workshop guidelines (1)

8/12/2019 Workshop Guidelines (1)

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Name of the workshop

Hosting Organization

Facilitator

Date of Workshop from to

Place

Overview

Introduction

Template 1

Template 2

Template 3

Template 4

Template 5

Template 6

Template 7

Template 8

Please enter your information into the white fields

Overview

Workshop Objectives

The Workshop’s Direct and Indirect Target Groups

Evaluation

Report

Methodology

Internal Workshop Plan

Workshop Material

Objectives of Exercises



Quality Guidelinesfor Training and Consultation Workshops

Content1. Introduction2. Defining workshop objectives3. Identifying the target group4. Selecting the right methodology5. Training methods6. Moderation7. The agenda

8. Materials needed

1. IntroductionWhen to Use the Guidelines . of the following criteria:an expected audience of more than 7 people,an intended duration of more than half a day,

meetings to which invitations are sent out in written form (including email). gatherings.

For whom this guidelines are intended organization, design and conduct of workshops. In case these three roles aredivided, different parts of these guidelines might apply to organizer, facilitator andtrainer. However, it is important that the responsibilities for particular requirementssuch as evaluation and reporting are clearly marked beforehand . We have tried tosimplify procedures as much as appropriate and have restricted the lengths ofA major objective of many technical assistance projects is capacity improvement,

either directly as an overall objective or as a means to achieve the overall objective.for example through training, demonstration of pilot projects, exchange of views and experiences, dissemination of new methods or technologies, etc.

Further, they might be the central events in the project cycle during whichcomponents are planned or joint decisions are made.



It is common sense that poorly organized meetings are a waste of time, that learning can happen in a conducive environment, and that projects have a better chance of success if the project cycle is based on broad

participation of the stakeholders involved.That is why we introduce a quality management system for workshops, meetings,seminars and training courses in order to facilitate a significant outcome of all thisevents (effectiveness), to make sure that resources spent have a high rate of return(efficiency) and long-term benefits of the project are sustained (impact).

2. Defining Workshop Objectives

the means of verification of these objectives. Without predefined objectives, there isno justification for organizing a workshop, and without success indicators, there isno possibility of measuring achievements of the workshop. We distinguish short andmedium term objectives.whether

the predefined agenda has been accomplished, participants have understood the central messages, agreements have been reached, plans have been elaborated, etc.

They can be described by specific milestones, which could be documents elaborated,certain tasks/assignments completed, etc.Medium term objectives are measured some time after the workshop (generally, 6

months later) and describe whether participants apply new skills, participants have changed specific behaviour, agreed actions are taken, plans are implemented, etc.

Objectives are generally worded in present or perfect tense, e.g.Short term

“After completion of the workshop, participants have gained skills to elaborate aconcept of cost-recovery in municipal water services”, or

“At the end of the workshop, a plan for implementation of new policy guidelines onXYZ has been elaborated.”

Medium term water service.” ICPDR.” e.g.



“The use of the DANUBIS Information System has increased by 25% fromNovember 2002 to April 2003, measured by the logins.”

“National focal points have discussed the implementation of the WFD and designedplans for implementation of first steps.” Objectives should be SMART, e.g.

S imple

easy to understand.

Measurable

achieved.

Achievable

resources at disposal.

Relevant

The goal should be directly related to the purpose

Time-constrained

It should be when you intend to achieve it (short term – at the end of theworkshop, or medium term, after a certain, specified time).

While for medium term objectives you will need qualitative or quantitative indicators,short term objectives are mainly verified by milestones, e.g.

draft implementation plan minutes of group discussions etc.

The workshop organizer is principally responsible for monitoring the short andmedium term objectives of the workshop. However, the responsibility for monitoringmedium term objectives can be delegated to other persons.Template 1 (Defining Objectives and Indicators) will help you to define the workshopobjectives and the accompanying indicators.

