Learning to lead a workshop is important for educators, entrepreneurs, scientists and other professionals. An effective workshop gives participants the opportunity to acquire new knowledge, inform themselves and feel they have achieved one or more objectives. It also offers opportunities for interaction and dynamic learning.
Steps
Part 1 of 4: Preparing for the Workshop
Step 1. Define the workshop goal
Whether you need to teach a technique, explain certain concepts or raise awareness, list the objectives of the workshop. What do you want to teach the participants? This analysis can help you define the list of specific techniques you will explain, the concrete topics you will cover, or a simple feeling you intend to convey to the participants. Think carefully about what you want to achieve and why it matters. Here are some examples of goals:
- Learn how to write a persuasive cover letter.
- Learning to give bad news to a patient.
- Learn five techniques to encourage a reluctant student to speak in class.
- Learn how to create an effective PowerPoint presentation.
Step 2. Frame your audience
Do the participants know each other or are they complete strangers? Do they already have knowledge on the subject in question or are they totally unaware of it? Have they personally decided to attend the workshop or are they obliged to do so for business purposes? The answers to these questions will affect how you organize the meeting.
For example, if the participants already know each other, it will be quite easy to introduce group activities. If they don't know each other, you need to allow extra time to break the ice and show up
Step 3. Organize the workshop in the morning or early afternoon
It is during these times that the participants will be more awake and attentive. You have to make sure they are involved in the workshop and focused. If possible, avoid organizing it at the end of the day, when everyone is tired and eager to go home.
Step 4. Advertise the workshop
Ensure greater turnout by handing out flyers, posting signs or contacting the right companies. Having a catchy title helps, just as it helps explain in a few words why the workshop is important and necessary. Use both images and text to get people's attention.
Step 5. Recruit 8-15 participants
A workshop does not have the same modalities as a conference. The group must be small enough for participants to ask questions, practice their knowledge and collaborate. However, the workshop must also be large enough to stimulate the participants and not bore them. In theory, it should accommodate 8-15 people.
Sometimes you won't be the one to decide how many people can participate. If the group is very large, rack your brains to make sure this doesn't threaten the success of the workshop. For example, a group of 40 participants can be divided into 5 small groups, each consisting of 8 people. You could also invite facilitators and co-presenters to manage larger than normal groups
Step 6. Prepare the participants
For some workshops, participants need to prepare well in advance. Maybe they have to study articles, write a short story or exchange their works. If in your case the participants have to do some homework before the workshop, make sure to clarify the expectations from the beginning.
If participants need to submit work in advance, set strict deadlines, clarifying how the project will be submitted (where and how). Will they have to give you a physical copy or is it possible to circulate the material by email?
Step 7. Prioritize your goals
Most workshops are subject to time limits. Some may be as long as 30 minutes, others up to three days. Whatever the duration, you have very little time to impart knowledge to the participants. Instead of trying to cover absolutely all the topics you want in a short amount of time, think about the most important skills, techniques, and information you want to convey to the audience. Prioritize them as you prepare the schedule.
Step 8. Prepare several teaching aids
Adults learn in different ways: visually, orally, with practice or with a combination of all of these methods. Very often you will not know the learning styles of the participants, so you will have to prepare various materials, depending on the topic and goal of the workshop. You could provide handouts, audiovisual aids, computer lessons, and role-playing games.
Step 9. Prepare some paper material
Help yourself with teaching support materials such as lectures, case studies, keyword lists and quizzes. Better to prepare them well in advance, so as to remedy typing or other errors. Make sure you use large, easy-to-read fonts. Clearly label each individual document and mark the date so attendees can use these notes in the future.
- If the readings are long, consider sending them out to attendees in advance so they can prepare in time.
- If you have a lot of documents to manage, you could give attendees a folder or binder to keep them tidy and organized. If you run this workshop often, you might even fill out the materials and bind them before giving them to attendees.
