Staging a workshop

This section outlines a few guidelines, tips and tricks that will help you to stage a successful UX workshop.

Types of Workshops you can hold

Introductory workshop format (2014, Day 1 and Day 2)

This is aimed at taking attendees through the practical aspects of applying user centered design principles to their projects (this usually takes two days but can be shortened into a one day event).

In this workshop , the teams will be working on a fictional product with fictional personas.

New product teams workshop format (2015, Day 1)

This format is for teams who have an idea for a new product. This formats helps them apply the user centered design principles to refining their product idea and getting to first launch.

In this workshop format, the teams or attendees work on their product idea and come up with an action plan for launch.

Existing product workshop format (2015, Day 2)

This format is for teams who have have an existing product and are looking to iterate in order to fix some issues or introduce new features. This formats helps them apply the user centered design principles to refining prioritizing issues or new features, testing out the solutions and launching.

In this workshop format, the teams or attendees work on their existing product and come up with an action plan for their next launch.

Venue

Hands on UX workshops work best in venues with a space that is large enough for all the participants to sit together in groups where they can discuss things easily amongst themselves. Round tables work best for this but rectangular tables are fine too - you definitely don't want people sitting in rows.

A well set up group table could look something like this:

A well setup venue could look something like this:

Timing

If you want a productive workshop, you need to be very strict with the timing of the various modules. If you must stray, try not to add on more than 10 mins.

Participants may complain that they need more time, but trust us, they will be better for it. Design work is never truly finished and letting the modules overrun will come back to haunt you and you may run the risk of your attendees losing interest down the line.

This is what the bell or timer is for. You can use the Google online timer.

Content/Homework

Your workshop will go better if you set users expectations for it prior to it starting. Make sure that the people who are attending understand that it will be an intensive two day workshop and that they need to be able to fully focus on it and not be trying to dip in and out to deal with work issues. Let them know that in return for this level of commitment they will have a rewarding and enjoyable time.

Apart from the second day of the Introductory workshop format, these workshops do not involve attendees using a laptop so you should encourage them to be put away so that possible distractions are minimised. A laptop for every participant is necessary for module 6 (Balsamiq prototyping) on day 2 of the introductory workshop format only. All other formats do not require laptops.

Make sure that your workshop attendees go through the prerequisite for the class as much as possible. If possible, make it a requirement for admission. This will save you a lot of time that would otherwise be spent downloading and installing software as well as trying to get up to speed on the design software in use e.g. Balsamiq Mockups. It is worthwhile sending another email the day before the workshop to attendees as a reminder.

Also for the Introductory Workshop format, make sure that your attendees do their homework between day 1 and day 2 as it is important to the continuation of the workshop

Attendees

Who are the right people? Introductory workshop format: Typically, the right people for this format are people who are very interested in (even passionate about) user-centered product design and research and are likely to apply what they learn to a project in the near future. New product teams workshop format: The right people for this format are teams who have a product idea and are looking to ensure that they avoid making any easily avoidable mistakes that will prevent them from launching the right product for the right users

Existing product teams workshop format: The right people for this format are teams who already have a product in the market and are looking to see what can be done to increase traction, either by fixing existing issues or adding new features or both.

In terms of number of attendees and facilitators, 2 facilitators to about 40 attendees is a good ratio. The size of a group should be at most 5 and at least 3.

Internet and Power

This is required ONLY for the Introductory workshop format.

Note that you will need power strips (power extensions) to all tables on day 2.

Regarding internet access, you do not really need it for the workshop (especially if your attendees follow instructions and prep their laptops before the workshop) but it may be useful to have reliable internet on standby in case some attendees want to download and install the software or would like to check their email during the short breaks.

Others

It is a good idea to schedule a short social mixer at the end of the workshop (or either day 1 or day 2 for the introductory format). The idea behind this is for people to get to meet each other and relax after a grueling day. It is also a good time to have one or two people come up to showcase some locally built apps or services in a way that drive home the message around the value of a good user experience.

While optional, it is good if you have some sort of prize or trophy for the best presentation at the end of the workshop and spot prizes to reward good participation during the workshop.

It is also good to document the event, this is actually very easy to do. At the very least you should have photos of the product publicity pages and the final presentations.