Chapter 7 Workshop Environment

Plan your work and work your plan!

~ Author Unknown

The success of a meeting, group workshop, or training session depends a lot on the facility, the seating arrangement, the food, the ambience, and other important considerations. It is the responsibility of the facilitator to identify the requirements for the workshop environment to the client during the preparation phase of the facilitation process. It is also wise for the facilitator to check the facility ahead of time if possible and go there to set up the room ahead of the workshop start time. The desirable aspects of a workshop environment are a facilitation-friendly room, proper seating setup, working equipment, adequate and appropriate supplies, and safety and security. Before we go into the details of a facilitation-friendly environment, let’s identify basic guidelines that should govern the workshop environment.

Guidelines for Facilitation-Friendly Facility

Space: The facility should be large enough to host the participants in a way that they are comfortable in seating and doing team exercises around the room without being claustrophobic (tight space inhibits full participation). Any special needs considerations must be respected.

Lighting: Natural lighting in the room is preferred because it promotes better engagement of the participants. (Most hotel meeting rooms are like “dungeons” with no natural lighting; they are generally designed for the convenience of food caterers rather than the convenience of the participants).

Wall Space: Plenty of free wall space is required in order to hang wall charts and wall paper for conducting hands-on exercises. (Be careful that markers are not used directly on the paper in case the color bleeds.)

Equipment: All equipment such as seats, tables, projection screens, overhead projectors, and flip chart easels should be in good working order. Support staff should be available to provide technical assistance.

Food: The facility should have breakfast, coffee/tea, lunch, and afternoon snacks available. Napoleon Bonaparte observed that “an army marches on its belly.” Likewise the workshop participants are more attentive and engaged when food and beverages are available during the session.

Room Setup

Depending on the type of workshop, plan ahead for an appropriate seating arrangement. See Table 7.1 for suitable options and patterns in planning seating.

Table 7.1 – Seating Patterns

Pattern	Advantages	Disadvantages
	Good for meetings, problem solving and planning discussions. Implies the need for a lead person.	Only the person in charge of the session may “lead.” Promotes formality. Movement for exercises is limited.
	Facilitator/Trainer controls the session with visuals accessible to all. May be good for computer-based training.	All participants cannot see each other, which inhibits open discussion. Difficult to form small teams for exercises.
	Facilitator controls the session with visuals accessible to all. Participants can turnaround easily and have discussions in teams.	All participants cannot see each other, which inhibits open discussion to some extent. Difficult to form small teams from across the tables.
	Promotes group discussion by all participants. The facilitator can have closer proximity to all. The visuals are accessible.	Some participants may not be able to make eye contact with others. Difficult to mix and match small teams for exercises.
	Promotes open discussion. Led by the facilitator. Good for sensitive topics and relevant problem solving. Visuals/presentation are accessible to all.	Participants look up to the facilitator to lead and may not initiate dialogue on their own.
	Promotes collaboration and teamwork in each of the clusters. If there are reasonable numbers of chairs that face the front then everyone can have a good view of the facilitator and the visuals/presentations.	Too many chairs around each table would require some participants to always have to turn their bodies and heads toward the front, causing discomfort.
	Promotes equal participation, group discussion and problem solving. Participants can see each other. Facilitator steps out and guides from outside the circle. Good for discussion on sensitive topics and problem solving (table “barriers” are eliminated). The facilitator may sit in the circle and stay passive, letting the participants take the lead.	Visuals and presentations are difficult for all participants to see. Is limiting in the event the group size has to be expanded.

Aside from the need to facilitate very large group of people—which is not in the scope of this book—an average workshop size for one facilitator to handle would be twelve to sixteen participants (plus or minus two). If the participants exceed twenty (plus or minus two) in number, a co-facilitator may be required. The rule of thumb is one facilitator for up to sixteen to eighteen participants (this count depends on the nature of the topic and the workshop).

The room should be prepared well in advance of the arrival of participants so that when they arrive, they feel welcomed and ready do the work or to learn, as the case may be. Play appropriate background music. Have a welcome chart that is colorful and inviting at the entrance with the title of the workshop and the date(s). Make flip charts ahead of time and display them on the walls, including the one for workshop guidelines and rules.