Step 10. Organize audiovisual materials
If you intend to make a PowerPoint presentation, show videos or listen to audio tracks, you need to prepare the materials in advance. Try them at home to make sure they work. Check that they are in a usable format in the space where the workshop will be held.
Consult the technicians of the place where the workshop will be held to make sure you can present your materials without problems. For example, not all projectors are compatible with a Mac, and some rooms don't have audio devices. You need to be sure that you have all the technological tools you want to use
Step 11. Organize IT materials
If attendees are going to take a computer quiz or post on an online discussion forum, you'll need to organize these materials in advance. Consider whether attendees will need to bring their own computers or other devices, then advise them accordingly.
If attendees are going to do online activities, consult the technician of the place where the workshop will be held. You need to make sure the space has wi-fi, and you will probably need to ask for the password in advance
Step 12. Recruit experts, speakers, and assistants
Consider the topic and size of the workshop: depending on these factors it may be necessary to involve other people to facilitate learning. An expert can offer a live demonstration of a new medical technique. An external speaker could tell an interesting anecdote about why the topic of the workshop is important. An assistant can help you manage a large group. If you need help, plan well in advance; the better prepared these people are, the better the workshop will be.
Step 13. Establish group activities
The interaction between the participants is one of the main characteristics of a workshop, and distinguishes it from other types of meetings. Collect ideas on educational group activities that lend themselves to the goals of your workshop. Remember that they can be done in pairs, in small groups or involving everyone present. Make sure that each individual participant has the opportunity to make a meaningful contribution. Here are some suggestions:
- Debates. Divide the participants into two groups and invite them to support their point of view.
- Reflect on your thoughts and share them. Ask attendees a question to spark conversation. Invite them to think it over and discuss it with a partner, and then share their conclusions with the whole group.
- Question and answer sessions. If you have a lot of information to present, involve the participants in the discussion by letting them ask questions about the materials. You can answer yourself or ask other participants to do so.
- Role play games. Assign roles to participants in order to practice the new techniques they are learning.
- Brainstorming sessions. Invite participants to say out loud as many ideas as they can think of. Write them all on a chalkboard, then ask those present to draw conclusions.
Step 14. Allow time for a break
People focus better when they have a chance to take a short break, and they are also more likely to remember what they have learned. When organizing the program, include at least a 5 minute break for each hour of the workshop. You will shorten the duration of the actual teaching, but you will gain in quality.
Step 15. Avoid compressing activities
Each activity can often have an effective duration of 10-20% longer than the estimated duration. If you think a question and answer session will last 10 minutes, it is entirely possible that it will last 15 or more. Allow enough time for each important activity or topic you want to cover. Do not try to accumulate as many themes as possible in a short period of time: fatigue and anxiety could take over the participants.
If you are concerned that the workshop will end sooner than expected, you can always prepare a couple of additional activities to better establish the concepts taught. If you have time to deal with them, fine, otherwise you will have done your duty anyway
Step 16. Call a catering company
Workshops drain effort and energy. Help participants stay awake and alert by offering healthy food and drink. In theory, the costs of the snacks should be part of the participation fee paid by those present or by the organization that asked you to conduct the workshop, you should certainly not pay them out of your own pocket.
Try to avoid junk food, which gives a short energy spike followed by a sudden crash. Participants would then feel tired and bored quickly. Prefer healthy, energizing snacks, such as fruits, vegetables, hummus, and whole grains
Part 2 of 4: Prepare the Workshop Space
Step 1. Arrive early
Give yourself enough time to organize the space and get comfortable. Sometimes it is necessary to see the technicians, the catering company or the members of your team before the workshop begins. Take your time, you never know: you may find yourself having to solve a problem or make changes at the last minute.
Step 2. Prepare all equipment before participants arrive
Computers, projectors, and speakers need to be set up in advance. After all, the time devoted to the actual workshop must be productive - you certainly don't want to spend it on solving technical problems. If possible, ask a room technician to help you with the preparation. You may not be familiar with the local tech equipment, so an expert can help you organize everything more efficiently.