3. Identifying the Target Group for the Workshop



clearly described as a base (but not the final selection) for the invitation list. Theselection is based on a more profound analysis of the predefined objectives. Inparticular this analysis deals with the following questions:

certain agreements? If the final decision-makers can not participate, who has themandate to prepare decisions?

Planning procedures: Who needs to be involved in the planning procedure? Whocan obstruct plans if not consulted?

Who is supposed to take specific actions or steps after the workshop?

supposed to act)? If not, you will be working with mediators, e.g. trainers, electedor mandated representatives or NGO staff. Who exactly are they? What is theirmandate? How are they supposed to pass on the workshop messages to the finaltarget group?At this step, you should make an estimation of the size of the target group of theworkshop. This will help you to select the appropriate workshop methodology.Template 2 (Identifying the Target Groups) will help you in that process.

4. Selecting the Right Methodology participants you want to invite, you need to choose the appropriate methodology.The issues to be addressed vary depending on the type of the workshop. Forsimplification, we distinguish two types: building as a first priority. Rather, they serve harmonization of procedures or laws,agreements on new standards, planning of projects or project components,reflection on project progress, establishment or reinforcement of networks, etc. Ingeneral, all participants have a near to equal information base. However, if

participants share knowledge during the workshop, consulting workshops can alsoactive capacity building. Generally such workshops are guided by trainers, who havean advantage in knowledge, skills or methodology against the participants andpossess certain training skills. The goal of a training workshop is always connectedto a human resource development process.The choice of methodology will reflect on the following aspects: consultation or training. Without active participation of a majority of workshopparticipants, the chance of successful implementation of the workshop results or thetraining content goes to zero. This is particularly true for workshops in whichagreements are to be made or plans to be devised. The importance of active

learning has already been mentioned. There are several methods and tools whichhelp to increase the participation in a workshop. They are summarized under thetitle “moderation technique”, which describes a set of facilitation/visualization tools



reflects the objectives of the training. People differ in their learning styles, and thisshould be addressed by the application of different training tools. Some people learnmainly by visual means, others need practical experience. Some learners are morecomfortable if they have the big picture first, others want to start with the detailsand build their own model. assumptions on the educational status and the willingness of the participants tomaster new skills need to be challenged and tested during the workshop. It is a signfor a flexible workshop approach, when the organizers, moderators or trainers havealternative methods and tools in mind which they can apply as “Plan B”. and behaviours. For each exercise, like for the workshop as a whole, objectives,group size, facilitation need to be defined. Some exercises might be performed byindividuals. However, in many cases the learning impact is bigger, if the exercise isperformed in small groups with a subsequent peer feed back on individualperformance. There should be a time provision that gives space for preparation,

7. The Agenda invitation. It should cater for some flexibility and should highlight the main topics. Amore detailed plan should be prepared as a guideline for organizers, moderators andtrainers which is not provided to the participants.Example for a detailed workshop plan

8. Material Needed such as

overhead projector video beamer / Power Point computer __ flip chart(s) __ pin board(s) etc.

discussion points should be visualized, preferably on a flip chart or a pin board.Moderation techniques, using paper cards to be prepared by the participants shouldbe applied as much as possible.A detailed check list is provided in Template 6.

9. Evaluation of Workshops, Reporting methodology. A template to be handed out to the participants at the end of theworkshop is provided in the Annex (Template 7). Participants must fill it beforeleaving the workshop venue. The workshop agenda must provide at least 15minutes for evaluation.The evaluation sheets should be attached with the final workshop report (Template8). The template does not substitute the minutes of the workshop.





Facilitator

Date of Workshop from 00/01/00 to 00/01/00Place

Template 1 Workshop Objectives

What are the short term objectives of theworkshop? At the end of the workshop, whatwill be achieved?

0

0

0

0

Who will be responsible for the measurementof the indicators for medium term objectives?

How will you measure the achievement of theshort term objectives? Please specify at leastone milestone/indicator for each short termobjective.

What is the medium term objective? What doyou expect to happen after the workshopcompletion?

When do you want to achieve your mediumterm objective?

