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How to prepare a design workshop

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Guide for preparing UX workshop. real cases and step by step guide.

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How to prepare a design workshop

  1. 1. MARIAN MOTA | EXPERIENCE DESIGNER | ELEKS.COM How to prepare a design workshop
  2. 2. Workshops is a collaborative working session in which team achieve an agreed goal together WHAT IS WORKSHOP
  3. 3. WHY WORKSHOPS?
  4. 4. WORKSHOPS ARE NEW ROCK'N'ROLL
  5. 5. Collaborative Modern Cross- functional Output Driven Why?
  6. 6. Meetings Things will get discussed Workshops Things will get done Meetings vs Workshops
  7. 7. Purpose Informing method: a way to share or exchange information between parties! Building method: a way to solve a problem, develop a plan, reach a decision, etc. Roles Informally defined roles Formally defined roles Scope Typically covers many issues with more shallow coverage! Deeper, focused coverage of one issue at a time! Length Measured in hours or half hours: 1/2 hour to 2 hours Measured in days or half days: 1/2 day to 3 days Prep Much shorter, determined by length and nature of meeting Hours of prep time per workshop hour Meetings vs Workshops Meetings Workshops
  8. 8. Effective workshops are Focused On specific questions 
 Actionable The results obtained enable you to take action 
 Systematic Planned, well organized, with a goal and a method Objective Minimal researcher
  9. 9. Building a workshop agenda
  10. 10. Workshops are milestones To build buy-in On Pre-sales (for service companies) Kick off projects or certain key stages At decision-making points
  11. 11. SIX STEPS FOR WORKSHOP PLANNING AND EXECUTION Articulate the goal Document what information you need in the form of questions Align processes to groups of questions Conduct the workshop. Process the information Act Workshop planning The workshop Post Workshop 1 2 3 4 5 6 https://www.nngroup.com/articles/ux-workshop-agendas/
  12. 12. The building blocks of an effective workshop design: Goals The desired outcome or end result 
 Questions The information that needs to be gathered in order to reach the goal 
 Processes The activities the attendees will do 
 https://www.nngroup.com/articles/ux-workshop-agendas/
  13. 13. GOAL BASED WORKSHOP https://www.nngroup.com/articles/ux-workshop-agendas/
  14. 14. TYPICAL UX WORKSHOPS Understanding Workshop Empathy Workshop Design Studio Prioritization Workshop Design Critique — Understand business requirements — Gather existing knowledge — Create consensus on plans and priorities — Understand who customers or users are — Gain clarity and consensus on user needs, motivations and behaviors — Build empathy between stakeholders and users — Generate a wide set of ideas rapidly through sketching — Incorporate cross- disciplinary perspectives — Refine design or solution ideas — Refine and rank features or ideas — Create focus — Build consensus on which goals, ideas or users to prioritize — Evaluate existing content or designs with user needs as a lens — Rapidly identify quick fixes for optimizing — Note necessary long- term evolutions or optimizations Typical Design Process Timeline https://www.nngroup.com/articles/ux-workshop-agendas/
  15. 15. What: Understand the current state, and create consensus for milestones and plans UNDERSTANDING When: At the beginning of a project or significant key stages of a project Who: The core project team, plus any project sponsors or champions! https://www.nngroup.com/articles/ux-workshop-agendas/ What should the output be? A documented understanding of the current state, as well as an action plan for moving forward As-is CJM Value Proposition Canvas Stakeholder Mapping Business Model Canvas Lightening Demos Opportunity Assessment Workshop