Step 3. Prepare the chairs in advance
Seating organization depends on the size of the group, the size of the room and the activities you have planned. Ideally, the group should be small enough to sit in a circle or semicircle - this will help break the ice and facilitate conversation. If attendees need to watch videos or a live demonstration, a semicircle or let them sit in line is preferable.
Step 4. Distribute the materials
If you have notebooks or other materials to distribute, arrange them in advance on the tables or chairs to save time during the workshop. Make sure they are in the right order and with clear labels. Some other things you should prepare in the workshop space:
- Snacks and drinks.
- Name tags and placeholders.
- Pens and pencils.
Step 5. Greet attendees as they arrive
Preparing in advance allows you to organize everything, relax and get to know the participants before the workshop begins. This helps you build rapport with those in attendance.
Part 3 of 4: Coordinating the Workshop
Step 1. Introduce yourself and the theme of the workshop
Once everyone is seated, you will need to make an introduction. Remember to say your name and confirm which title to use when addressing you. Briefly explain why you are considered an expert in the field and why you started to have this interest. Explain the purpose of the workshop and why it is important. It is also useful to outline how the meeting will take place, so that everyone can prepare themselves. Try to limit the presentation to a couple of minutes.
- As serious as the subject is, try to make some humor to lighten the mood and put everyone at ease.
- Tell participants what materials they have and how to use them. For example, you can invite them to write their name on the labels, serve themselves a cup of coffee, and make sure they have their own handouts. If you'd prefer that attendees don't get the texts or computers right away, you can explain when those tools will be needed.
Step 2. Start breaking the ice
Ask participants to introduce themselves. Limit your presentation to a couple of sentences by asking everyone to answer two or three specific questions, such as what their names are and what expectations they have. Do not drag the presentation long, it is important that the participants feel comfortable speaking in front of the group.
You can also break the ice by asking light questions, like, "What's your favorite movie?" or "What's your favorite song?"
Step 3. Implement the program
It is at this stage that you will materialize everything you have prepared. Keep the ladder in front of you and try to follow it as much as possible. You can clearly tell the participants what you are doing and why. The program should not come as a surprise, plus attendees would like to know why you organized the workshop this way. For example, you could tell them:
- "To begin, we will look at our case studies to make sure we understand them thoroughly. Afterwards, we will divide into small groups to find an ideal solution to the problem."
- "We will spend some time learning keywords that will help you learn how to use this new software. Having explained these terms, we will take a quiz to make sure we are on the same page. Finally, we will discuss them together."
- "I invite each of you to introduce yourself to the person sitting next to you. In a few minutes you will have to role-play, pretending to have a teacher-student interaction."
Step 4. Try to be flexible
It is important to have a program, but be prepared to modify its content based on the reactions and experiences of the participants. Allow for extra time in the program so you can answer their questions, concerns, and interests. You can also propose activities and invite the group to vote which ones they prefer. This allows you to focus on what really matters to attendees, skipping repetitive or unnecessary content.
Step 5. Help clarify and memorize information using interactive exercises
Whenever you finish explaining a concept, propose a group activity to help participants fix it in their own mind. Interactive group work is a particularly effective method for teaching problem solving techniques. A workshop is not like a conference, so you have to give particular importance to the thoughts and opinions of those present. Have the participants teach each other the concepts, as well as teach them yourself. For example you can:
- Explain one concept at a time, inviting participants to ask questions each time you finish an explanation.
- Divide the participants into small groups to carry out a task and invite them to share the results with the whole group.
- Show a video and invite participants to discuss their reactions as a couple.
- Offer advice on how to handle a difficult situation, then divide the participants into small groups so that they can role-play by imagining this circumstance.
- Ask an expert to demonstrate a technique, then invite students to take a collaborative quiz about it.
Step 6. Don't talk too much
You don't have to scrutinize every single stage of the workshop with excessive fussiness. Otherwise, the participants might get bored or annoyed. Remember that a workshop differs from a conference or a classic meeting - it's a format that can only be successful with interaction, activity and teamwork.
