Last modified on Fri 15 Dec 2023

No agenda, no workshop. If you’re just spitballing ideas without a structure, you’re wasting clients and your time. The agenda is a timetable of exercises with the goal and inputs for each exercise clearly laid out. The agenda “forces” you to put your plan to paper and check whether you’ll be able to deliver what you promised to the client and our internal team by following it.

Sounds good, but how do you build one? You work your way backward – this should be your flow:

We have a huge repository of workshop exercises you can use to build your perfect agenda. → FigJam

Planning resources

Three types of resources you need to plan out in an agenda – participants, time and materials.

Let’s start with time. For each exercise, you need to define how long it will take. You can rely on previous agendas and ask your colleagues what’s their experience with a specific exercise. As a rule of thumb, these are things that extend the amount of time needed:

Timeboxing will help you be more productive and avoid discussions for discussion's sake. Participants, especially on the client side, need to understand that pushing past the timebox results in less time for some other important exercise.

The next thing you need to plan for is participants. Depending on the client, you might need to be frugal with their team’s time. In general, you have three types of participants from the client’s team.

And finally, if you’re running a live workshop, make sure you have all the materials like post-its ready. We have a box with workshopping materials in our Zagreb and London offices. Always plan to have more workshop materials than you need.

One thing that’s easy to miss: have clarity on the actual venue where you’ll be holding the workshop. Some things to check:

For remote workshops, things are a bit easier. Create a new FigJam file, and name it Client - Project name - Workshop. Add the workshop agenda to the board and add exercise templates to the board as well. And you’re all set to share it with the client.