{"id":4250154,"date":"2017-09-15T13:05:34","date_gmt":"2017-09-15T11:05:34","guid":{"rendered":"https:\/\/www.deptagency.com\/insight\/how-to-run-successful-stakeholder-user-content-workshops\/"},"modified":"2017-09-15T13:05:34","modified_gmt":"2017-09-15T11:05:34","slug":"how-to-run-successful-stakeholder-user-content-workshops","status":"publish","type":"article","link":"https:\/\/www.deptagency.com\/en-nl\/insight\/how-to-run-successful-stakeholder-user-content-workshops\/","title":{"rendered":"How to run successful stakeholder, user & content workshops"},"content":{"rendered":"
\n\t\n\t<\/svg>\n\t\t\t\n\t\t\tBack to all articles\t\t<\/span>\n\t\n<\/button>\n\t\tHow to run successful stakeholder, user & content workshops\t<\/h1>\n\n\t\t\t\n\t\t\t\n\t\t\t\n\t\t\t\n\t\t\t\n\t\t<\/picture>\n\t\n\t<\/div>
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\n\t\tBrian Robinson\t\t
\n\t\tManaging Director UK\n\t\t\t<\/div>\n<\/div>\n\t
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\n\t\t\t\t\t15 September 2017\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t\t<\/div>\n<\/div>\n\n
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\n\t\t\t\t\n\n\t\tWorkshops are essential at the start of any new client project or relationship. We use them to help us understand your requirements, by getting to know your business and its objectives in a collaborative environment that provokes thought and discussion.

To maximise the benefits of running workshops, they must be considered and well planned; there is no point in running a workshop \u2018just for the sake of it\u2019. They can be hard work (but they can also be a lot of fun!)\t<\/h2>\n\n\n\t\tWorkshop types\t<\/h2>\n\n\n\t\tThe three main types of workshops we run regularly are:\t<\/p>\n\n
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  • Stakeholder\u00a0Workshops<\/li>
  • User\u00a0Workshops<\/li>
  • Content\u00a0Workshops<\/li><\/ul><\/div><\/div>\n\n\n\t\tEach workshop has a defined objective and purpose, which adds to the overall vision and digital strategy.\t<\/p>\n\n\n\t\tStakeholder workshops\t<\/h2>\n\n\n\t\tA Stakeholder Workshop can be one of the hardest to arrange, as there are many hurdles to overcome, such as: finding a time to suit everyone\u2019s calendar; defining which are the right staff to attend; the length of time available\/required; and finding a mutually convenient venue.\t<\/p>\n\n\n\t\tWe keep the structure of our workshops flexible, and each one is tailored to suit the client and project\u2019s needs and requirements. Some of the key, high-level topics a Stakeholder Workshop covers include:\t<\/p>\n\n
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    • What are the core business activities?<\/li>
    • What are the key business objectives?<\/li>
    • What are the challenges they face?<\/li>
    • Internal understanding and engagement with technology.<\/li>
    • How the current digital environment is managed.<\/li>
    • What they think about the current digital environment.<\/li>
    • What they want from the digital environment.<\/li>
    • What they think users want from the business digitally.<\/li><\/ul><\/div><\/div>\n\n\n\t\tTo help us gather all this information, we play games that have been designed and perfected over many years, to extract and prioritise the information we need, in a fun and enjoyable way.\t<\/p>\n\n\n\t\t1. Hot air balloon\t<\/h2>\n\n\n\t\tThis is a really simple game that I have used across many companies and continents, to identify what users do and don\u2019t like about their current solution, services or product.\t<\/p>\n\n\n\t\tI tend to use this when I have lots of workshops to run over a short space of time, with stakeholders from multiple job functions involved.\t<\/p>\n\n\n\t\tThe Game<\/strong>\t<\/p>\n\n\n\t\tDraw a hot air balloon in the middle of a flipchart page. This\u00a0is a symbol for your solution, service or product.\t<\/p>\n\n\n\t\tWorking in groups of four to seven people, ask the stakeholders to identify the following:\t<\/p>\n\n
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      • Anchors<\/strong>\u00a0\u2013 these are the things that are currently holding them back, elements they don\u2019t like, or issues that they face.<\/li>
      • Wind<\/strong>\u00a0\u2013 these are the things\u00a0that they do like, and the reasons they use that particular solution, product or service.<\/li><\/ul><\/div><\/div>\n\n\n\t\tAsk the stakeholders to add their thoughts to the flipchart on post-it notes, discussing each one as they add them. This initiates a discussion \u2013 it\u2019s the commentary around the issues and the consensus across the group that provides the real insight in to the issues and benefits.\t<\/p>\n\n\n\t\tOnce everyone has added their notes to the page, I find it helps if you then work with the group to categorise and prioritise the information by simply arranging the post-it notes in to groups, or ordering them in terms of priority.\t<\/p>\n\n\n\t\t2. Product box\t<\/h2>\n\n\n\t\tA slightly more complex game that requires the group to be more engaged.\t<\/p>\n\n\n\t\tThe Game<\/strong>\t<\/p>\n\n