Step 7. Stick to the breaks you have established
They help participants assimilate information and reflect. Explain how often breaks are scheduled and how long they will last, to allow those present to organize themselves to go to the bathroom, make phone calls, and attend to other personal matters. Don't skip breaks, even if you're having trouble with timing.
Step 8. Change activities every 20-30 minutes
The attention curve begins to decline after doing the same activity for 20 minutes. Don't think it's a problem: take the opportunity to organize the workshop creatively. Change activities, ask attendees to rearrange their chairs or take a break at least every 20-30 minutes to make sure everyone is alert and motivated.
Step 9. Lighten the mood
While dealing with a serious subject, humor can be very useful for emphasizing certain information and getting everyone's attention. Consider how you can use it responsibly and ethically in presentations, discussions and activities. This encourages participants to relax, be alert and feel comfortable.
Step 10. Make sure that the atmosphere is always marked by respect and democracy
All participants should be treated fairly and respectfully. This means that all leadership roles (such as leading a group discussion) should be distributed equally among those present. Encourage silent and shy participants to speak - everyone should feel listened to and respected. Similarly, no one should prevail in the discussion (not even you, for that matter).
Step 11. Be prepared for the unexpected
Generally, the workshops run smoothly. After all, participants are supposed to go there because they want to and want to learn. However, in some cases people may go there who do not want to participate or who perhaps have no regard for their colleagues. Try to always be professional and to stimulate a respectful attitude, presenting yourself as a role model to follow. Clarify what you expect from the participants. If anyone in the audience misbehaves or tries to bully, try to talk to them privately. Emphasize the importance of what you are teaching, remind him that you expect adult and professional behavior from all present.
Step 12. Conclude the workshop by summarizing the topics taught
Summarize everything the participants learned during the meeting. This will help you point out what results they have achieved and what skills they have acquired. Refer explicitly to the goals you defined at the beginning of the workshop, then, in light of this, explain what milestones were achieved and how. Congratulate them on their commitment and on learning something new.
Part 4 of 4: After the Workshop
Step 1. Request feedback immediately after the workshop
Prepare an evaluation form and invite participants to fill it out in the last minutes of the meeting. Give them enough time to comment and carefully consider your questions. Immediate feedback will not only help you improve the workshop, it will allow participants to better capture new knowledge. Some useful questions:
- What was the goal of this workshop? Has this objective been fulfilled?
- What activities have enabled you to learn best? Which were the least effective in this regard?
- Was the duration of the workshop appropriate?
- What do you think were the most useful materials (handouts, lectures, quizzes …)? Which ones are less?
- What did you learn from this workshop?
- What do you think your colleagues have learned?
- How would you change this workshop for the future? Suggestions for improvement?
- Are there any topics you would like to learn or explore in another workshop?
Step 2. Contact attendees a few days or weeks later
Ask those present if you can contact them in the future to give you their opinions. Someone needs time to reflect on the workshop experience, so hearing from attendees a few days or weeks later could bring out new perspectives. You can also ask additional questions, such as:
- Did you store the information acquired during the workshop well?
- Do you happen to rethink the workshop?
- Did the workshop help you from a business point of view? Could he have helped you in other ways?
- What materials did you find useful after the workshop? What materials have you thrown away or forgotten?
Step 3. If necessary, organize a second workshop
If a good number of participants are interested in a more advanced version of the workshop, you could organize another one. On this occasion you will be able to answer other questions, deepen the topic or talk about the more advanced variants of the techniques taught during the first meeting. Make sure the second workshop is not repetitive and is suitable for a more experienced audience.
Advice
- Plan carefully, but try to be flexible enough to change plans on the fly.
- Carefully evaluate the reactions of the participants during each stage of the workshop. If you doubt the effectiveness of the activities, you can very well ask and get opinions.
- Clarify your goals and how you intend to achieve them through the activities you have prepared.
- Tech tools are very useful, but make sure you know how to use them without problems! If computer presentations are bothering you, get help from an expert or consider another format.
