If you’re organizing a workshop or meeting anytime soon, follow these tips to avoid common workshop pitfalls that waste time and energy.
1) Participants
Invite the right people. That means aligning the workshop agenda and objectives to the people who will bring those to fruition. Keep the invitations upbeat, yet straightforward, providing a simple overview of the agenda, so that you can adjust it if necessary. And be sure to clarify specific arrival and departure times when organizing key participants to avoid any surprises!
2) Workshop Space
Book a room that is suitable, in both size and versatility, given the number of participants and types of activities contained within the agenda. Also take into account the supplies and areas for storing bags and coats you envision in the workshop when booking a workshop space.
3) Refreshments
When planning and ordering refreshments, be sure to order for the right number of people, being considerate of vegetarians, vegans, and/or anyone with common food allergies. And be sure to have plenty of coffee, tea and water to keep people focused and hydrated!
4) Supplies
Ensure you have adequate supplies of flipcharts, post-its, markers and anything else necessary for the planned activities, before the workshop. Should you need any additional supplies, place orders early enough so that you can verify and re-order anything before it is too late.
5) Workshop Preparation
Confirm the workshop team has access to the venue before the event, so they can:
- Set up shop, i.e. verify supplies, organize badges and place at a table near the entrance, create welcome messages or signs for participants, etc.
- Test out technologies
- Resolve any logistical issues
- Communicate with venue staff about Health & Safety guidelines and any other questions that arise during the preparation phase.
6) Capturing Content
Make sure you are equipped to take photos of participants doing their work, as well as the work itself, so that post-workshop you have the content you need to produce the workshop summary. Be sure to check you have sufficient space on the phone/camera and that the date and time are set correctly!
7) Having Fun and Giving Thanks
That’s right. If participants aren’t having fun, then your workshop isn’t going to be a complete success. To achieve best results, keep the spirits high and participants engaged. Try kicking off your workshop with one of our proven icebreakers, which always involve a good dose of humor as well as an avenue for participants to relate to one another on a personal level.
Finally, during your closing remarks, be sure to thank and congratulate your participants for all their hard work, andddddd to thank the venue staff as you never know when you’ll be back for another workshop!
WE LOVE WORKSHOPS
