A well-prepared workshop increases the likelihood of its success. Before running the mini–Business AI Explore workshop, take care of getting an appropriate space to run the session, make sure all coaches are familiar with the exercise instructions, adjust the times in the agenda, have the necessary materials ready to use, and ensure the participants’ attendance.
The Mini Business AI Explore Workshop is a compact, 3-hour version of the full Explore Workshop, designed for settings with tens to hundreds of participants and multiple companies, such as events.
In this session, participants are teamed up in small groups of 3 to 4 people for the entire duration of the workshop.
The session can be run on-site or virtually.
To prepare for this session take the following steps:
- Brief your participants
Send out the meeting requests a few weeks prior to the session, so participants can prepare their travel.
Include the workshop objectives, a simplified agenda and the link to your video conference and Mural board in the case of a virtual session. Send the participants the opportunity cards and ask them to get familiar with them as a source of inspiration.
- Adapt the agenda
Modify the duration of the exercises in the agenda according to the number of participants and time available. You need at least 2 minutes for each participant to share their ideas, therefore, the more participants you have in each team, the more time you will need for the share-outs.
Prepare a simplified agenda on a flipchart for on-site workshops.
- Brief the coaches and review the instructions
Make sure all coaches are familiar with the exercises and their sequence before the workshop starts. You will find all the instructions in the coach guide or in the MURAL board.
- Prepare the space
Make sure you secure a space large enough for the audience.
In this session, each team of participants needs a space with a table that can accommodate the whole team and a whiteboard or similar vertical surface to draw and stick post-its notes.
The room should also be equipped with a projector or big screen to display and explain the instructions for each exercise to the entire audience.
Before the session starts, prepare a Value Heatmap for each team. The heatmap should be about the size of a whiteboard. You can draw it on the corresponding whiteboards or print it on A0 format and hang it on each team’s space.
Make sure each participant has access to a thick pen and that each team has a package of post-its.
Have magnets or tape available to hang your material.
- Prepare the materials
Print the following materials for an on-site session:
- 1 deck of Business AI Opportunity Cards per team (size A5)
- 1 deck of Business AI Limitation Cards per team (size A5)
- 4 Scenario Sentences templates per participant (size A4)
- 4 Use Case Brief Sets per team (size A3)
- 1 agenda sheet per coach (size A4)
In the case of a virtual session, create a new board from the Mural template available. Remember to create one board per team.
Let’s summarize what you’ve learned:
- Brief your participants: Send meeting requests with workshop objectives, a brief agenda, and links for video conferencing and Mural board if necessary.
- Adapt the agenda: Customize the workshop agenda based on participant count and available time, accounting for longer share-outs with more participants.
- Review the instructions: Ensure all coaches are briefed and familiar with the sequence of exercises and instructions prior to the workshop. Check the coach guide or the MURAL board for more information.
- Optimal Space Setup: Secure a large enough space with necessary equipment and furniture (e.g., tables, whiteboards, projectors) and prepare a Value Heatmap for each team’s workspace.
- Prepare the materials: For on-site sessions, print necessary materials, and for virtual sessions, set up Mural boards for each team using the provided template.