  16. 16. What: Understand and prioritize user needs before designing a solution EMPATHY WORKSHOP When: Before design begins. If stakeholders are involved, before/as project is scoped. Who: Core team members, key stakeholders, and users, if possible. Anyone with key knowledge of user research. https://www.nngroup.com/articles/ux-workshop-agendas/ What should the output be? Shared, documented understanding of user needs, and, if time allows, a translation of how those apply to the project at hand! As-is CJM Personas Workshop Needs Statements Empathy Mapping
  17. 17. What: Build consensus on which features customers (or other stakeholders) value most, and prioritize them PRIORITIZATION When: Anytime critical decisions need to be made; when teams need to agree on an action plan Who: Core team members and key decision makers! https://www.nngroup.com/articles/ux-workshop-agendas/ What should the output be? Consensus on how to move forward with a path, set of features, etc., after each team member has had a chance to contribute $100 test Prioritization Grid Story Mapping Roadmap Workshop Impact Mapping Forced Ranking
  18. 18. What: Rapidly generate a wide set of ideas that incorporates cross- disciplinary perspectives DESIGN STUDIO When: During any “diverge” or “prototype” phases of the design cycle Who: The power of design studios is varied perspective, so as diverse of roles as possible. https://www.nngroup.com/articles/ux-workshop-agendas/ What should the output be? After the team has diverged and explored many ideas, a design direction should be agreed upon and chosen. $100 test Prioritization Grid Story Mapping Roadmap Workshop Impact Mapping Forced Ranking
  19. 19. What: Ensure design decisions align to user needs and prioritize short- and long- term fixes DESIGN CRITIQUE When: Before new design projects or before deciding on a design direction; design reviews Who: A small group of people (keep the size informal and intimate) who are critical to the design process! https://www.nngroup.com/articles/ux-workshop-agendas/ What should the output be? Agreement on a direction for a new design (or next phase of the design)! Six Thinking Hats Usability heuristics Silent Critique Feasibility validation
  20. 20. A LOT OF METHODS
  21. 21. A LOT OF METHODS https://docs.google.com/document/d/ 1BQb3AWDar2sUda-Rf1E2HDJJj1oMbxrg- BBEsnnYnuM/edit
  22. 22. A LOT OF METHODS
  23. 23. Planning for additional considerations
  24. 24. In preparing for battle I have always found that plans are useless, but planning is indispensable.! DWIGHT D. EISENHOWER
  25. 25. How many hours does it take to create one hour of instructor-led training?
  26. 26. How many hours does it take to create one hour of instructor-led training? 43 hours
  27. 27. METHODKIT FOR WORKSHOP PLANNING https://methodkit.com
  28. 28. METHODKIT FOR WORKSHOP PLANNING https://methodkit.com
  29. 29. https://methodkit.com
  30. 30. METHODKIT FOR WORKSHOP PLANNING ACTIVITY TYPES DO YOU HAVE A CLEAR PLAN FOR...? ANALOG TOOLS ATMOSPHERE AUTHORITY BREAKS BRIEFS & INSTRUCTIONS BUDGET CHALLENGES CHECK-IN/OUT CLOTHES DELIVERABLES DISTRACTIONS DOCUMENTATION & RECORDING ENDING ENERGY & PACE ENGAGEMENT EVALUATION EXERCISES EXPECTATIONS FACILITATION STYLE(S) FACILITATORS FEEDBACK FLOW & TRANSITIONS FOOD & REFRESHMENTS FUN GROUP DYNAMICS GROUP WORK INFORMATION INTRODUCTION JOURNEY LANGUAGE MARKETING MENTAL PREPARATION PARTICIPANT NEEDS PARTICIPANTS PARTIPANTS LOGISTICS PENS & MARKERS PREPARATION & POST-WORKSHOP PRESENTATIONS PROJECTOR & DIGITAL DEVICES PROPS & MATERIALS PURPOSE & GOALS QUESTIONS REACTIONS REFLECTION REPORTING & DELIVERY RESOURCES ROLES & RESPONSIBILITIES ROOM SETUP RSVP RULES & GUIDELINES SHARING SOUND SPACE & SIZE STORIES SUCCESS TIME & SCHEDULE VENUE WIFI WRITABLE MATERIAL FOR WORKSHOP PLANNING CHECKCHECKLIST https://methodkit.com
  31. 31. METHODKIT CANVAS FOR WORKSHOP PLANNING https://methodkit.com
  32. 32. Planning Participants How Many? Who Are They? Reason For Attending? Icebrakers How To Position Chairs & Tables? Rules & Guidelines Which Are The Agreed Rules Of Engagement? Time & Schedule Agenda, Duration & Timekeeping Props & Materials Exercise Material, Bells & Name Tags Space & Size Is There Enough Work Space? How To Position Chairs & Tables? Briefs & Instructions How Clearly Do The Instructions Describe The Task? Analog Tools This type is too small for presentations.
