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UXPA2019 The Process is Baked In: Our Recipe for Successful Workshops

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One of the roles of a UX team is to share expertise and enable collaboration across an organization by facilitating workshops such as design thinking sessions. The value of these workshops comes from the opportunity to break down silos and the ability to inform group decisions with data, but we experience challenges. How do we scale this process to meet demand? How can we document workshops effectively? How can we ensure we have a measurable impact?

Amanda, Oriana, and Mengjiao of the Rapid7 UX Research team will share a facilitation process they developed to enable consistent, high quality, design and systems thinking workshops that are data informed and thoroughly documented in order to quickly deliver value and insights after a workshop. They will discuss some of their strategies and lead you through examples of how to implement a workshop building process adapted to your organization’s needs.

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UXPA2019 The Process is Baked In: Our Recipe for Successful Workshops

  1. 1. The Process is Baked In: Our Recipe for Successful Workshops
  2. 2. 2 Talk Objective ● Our goals and processes ● Tools and techniques ● Inspiration for your process
  3. 3. Speakers Amanda Parkin Senior UX Researcher Oriana Ott UX Researcher II Mengjiao Li Incoming UX Researcher II Place speaker image here
  4. 4. Agenda ● Our Context ● Our Goals ● Our Process ● Conclusion
  5. 5. Our Context Standardizing and scaling our process ● High demand ● Limited resources ● Variable quality ● Unclear outcomes
  6. 6. Crafting the perfect cookie recipe. CONSISTENCY Building a reputation for excellent cookies. QUALITY Delivering cookies that leave people wanting more. VALUE 6 Our Goal: Workshop as a Process
  7. 7. • Provide high quality workshop experience for participants • Achieve workshop goals with tangible outcomes for stakeholders QUALITY
  8. 8. • Reduce effort to plan and run workshops • Setting and meeting business expectations • Building trust with our partners CONSISTENCY
  9. 9. • Demonstrate value on the day of the workshop • Show ongoing value after the workshop • Collect data to iterate and inform future workshop experience VALUE
  10. 10. Activity 1: What challenges do you face when it comes to planning workshops?
  11. 11. Request Kickoff Planning Workshop Follow-Up Our Process
  12. 12. Request People know we make cookies and order them.
  13. 13. Request Build awareness of our team’s capabilities and a means for requesting facilitation.
  14. 14. Research Request Form Our cookie order form. Stakeholders request a workshop or activity through this form.
  15. 15. Kickoff We gather the right ingredients for our recipe.
  16. 16. Kickoff Grow stakeholder understanding of workshop methods and gain alignment on goals and content.
  17. 17. Stakeholder Kickoff Guide Our list of ingredients. A guide to facilitate our initial kickoff with stakeholders and collect relevant details.
  18. 18. Planning We mix the ingredients and prepare the cookie dough.
  19. 19. Planning Transform stakeholder goals and content into a facilitation deck and materials.
  20. 20. Facilitation Deck Template Our finished cookie dough. A deck template to transform stakeholder goals into an agenda, ice breakers, and planned activities.
  21. 21. Review with Key Stakeholders and SMEs Taste testing the cookie dough. Meeting with stakeholders to review content and practice the activities.
  22. 22. Activity 2: What challenges do you face when it comes to conducting workshops?
  23. 23. Workshop We bake the cookies with the help of our participants.
  24. 24. Workshop Facilitate workshop and collect data from the activities.
  25. 25. Live Readout Technique Baking the cookies. A full readout of the day’s activities fully documented in a slide deck delivered at the end of the workshop.
  26. 26. Follow-Up We eat the cookies and ask for feedback.
  27. 27. Follow-Up Ensure that the work continues beyond the workshop and that our process iterates and evolves.
  28. 28. Email Recap Delivering the cookies. Sharing a full recap of the notes, outcomes, and next steps from the day with stakeholders.
  29. 29. Post-workshop Survey Asking how the cookies were. Surveying the workshop participants to understand any areas for improvement.
  30. 30. Example Post-Workshop Survey Internal workshop, 2018 Open-ended feedback: • More time spent on solutions • Clarity of instructions • More closely moderated time to avoid going over on earlier parts
  31. 31. Let’s demonstrate!
  32. 32. The Process is Baked In: Live Readout in Action
  33. 33. Today’s Recap ● Activity 1: Workshop Planning Challenges ● Activity 2: Workshop Conducting Challenges ● Summing It Up
  34. 34. Activity 1: What challenges do you face when it comes to planning workshops?
  35. 35. Challenges in Planning Workshops • Getting people to dedicate time with all the other work they have • Setting expectations with stakeholders, getting alignment on goals • What are activities going to be? interacting, engaging, and memorable • Prep work: did other people do their part? • Designer/research oriented, getting other disciplines trust/engagement • Teams in different locations • Getting a clear understanding of problem from stakeholders
  36. 36. Planning Themes • Understanding goals/problem • Appropriate activities for engagement • Appropriate activities for team structure/location/background • Getting other people to do their part • Building a good reputation • Request form • Kickoff with stakeholders • Workshop planning • Building a facilitation deck • Stakeholder review meeting Takeaways
  37. 37. Activity 2: What challenges do you face when it comes to conducting workshops?
  38. 38. Challenges in Conducting Workshops • Keeping stakeholders in the workshop • Getting people to take ideas with them • Getting stakeholders to really participate in a useful way • Post-its and white boards: getting them to write something we can use • Keeping Subject matter experts from going on tangents • Key stakeholders wanting to boost pet projects • Time management for activities • Bad previous experience: people don’t want to be there • Remaining unbiased
  39. 39. Conducting Themes • Active engagement in workshop • Ongoing engagement after workshop • Tangents • Pet projects/Bias • Getting things in a usable form • Facilitation deck components • Data collection • Live readout technique • Email recap • Post-workshop Survey Takeaways
  40. 40. Why this technique? • Notes captured during audience participation • Preliminary synthesis done • Participants walk away with a this information as a jumping off point
  41. 41. Request Kickoff Planning Workshop Follow-Up Our Process ● Research Request Form ● Stakeholder Kickoff Guide ● Stakeholder Review Meeting ● Facilitation Deck Template ● Live Readout Technique ● Email Recap ● Post-workshop Survey
  42. 42. Crafting the perfect cookie recipe. CONSISTENCY Building a reputation for excellent cookies. QUALITY Delivering cookies that leave people wanting more. VALUE 42 Our Goal: Workshop as a Process
  43. 43. Resources The templates in the folder below were curated to provide visible examples of the tools discussed in our talk The Process is Baked In: Our Recipe for Successful Workshops at UXPA International 2019. View Folder
  44. 44. Email uxresearch@rapid7.com or connect with us on LinkedIn! Amanda Parkin amanda_parkin@rapid7.com Oriana Ott oriana_ott@rapid7.com Mengjiao Li mengjiao_li@rapid7.com Thank You.

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