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        • Split the group in to teams of three to four people. Provide each group with a plain box and some coloured pens.<\/li>
        • Ask the teams to design a product box for the solution, service or product. As opposed to focusing on the features, teams should identify the problems that they want to solve, and present how the solution will help overcome them.<\/li>
        • Each group is then asked to present their Product Box back to the group.<\/li><\/ul><\/div><\/div>\n\n\n\t\tThe interaction here can be invaluable for defining the consensus of problems\/solution needed, and can promote insightful discussion. Be prepared to take notes or video the discussion (if delegates are in agreement).\t<\/p>\n\n\n\t\t3. SWOT analysis\t<\/h2>\n\n\n\t\tThis is a good exercise for larger groups. If used correctly, it will help you to define the requirements needed to achieve a vision or key business objective. It is important that this outcome is clearly defined at the beginning.\t<\/p>\n\n\n\t\tSWOT exercises can require a lot of leading, as many groups find it hard initiate discussion or identify weaknesses. This is where the use of icons and analogies can help to generate the ideas (e.g. strengths = strong arm symbol).\t<\/p>\n\n
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          • Use four separate flipchart pages on a large wall, and label them with Strengths, Weaknesses, Opportunities, Threats.<\/li>
          • Ask the group to work on each section in order, starting with strengths. Get them to generate five ideas individually, write them on post-it notes, and add them to the wall, describing them to the group as they do so.<\/li><\/ul><\/div><\/div>\n\n\n\t\tOnce you have covered the four sections, I would recommend that you then work with the group to organise and prioritise the ideas. This will highlight the areas within each of the four sections that have the most consensus, and provides the activity\u00a0themes for going forward.\t<\/p>\n\n\n\t\tWho should attend a stakeholder workshop?\t<\/h2>\n\n\n\t\tThe attending delegates should represent all areas of the business, including:\t<\/p>\n\n
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            • Senior and Middle Management<\/li>
            • Administration and Accounts<\/li>
            • Customer Service<\/li>
            • Employees at the customer frontline<\/li><\/ul><\/div><\/div>\n\n\n\t\tIf this is a global organisation, it may be best to complete similar workshops in each of the key locations.\t<\/p>\n\n\n\t\tAttitude\t<\/h2>\n\n\n\t\tCreating the right environment and attitude for the workshop is really important. We work hard at this by using simple, creative introductions to make people feel more comfortable. If a group is large, creating smaller teams of four to six people can help increase each user\u2019s involvement higher.\t<\/p>\n\n\n\t\tCreating a workshop that is open and honest can be tricky, as you need to ensure that the quieter delegates don\u2019t get drowned out by any overpowering individuals, or even conflicting areas of a business. In these scenarios, it may be necessary to mix and move people around the teams to ensure a fair representation.\t<\/p>\n\n\n\t\tLocation\t<\/h2>\n\n\n\t\tA workshop can be run in any room but, when possible, I like to avoid boardrooms, as it can be a fairly intimidating, formal environment. Sometimes it can help if the workshop is held outside of the business.\t<\/p>\n\n\n\t\tPractical considerations include remembering to check that your post-it notes, tape or blue tack don\u2019t mark the walls, as the next budget sign-off might be difficult if they need to re-decorate the room after the workshop!\t<\/p>\n\n\n\t\tThe room should have space for everyone to get up move around. If you run group exercises, teams will need space to huddle, discuss and collaborate. Try to view the room before the workshop to ensure its suitability.\t<\/p>\n\n\n\t\tAt DEPT\u00ae, we have a number of rooms set-up for workshops, with dry-wipe walls and surfaces which are great for idea-storming.\t<\/p>\n\n\n\t\tEquipment\t<\/h2>\n\n\n\t\tThe basic equipment you need for a workshop is very simple!\t<\/p>\n\t\t\t<\/div>\n\t\t\t<\/div>\n\n\t\n\t