10 tips on running a workshop

Do you want to move a project forward, strengthen participation or solve a specific challenge? A well-planned workshop can make a real difference. With a clear objective, a thoughtful structure and active participation, you increase your chances of achieving tangible results.

1. Set a clear objective

Decide in advance what the workshop should achieve, for example three proposals, a first draft or a final outcome. A concrete and realistic objective creates focus and sets clear expectations.

2. Invite participants thoughtfully

Limit the group to five or six participants so that everyone can contribute and the discussion stays focused. If more people need to attend, divide into smaller groups and reconvene to share conclusions.

3. Create a clear agenda

Plan a detailed agenda with time for breaks, discussion and reflection. Use it as a guide and adjust when necessary to support the group’s progress.

4. Appoint a facilitator

Ask a neutral person, internal or external, to lead the workshop. The facilitator keeps the discussion on track, ensures that everyone is heard and manages the time.

5. Activate participants early

Set the tone by involving everyone from the start, for example with a brief round, a quick idea exercise or a simple check-in. Early engagement builds momentum.

6. Create a safe atmosphere

Agree on a few simple ground rules, such as listening without interrupting. When people feel safe and know what is expected, they are more willing to contribute.

7. Vary the format

Alternate between individual reflection, small-group discussions and plenary sessions. Clear instructions help participants work independently and make reporting back more efficient.

8. Document continuously

Ask someone to record ideas, proposals and decisions on a whiteboard or flip chart where everyone can see it. Visible documentation helps the group build on what has been said and move the work forward.

9. Park side issues

Use a visible parking lot for ideas that are valuable but not relevant at the moment. This keeps the group focused while showing respect for all contributions.

10. Decide on next steps

Conclude by summarising key reflections and agreeing on how the results will be taken forward. If anything remains unclear, assign a smaller group to finalise the work and report back.