Design Workshop Basics

At first sight, it may appear that a design workshop is no different from a meeting that convenes team members and stakeholders. However, meetings and workshops are entirely different activities.

A design workshop is different from a meeting in that:

• Meetings are used to discuss updates, go over agendas, and share information. Design workshops are aimed at decision-making or problem-solving.
• Meetings usually cover a wide range of topics as opposed to workshops that focus on specific issues.
• A meeting is conversation-driven since attendees take turns to listen and speak. Whereas, in a workshop, attendees contribute and collaborate together through hands-on activities.
• Meetings are typically short, ranging from 30-60 minutes. A workshop, on the other hand, can last up to half a day or longer.^[1]

Knowing the distinction between the two can help you decide if you really need a design workshop or if you can make do with a simpler, shorter meeting.

Workshops can be carried out during different stages of product development. It is recommended to conduct a design workshop during the kick-off of any new project that you take on. This is because it can help you understand your client’s requirements and get your team on the same page about your product’s goals.

During a project kick-off workshop, you’ll typically:

• Outline your users’ objectives, needs, and pain points
• Chart out a user journey map and determine potential product features
• Prioritize ideas that need to be implemented first^[2]

A kick-off workshop is a great way to limit the back-and-forth between your team and your stakeholders. By gathering everyone under one roof and allowing them to collaborate, you eliminate any ambiguities that may harm the project.

Since design workshops are all about creativity, it’s a good idea to include creative energizers on the agenda. Workshop energizers, or icebreakers, are short and fun activities that encourage people to participate, break the ice, and get their creative juices flowing. A good energizer session of even 5-minutes can set the precedent for an inclusive and insightful session.

The factor that sets apart a design workshop from all other types of gatherings and meetings is its clearly-defined purpose or goal. Outline the goal at the very beginning of the workshop and make sure all attendees understand it clearly and openly.

It is also important to explain the culture of the workshop — i.e., the way in which the attendees will contribute to the proceedings both individually and as a group. What are your expectations of your attendees? Let them know in no uncertain terms.

Some examples of workshop culture include:

• Not interrupting attendees while they speak
• Being inquisitive and asking questions when something is not clear
• Keeping an open mind toward all opinions
• Sharing your insights openly

Defining your workshop culture will ensure that your session is focused and aligned.

The conditions for conducting a workshop may not always be ideal. There may be shortages in terms of space, time, and resources. The good news is that by identifying these constraints, you can work your way around them and still ensure a successful workshop. For example:

• Time constraints: If you are short on time, you can optimize the workshop by carrying out dry runs of the event within your team to eliminate any bumps.
• Resource constraints: You don’t need access to digital tools like Sketch or InVision for your workshops if you don’t already have it. Make use of plain old pens, paper, sticky notes, and other easily available stationery for your workshops.
• Space constraints: Can’t make room for a full-fledged in-person workshop? There are remote workshop tools like Mural and Zoom that can come to your rescue.

Identifying these constraints early on can help you avoid them or work around them in future workshops.

Workshop artifacts are physical bearers of information and insights that emerge during your session. Examples of workshop artifacts include:

• User personas
• User journey maps
• Wireframes
• Site maps
• Prototypes

These design artifacts serve to steer, represent, and manage the decisions made throughout the design process — particularly with regard to the problem or task being discussed during the workshop.