What will be indicators for measuring themedium term objectives ? Please specify whoexactly is involved in the achievement andwhere do you want to achieve it





Facilitator


How big is the final target group (e.g., thosewho are supposed to agree to something, tobenefit, or to learn)?

If you can not invite the final target groupbecause of size, who are potential mediators?

If you can not invite the final target groupbecause of size, who are potential mediators?On which base will you choose them? Do theyhave this mediating role already, or will it becreated through the workshop (e.g. in thecase of new trainers)?

If you invite mediators, what are theinstitutional arrangements which insure thatthey will execute their role after theworkshop (e.g., act as multiplicators,facilitate decisions, assure participation inplanning processes, act as trainers for thefinal target group)?

Template 2The Workshop’s Direct and

Indirect Target Groups

Who needs to be involved and why? Who arethe end beneficiaries of the expected mediumterm outcome?

0

0

0

0




Hosting Organization 0

Facilitator 0

Date of Workshop from 00/01/00 to 00/01/00Place 0

Yes No

Template 3 Methodology

By which means will you assure activeparticipation of all who are there?

0

For which subjects do you expectdisagreement among the participants?What negotiation techniques / consensus

building tools will be applied?

Will you work in working groups? If yes, howmany working groups of which size?

Will you need an external moderator toassure equal participation?

How will the results be visualized /documented?





Facilitator

Date of Workshop from 00/01/00 to 00/01/00

Place

Yes No

Template 4 Objectives of Exercises

By which means will you assure activeparticipation of all who are there?

0

0

0

0

(complete one form for each exercise)

For which subjects do you expect

disagreement among the participants?What negotiation techniques / consensusbuilding tools will be applied?

Will you work in working groups? If yes, howmany working groups of which size?

Will you need an external moderator toassure equal participation (please circle)?

How will the results be visualized /documented?





Facilitator

Date of Workshop from 00/01/00 to 00/01/00

Place

Day/Time Topic Method

Template 5 Internal Workshop Plan

0

not to be handed out to participants

Responsibility

0

0

0





Facilitator


Amount required

0

0

0

Marker pens for OH, permanent

Push pinsPaper cards for moderation, size:Paper cards for moderation, size:Paper cards for moderation, size:Overhead transparencies, for drawingOverhead transparencies, for copying

White board markers, blackWhite board markers, redWhite board markers, blueWhite board markers, green

Marker pens, blackMarker pens, redMarker pens, blueMarker pens, red

Flip chart paperPin board paperA4 white paperA3 white paper

Flip chart stands

Pin boardsWhite boards

checked

Photocopy machine

Template 6 Workshop Material

0

Material

Overhead projector

Digital cameraScannerInternet connectionPrinter

Video beamer / Power Point projectorComputer





Facilitator


weeks

Yes No

Yes No

Yes No

If not, please tell us,

why.

What is the applicability of the training content toyour working context?

Which part of the training content was mostimportant for you?

Please give us some recommendations of whatcould be improved next time such a trainingworkshop is held.

0

0

0

5 4 3 2 1

5 4 3 2 1

Template 7 Evaluation

0

Overall quality of the training

How was the level of participation?

5 4 3 2 1

5 4 3 2 1

Were the training methods appropriate?

How long before the workshop start did you receive the invitation?

With the invitation, did you receive the agenda and the objectives?

Were the objectives spelled out at the beginning of the workshop?

Did the workshop fully meet its predefined objectives?

Please score the following criteria with 5 being the best and 1 being the lowest mark





Facilitator


present:

Yes NoExternal facilitators:

Name and address of venue

Number of participants invited:

Quality of training venue

Lessons Learned (1): What did you like in particular aboutthe workshop?

Please score the following criteria with 5 being the best and 1 being the lowest mark

5 4 3 2 1

5 4 3 2 1

5 4 3 2 1

Quality of facilitators

Template 8 Report

0

Achievement of objectives

Predefined objectives: 0

0

0

0



Lessons Learned (2): What needs to be improved in thefuture?

workshop guidelines (1)

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