  33. 33. How Many? Who Are They? Reason For Attending Background Role Position PARTICIPANTS
  34. 34. Basic principles on which future action will be based. –Be timely: start and end the session on time, take brief breaks, and be ready to start when breaks are over. –Respect each speaker: don’t take part in side conversations; listen and ask clarifying questions. –Discussion and criticism should not be focused on people –Turn on your empathy –All ideas are good! –Be supportive rather than judgmental –HAVE FUN :) GROUND RULES & GUIDELINES
  35. 35. 1 week before (better) On beginning of workshop – What are your expectations from the planned workshops? – What to you want to avoid during the workshop? – What is the best expected result of the workshop for you? EXPECTATION
  36. 36. EXPECTATION (HOPE/FEARS)
  37. 37. These interactive sessions are widely used to help attendees to get to know each other, feel more comfortable in a group and have some fun before the official program starts – Introduction Interviews – Two Truths and a Lie – Time for a Story – Human Bingo ICEBRACKERS
  38. 38. Agenda, Duration, Timekeeping No more than 6 hours TIME AND SCHEDULE
  39. 39. TIME AND SCHEDULE
  40. 40. How Clearly Do The Instructions Describe The Task? – Include a reminder of the goal or mission of the workshop – Explain each activity and why it was chosen – Provide key insights revealed from each activity – Provide captures of artifacts (photos) whenever possible – Include next steps and/or decisions that were made BRIEFS/INSTRUCTIONS
  41. 41. BRIEFS/INSTRUCTIONS
  42. 42. BRIEFS/INSTRUCTIONS
  43. 43. Is There Enough Work Space? How To Position Chairs & Tables? SPACE & SIZE
  44. 44. SPACE & SIZE Classroom Cafe Teamwork Conference Auditory Circle
  45. 45. SPACE & SIZE
  46. 46. SPACE & SIZE
  47. 47. Exercise Material, Bells & Name Tags – Sharpies – Dry-erase Markers – Pencils & Pens – Tape – Dot Stickers – Post-its PROPS & MATERIALS
  48. 48. PROPS & MATERIALS
  49. 49. PROPS & MATERIALS
  50. 50. Canvases, Work Sheets & Cards ANALOG TOOLS
  51. 51. ANALOG TOOLS
  52. 52. ANALOG TOOLS
  53. 53. ANALOG TOOLS
  54. 54. Planning Ending Wrap-Up & Closing Summary Of The Session Projector & Digital Devices Projector, Computers & Adapters Stories Anecdotes & Cases Relevant To The Workshop Clothes What Makes You Feel Comfortable & Look Credible? Breaks Pauses That Allow Rest, Coffee & Conversations Deliverables Will Participants Produce Or Present Something? Sharing Participants Present The Outcome Of Their Efforts Evaluation How To Evaluate The Workshop?
  55. 55. Anecdotes & Cases Relevant To The Workshop AirBnB Healthcare Our Own stories STORIES
  56. 56. STORIES
  57. 57. TV, Projector Devices Adapters PROJECTOR & DIGITAL DEVICES
  58. 58. PROJECTOR & DIGITAL DEVICES
  59. 59. What Makes You Feel Comfortable & Look Credible? CLOTHES
  60. 60. Participants Present The Outcome Of Their Efforts SHARING
  61. 61. Pauses That Allow Rest, Coffee & Conversations Break after every activity BREAKS/SNACKS
  62. 62. Will Participants Produce Or Present Something? How Digitalize outputs Muraly Google Draw Sketch DELIVERABLES
  63. 63. How To Evaluate The Workshop? – I like/I wish/What if – Survey EVALUATION
  64. 64. Develop Yourself Learn more tools and methods Use frameworks Ask for feedback Experiment Collaborate Follow Eleks Product Design Conclusion (Last slide)
  65. 65. Thank you Additional Materials https://t.me/marianmota_channel https://www.facebook.com/mota.marian https://instagram.com/marrimo/ https://dribbble.com/marrimo http://www.slideshare.net/motamarian

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