1. Define the workshop
Most workshops fail because the goal is fuzzy. A clear objective makes every other decision easier — agenda, attendees, materials, follow-ups.
Aim for 5-8 attendees. Below 5 and you miss perspectives. Above 8 and you can't run a real workshop — it becomes a presentation. If you need 10+, run two workshops.
2. Your agenda
Generated based on your duration and workshop type. Drag the time blocks to adjust. Print this and bring it to the session.
The most important slot is the icebreaker — not because it's frivolous, but because people who haven't said anything yet won't speak up later. Make sure everyone says something in the first 5 minutes.
3. Pre-workshop prep
Tick each item as you complete it. The week before is when good workshops are made.
Send pre-reads 3 days before, not the night before. Senior people genuinely won't read it last-minute, and you'll spend the first 20 minutes of the workshop bringing them up to speed instead of producing output.
4. In the room — facilitation cards
Ready prompts for the moments where workshops go off the rails. Use them when needed.
Capture decisions in real time on a visible board. "Decided: X by Y." If a decision isn't visible, people will re-litigate it next week.
5. Follow-ups
The 24 hours after the workshop is the most valuable window. People remember decisions, energy is fresh, momentum is real. Lock it in.
Decisions captured
Action items (owner + date)
Parking lot (out of scope but raised)
Send the summary email within 24 hours, copy everyone (including those who didn't attend), and end with: "Please reply by [date] if anything is wrong." Silence after a deadline = sign-off.