Effective preparation is key to running a successful Business AI Explore Workshop. This lesson focuses on the necessary steps to ensure the workshop runs smoothly, including collecting participant homework, briefing participants and coaches, adapting the agenda, and preparing the physical or virtual space and materials. By carefully planning and organizing these elements, facilitators can create an environment conducive to productive and engaging sessions.
Before the workshop
Take the following steps to prepare for the Business AI Explore Workshop:
- Collect the participant’s homework
After the introductory session, send participants the homework instructions along with the necessary materials, such as the opportunity cards and a link to the Existing Challenge Template. Align with them on a deadline for submitting the homework and follow up to ensure you collect all their inputs at least two days before the workshop.
- Brief your participants
Send out the meeting requests a few weeks prior to the session, so participants can arrange their attendance.
Include the workshop objectives, a simplified agenda and the link to your video conference and Mural board in the case of a virtual session.
- 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
You will need at least one coach for each breakout room. 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.
Each team of participants will need a space with a table that can accommodate the whole team and 2 whiteboards or similar vertical surfaces to draw and stick post-its notes.
The room should also be equipped with a projector or big screen to showcase the examples, and two whiteboards for the activities carried out with the entire team.
Before the session starts, prepare a Value Heatmap. The heatmap should be about the size of a whiteboard. You can draw it on a whiteboard or print it on A0 format and hang it on any vertical surface.
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
The filled in Existing Challenge templates sent by the participants.
Print the following materials for an on-site session:
- 10 - 15 Existing Challenge Description templates (size A4)
- 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.
The day of the workshop
So, the day of the workshop has come and everything is ready to go. But before diving into the content, it’s recommended to get your participants into the right mood. Give them some time to arrive and get comfortable in the workshop setting.
Spend the first 30 minutes, walking them through the agenda and expectations of the day and reviewing any questions they might have about the opportunity cards and AI capabilities.
Let’s summarize what you’ve learned:
- Homework Preparation: Collect participants' homework and ensure all inputs are received at least two days before the workshop.
- Effective Communication: Send out meeting requests a few weeks before the session, including objectives, agenda and links to the video conference and Mural board for virtual sessions.
- Flexible Agenda: Adapt the workshop agenda based on the number of participants and the available time. Create a simplified version of it in a flipchart for on-site workshops.
- Resource and Space Management: Secure a spacious venue with necessary equipment like whiteboards and screen or projector. Prepare materials such as the Value Heatmap, pens, post-it notes, and printed templates beforehand.
- Pre-Session Engagement: Brief participants and coaches prior to the session to ensure everyone is aligned with the expected activities and objectives. Use the initial 30 minutes of the workshop day to set the tone, walk through the agenda, and address any questions.