an expert in the field.
When organising a meeting in the form of a workshop, it is essential to provide participants with the necessary advice to ensure they can make the most of this session. By choosing the right variant, one ensures effective work and a rewarding experience for everyone.
The ideal duration according to the objectives and participants
Duration varies depending on the objective and the participants. A short workshop, lasting one hour, is suitable for quick idea sharing, while a half-day or full day is necessary for a more in-depth exploration. It is essential to alternate between moments of reflection, group discussions, and breaks to maintain attention and effectiveness.
Step 3: Select the venue and logistics
In-person, hybrid, or online: which format should be prioritised?
The choice of the format of a workshop depends on the context and the needs of the participants. In a business setting, the hybrid format allows for the inclusion of remote colleagues, whereas in an educational context or training, an in-person workshop encourages direct interaction.
For non-students, such as professionals in a business, an online format can be a flexible solution, especially when the workshop involves experts or speakers who are situated remotely.
Space arrangement to encourage collaboration
Good layout is essential to foster an atmosphere conducive to exchange and creativity. The space should be flexible, with movable tables allowing working groups to easily reform based on activities. It is also useful to provide areas for reflection and discussion, so that every viewpoint can be freely expressed.
Necessary materials and resources
The choice of materials and resources plays a key role in the success of the workshop. To optimise the effectiveness of the working sessions, it is recommended to provide suitable tools, such as markers, notepads, and audio/visual equipment.
These elements allow for capturing ideas, illustrating concepts, and facilitating the presentation of work at the end of the session.
One should also consider digital collaboration tools if the workshop is hybrid or online.
Step 4: Build the programme and the flow of the workshop
It is essential to structure the various phases of the workshop by dividing the session into presentation, reflection, and presentation times. Incorporating moments for exchange and reflection is also crucial, as it encourages discussion and helps generate new ideas.
To maintain participants' energy, it is important to schedule regular breaks; a break every 90 minutes, for example, helps to keep attention and foster engagement.
Step 5: Facilitate and manage group dynamics
The key role of the facilitator is to channel discussions and stimulate exchanges in a smooth and productive manner. They must encourage the participation of all attendees, ensuring that everyone has the opportunity to express themselves and contribute actively.
In the event of differing viewpoints, the facilitator must know how to manage conflicts constructively, transforming disagreements into opportunities to enrich discussions and make collective decisions.
Step 6: Conclude and ensure follow-up after the Workshop
The synthesis of ideas and exchanges should highlight key points and important conclusions to guide future actions. Subsequently, it is crucial to establish a clear action plan, defining who does what and when, to ensure effective follow-up.
To continually improve workshops, it is essential to gather feedback from participants. A quick satisfaction questionnaire helps identify aspects for improvement and ensures a better experience in future sessions.
Conclusion : A working group for everyone
With proper preparation and dynamic facilitation, a workshop becomes a powerful tool for collaboration and innovation, where individuals, guided by an organiser, can develop innovative ideas or innovations through quality training, thus fostering efficiency and enriching collaborative work.
FAQ
What is a workshop?
Definition: A workshop is a collaborative session where a group of participants exchange ideas, learn, and work on a specific topic.
What is the ideal duration of a workshop?
Between one hour and a day depending on the objective: short for brainstorming, longer for training.
What tools to use for a collaborative workshop?
Post-it notes, flipcharts, Trello, Miro, Zoom or Teams depending on the format and needs.
How to tailor a workshop for employees?
Choose a relevant theme, an appropriate format, incorporate concrete exercises, and have a facilitator.
What are the key points for a successful internal communication workshop?
Define a clear objective, encourage participation, use interactive materials, and plan for action.