1. Workshop Effectiveness Guidelines (Table 7.2) Chart. These are sometimes referred to as Rules. As a facilitator I decide what guidelines to establish. However, I do ask the participants if they would like to add to the pre-made list. These pre-made guidelines avoid having to create them from scratch during the workshop.
2. Parking Lot Chart. This refers to a chart that is typically used during workshops to jot down items that need to be addressed at a later stage or during breaks. Instead of parking lot, I sometimes prefer to use the title Ice Box. I explain that the purpose of this chart is to write down items that need be addressed later—or, rather, keep them “fresh.” I do this to differentiate myself from those who have been using the Parking Lot for years.
3. Jargon Chart. People tend to use their organization-specific acronyms, which in many cases, are not even common knowledge among their peers. I introduce this as a rule that whenever participants use an acronym or some unique phrase it is their responsibility to write the full word/definition on a sticky note and place it on the jargon chart. This becomes their workshop dictionary and is documented with the deliverables.
4. Next Steps Chart. The next steps chart is meant to identify the actions to be agreed upon at the end of a session. The pre-made chart saves time at a later stage of the session.
5. Name Tent Cards. Provide name tent cards and markers for each of the participants and ask them to write their names on both sides of the tent card and place them on the table in front of them. Having them write their names on both side of the tent card helps those who are sitting behind to know the names of those in front of them. This is particularly helpful in a classroom-style seating arrangement.
6. Agenda Chart. The agenda can be made into a large chart and placed on the wall for common reference as well as being made available in the room. Even when agendas have been electronically communicated, many people walk in without a hard copy or don’t have their laptop with them. They will expect the agenda to be available at the workshop.
7. Learning Aids. I always provide items that participants can “play” with during a session. This helps them in their concentration as “the hands want to do something.” The items should be individually packaged and are not meant to be shared with others. They are giveaways for the participants to take with them. Avoid silly putty or “play items” that people share because those can be unhygienic (if someone has a cold, the items may pass on the germs). Also avoid items such as Kush Balls and such because people will throw them at each other and may cause injury to someone.
8. Table. Prior to a session, place on the participant’s workspace, the workbook, a writing pad, a pen/pencil, a learning aid “toy,” a name tent card, and a water bottle or a glass (with water available in a pitcher). Make sure that the participants have comfortable elbow space and that their space is not crammed.

Equipment

These days, facilitators and participants bring their laptops and clients often provide the projectors to cut costs. (Hotels tend to charge too much for the use of their projectors.) In addition to having your presentation files on your laptop, carry the files on a flash drive as a backup solution. If your laptop malfunctions, the files can be loaded on a temporary/borrowed one. Another good practice is to send an e-mail to yourself, attaching the presentation files. Ensure that you have enough flip charts, with easels, to conduct team exercises. Security is an important consideration for times when the meeting room is not in use, such as when participants take their lunch breaks. Check with the facility staff regarding the safety policy. The room may need to be locked for breaks to ensure that laptops and other items of value are secured.

Food

The food arrangement is typically handled by the client. The facilitator must work with the client to make sure that the food is healthy and meets the needs of the participants. The availability of coffee, tea, and other beverages throughout the duration of the workshop is preferred. A buffet lunch catered in the meeting room saves time versus walking to the cafeteria for a sit-down lunch. Afternoon snacks should be healthy snacks such as fruit, rather than the cookies, biscuits, and brownies that people generally prefer. The sugar content of these foods tends to make participants lethargic and the facilitator is then challenged to keep them attentive and participative for the remainder of the session.

Workshop Environment Checklist

• Sufficient access to the facility prior to the workshop time
• Safe place to be (ensure emergency exits)
• Seating pattern (and comfort)
• Lighting quality (including natural light)
• Air quality (humidity between 60% and 80% and temperature between 66° and 74°)
• Location of rest room facilities
• Equipment, technology, white boards, flip charts with easels
• Participant workbooks/handouts and learning aids
• Wall Charts (Welcome, Ice Box/Parking Lot, Jargon, Agenda, and other charts)
• Posters (relevant to the topic as well as inspirational and motivational)
• Name tent cards and markers
• Water, food and beverages
• Supplies
• Live plants (if possible)
• Music (mild and soothing).

Futuristic Facilitation Room

With more awareness of the value of facilitation, progressive and forward-looking organizations should think about the designs and patterns of facilitation rooms to optimize the engagement of the participants, whether for meetings, group facilitations, or transfer of knowledge. These rooms should enable adult learning methods including use of engagers and energizers, and have multimedia technology, natural lighting, flexible and configurable/portable seating with desks, usable wall space for white-boarding and hanging charts, and all relevant supplies readily available.

Workshop Effectiveness Guidelines

Table 7.2: Workshop Effectiveness Guidelines, contains suggested ideas for managing a workshop. Facilitators must come prepared with these guidelines already created, and communicate them at the beginning of the workshop. A printed chart placed on the wall is helpful in periodically reminding the participants of agreed upon rules.

