Travel Minder - Workshop

This project is related to: Travel Minder - Color System

This workshop agenda was created with the support of Ari, a user research tool that provides strategic guidance on UX, product planning, and workshop facilitation. Additionally, concepts and frameworks from Core Discovery were used to ensure a comprehensive and actionable plan.

These tools served as guidance, but the final structure and content are the result of my own effort and expertise, and they were carefully proofread and edited.

Scenario

Travel Minder is a travel management tool designed to streamline employee travel planning and approvals. Initially developed for internal use, it helps businesses track travel orders, automate workflows, and improve transparency in travel management processes.

The team is already familiar with its current capabilities and pain points. Now, the goal is to explore how to expand and commercialize it for external clients.

Focus Areas:

• Scalability: What features and infrastructure are needed to handle more users and diverse businesses?
• Positioning: How does Travel Minder stand out in the competitive landscape?
• Pricing: What pricing models suit its value and target audience?

The scenario naturally leads into a workshop structure aimed at strategy and growth:

• What makes Travel Minder valuable externally?
• How do we refine and scale it?
• How do we craft a compelling pitch for customers?

Preparation phase and materials

The preparation phase begins one week before the workshop to ensure a smooth and productive session. This time allows to align on goals, prepare materials, and set the right tone for collaboration. It's crucial to avoid last-minute scrambling, which can disrupt the focus and flow of the workshop.

Having these materials ready ensures participants can focus entirely on the workshop’s goals without logistical distractions. It creates a comfortable and professional environment, boosting creativity and productivity. Thoughtful preparation shows participants that their time is respected, setting the stage for a successful workshop!

Materials to Prepare

• A clear agenda in a document or slides to guide the session.
• A whiteboard (physical or virtual) or large Post-it pads (18x24 or 30x46).
• Black, green, and red markers (dry-erase or sharpies for visibility).
• Alternative: Thick, non-toxic markers.
• Water, tea, coffee, and healthy snacks to keep participants refreshed.
• An egg timer or digital timer with a soothing alarm to manage time effectively.
• Lunch arrangements (if needed): Bring lunch into the office to avoid disruptions if the venue is far from food options.

Who needs to be in the room

For an internal product that needs to be upscaled in an agency environment, the participants should include:

Product Team:

• Lead Product Designer or Product Manager: To provide a clear vision and oversee alignment with business goals.
• UX/UI Designers: To ensure the product’s scalability remains user-centered.
• Developers/Tech Leads: To assess technical feasibility for scaling.

Client-Facing Teams:

• Account Managers: To bring insight into potential external client needs and pain points.
• Sales/Business Development Reps: To help shape pricing strategies and anticipate market demand.

Agency Leadership:

• Senior Leadership or Heads of Departments: To align the product's growth with the agency’s strategic goals.

Support Roles (Optional):

• Marketing Specialists: To brainstorm positioning and messaging for external audiences.
• Data Analysts: To share metrics or insights about how the product has performed internally.

Workshop Agenda

The workshop agenda outlines the structure and flow of the workshop, ensuring all participants are aligned on the goals, activities, and expected outcomes. It includes specific times, activities, breaks, and deliverables to keep the workshop focused and productive.

The agenda will be shared with all participants a week before the workshop as part of the preparation phase. This gives everyone a chance to review, understand their role, and come prepared with insights or ideas. Having a clear agenda in advance helps participants stay engaged and ensures the workshop stays on track.