Not corporate entertainment, surely?

We have all been there many times: with an eagerness to make change, the determination to make it work this time by rallying up the troops and insisting on a collaborative workshop to hash things out; showing up with a heart full of enthusiasm and mountains of colourful post-its to capture ideas; working up the excitement and encouraging the team to run through the carefully prepared and timed activities; finally reaching a hard-earned consensus, ending with a promising new beginning in view and a new found confidence and fulfilment. “We have done it! This was it!” Oh, how beautiful that felt. But the high never lasted, for the habits come creeping back in, promises made were soon forgotten under packed schedules and never-ending firefighting. Did we really make the change? Or was it all for corporate entertainment?

I know I am not alone in feeling this way. Whether the effort was made for an internal challenge or for a client project, too many collaborative sessions ended on a high note only to crash down with a fraction of outcome fulfilled. It’s no wonder people become skeptical or hesitant to invest their time in another “team workshop”. Why commit to the effort when it’s all going to end up in a pile of colourful gibberish? Anybody can relate?

Trust me when I say no one feels worse about a wasted session than those who prepared for it. You slave through days or hours beforehand, frantically comb through the necessary activities and preparations, struggle with that never-working printer (before COVID anyways) and worry about how to keep participants engaged. I learned it the hard way that great sessions do not guarantee success. But a few key reminders have helped me practice how to safeguard the promise and respect everyone’s commitment:

—

1. What IS the intention? Do we all agree?

You would be surprised at how many team workshops and ideation sessions happen without participants all being on the same page about why they are there. It’s always easy to assume, don’t. Be honest about why everyone is meeting up and taking the time, and share the message. It might just save yourself a few cringe debates or a long unplanned monologue.

Bonus: If working with a client, get an ambassador for your cause who can champion what you are trying to do. It’s always easier to push for change when working together from both sides.

—

2. Respect everyone’s time

Everyone has different priorities, just because it’s not the same as yours doesn’t mean it’s less important. Collaboration software makes it all too easy to claim other people’s time. Keep in mind, attendance does not equate engagement. If you are asking someone to prioritise you for part of their day, show them you appreciate their time by using it well. So, be clear about how you will use the time together, and what they should expect from the session. Setting realistic expectations often serves to prepare the participants well, so win-win!

—

3. Know your audience

I don’t mean an attendance list, it’s not a kindergarten. Invest a little time to find out know who will be joining your session- their roles, experience level, relationships with your project, and motivations. It pays off in the long run to identify your stakeholders that can amplify your efforts or detract the results. Some of this may not be possible to do prior to meeting them, and that’s alright! So why not ask? You can do so at the beginning of the session and make it into a honest dialogue, or simply reach out to let them know you are ready to listen.

Another important reason to know who you are inviting is to be able to critically evaluate your own approach. Cookie-cutter workshop methods or canvases do not work. Successful collaborative sessions depend on you being able to utilise the right methodologies (and tools) to bring out discussions, enable participants to examine the subject at hand from new perspectives. Yes, this means more preparation for you, but without it your session may be hype without substance.

—

4. Follow up after wrap

What makes new ideas come alive is not the amount of praise or applause you get at the end of your session. It is the accountability and execution that comes after everyone walks out the room (or signs off the call for that matter). Chances are, most of the people involved are already shifting their focus elsewhere as soon as you say “thank you for today”. No matter how the session goes, follow up in writing. Make your collaboration an experience that goes beyond the session itself. This can include summarising the outcome of your workshop, checking in on the agreed actions, or following up on the questions raised. Proactively seek feedback to improve future engagements is also the most effective way to continuously evolve your practice, so don’t be afraid of getting unwanted opinions. It is the vulnerability that makes us stronger.

—

In this time that never lacks change or unexpected challenges, we will always seek ways to reinvent how we do things in order to better the existing solutions. Every time I am about to start planning for the next workshop, or prepare for a new ideation session, I ask myself: What is the intention behind what we are doing? How can I ensure we use everyone’s time well and get what we want to out of this opportunity? What are the most appropriate methods to engage with my audience and empower them to collaborate? How can I support the team to keep the momentum up beyond the session itself? Naturally there are plenty more ways to ensure your collaborative session create quality outcome beyond the fluffy words and cheery energisers. Instead of being marked as light corporate entertainment, covering the key basics can help protect the sacred promise you believe in, and work so hard to deliver.