Table 7.2 – Workshop Effectiveness Guidelines

Guidelines for Workshop	Rational
Respect the value of time.	Establish strict standards for starting and returning from breaks. The facilitator must set an example by always being punctual. (As the saying goes, one may have a watch but still not know the value of time).
Participate Actively: You will get out what you will put into the session.	Ensure that the participants understand that they have a stake in the outcome of the session.
Respect diverse opinions.	This promotes participation by all.
Hold one conversation at a time.	This helps avoid distractions and disengagement by others.
Use laptops on breaks only, unless required by the session or for note taking.	Unless laptops are required for the session, limiting their use helps lessen distractions. Some people use their laptops for copious note taking. This exception should be allowed by making everyone aware of this option.
Keep cell/mobile phones ON, but take them outside for responding to calls.	There is always a chance of a personal or professional emergency for an individual. The facilitator should not take on the responsibility for such unforeseen circumstances.
Keep work areas clear of all trash during the workshop.	Participants tend to leave their empty coffee cups and snack plates lying around on the tables. Instructing them to clear their trash during breaks promotes cleanliness and order on tables that are shared with others.
Don’t leave any organizational proprietary material lying around in the room after closing. Take it away and dispose of it appropriately.	Particularly in hotel conference rooms, leaving organizations’ documents exposes the documents to risk. Industrial intelligence, aka spying, is real. Help participants mitigate the risk of exposing important information.
Any others?	Ask the participants if they would like to add any additional guidelines.

Supplies Checklist

Supplies are a critical enabler to any workshop; the success of the outcome depends on the timely availability of relevant supplies. In the preparation phase of the facilitation process, a complete list of needed supplies is identified through the development of the Running Order Agenda (ROA). For an engaging and interactive one- or two-day workshop with around sixteen participants, a complete set of supplies might fill a small suitcase on wheels.

There are facilitators and trainers who take pride in stating that they travel around the world leading sessions using only their laptops. It is clear that either they don’t understand adult learning and engagement principles and practices that maximize effectiveness, or they are lazy and take the easy way out. They do injustice to their participants, their sponsors, and their craft, not to mention to their own development.

Internal facilitators in organizations should have a small facilitation kit that they can easily take into conference rooms—sometimes on short notice. The supplies kit is one important aspect of the professionalism of a facilitator. A suggested supplies checklist that can be customized by any facilitator is outlined here. (Supplies in this list include activity reminders as well).

Pre-Workshop Activities

• Contact Information (contact person, role, phone number, e-mail, etc.)
• Facilitator’s Running Order Agenda (ROA)
• Participant Agenda (multiple copies)
• Requirements for a facilitation-friendly facility and other relevant requirements
• Requirements for food and beverages
• Communication to participants by the client/manager/sponsor
• Pre-work instructions to the participants
• Presentation files, participants workbooks
• Travel and lodging arrangements
• Workshop supplies.

In-Session Setup Items

• Participant notebooks (training), handouts (facilitation)
• Agenda copies
• Wall charts, banners
• List of attendees
• Name tent cards
• Sign-in sheet
• Evaluation forms
• Business cards and marketing material.

Note: Try to use environmentally friendly material where possible, such as recycled paper that promotes sustainability.

In-Session Activity Support Items

• Facilitator’s kit
• Learning aids (facilitation “toys” with purpose)
• Paper rolls (48 inches x 24 yards)
• Paper cutting knife
• Masking tape “artists’ non-stick” and/or painters blue-tape (also Duct tape as backup)
• Markers of all sizes (water soluble markers to avoid damage to clothes)
• Sticky notes of all sizes (largest to smallest sizes)
• Sticky dots of various colors
• Glue stick and pushpins
• Pads of paper and pens/pencils
• Engagers and Energizers (e.g., creativity aids)
• Camera with charger
• Laptop equipment with charger; wireless remote
• Backup flash drive with presentation files
• Music speakers.

Personal Support Items

• Water bottles
• Snacks, throat soothers
• “Entertainers Secret”—for dry throat (this is available in select pharmacies)
• Band-Aids
• Hand sanitizer
• Toothbrush and toothpaste (to keep mouth fresh after meals).

The evening before and on the day of facilitation, avoid eating onions, garlic, etc., which may carry an offensive smell.

Helpful Hints

• Always verify the workshop facility by seeing it yourself, if possible. Even if you request a facilitation-friendly room by giving all the details, be mindful that it is not always easy for others to visualize your specific needs.
• During the breaks, you won’t always have time to eat snacks or the luxury of taking a leisurely lunch because, as the facilitator, you are always arranging charts and other items for the next activity. Therefore, pack your own snacks to eat on the fly in the event of time constraints.
• Have you ever heard the saying, “Pack your own parachute”? Well, you should pack your own supplies. One critical missing supply item can inhibit your performance and the quality of the output—in addition to causing frustration over the lack of a needed tool.