User Guide HQ-07: Workshop Planning
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User Guide HQ-07: Workshop Planning Introduction. The purpose of this guide is to ensure national workshops run smoothly, attendees receive needed information, and positive results are produced. All the essential steps to follow for planning and organizing a workshop are listed and described in this user guide. Each section is accompanied by a short overview with important organizational aspects to consider, as well as recommended time lines for completing tasks. Due to the Service’s decentralized working environment, workshops are an excellent formal method to have personnel work with one another on related tasks at a centralized location. Workshops are not conferences or meetings, even though there may be some similarities. Prior to scheduling a conference, meeting, or a workshop refer to current FWS policy to verify compliance. There are five reoccurring annual workshops within the Division of Facilities, Equipment, and Transportation (FET)—these workshops are planned for Facility Manager Coordinators, Asset Managers Coordinators, Regional Transportation Coordinators, Heavy Equipment Coordinators, and the Regional Branch Chiefs. Additionally, other FET workshops may be required throughout the year and shall be coordinated through the branch and division chief, and also heed the guidance set forth is this user guide. The purpose of the workshop must be determined and the appropriate participants must be identified. Once the purpose and attendees for the workshop have been identified, the next objective is to design workshop topics that will deliver the desired product and promote interest with the participants. Specific topics for the workshop should address the needs of both Headquarters and the workshop participants. Identify the date. Dates for the future annual workshops must be determined by the 3rd week in November of the current year to allow dissemination at the Regional Facilities, Equipment, and Transportation Chiefs annual December conference call. For all other workshops, chose a date no less than three months prior to the start date, as this will allow for unexpected obstacles in the planning process. When selecting workshop dates, consider that most hotels and workshop facilities have peak periods of high demand. If considering a date during a peak period, it is advisable to increase the lead time of reserving the site no less than six months prior to the workshop; this additional lead time should ensure that you are able to get the desired lodging and workshop sites, and also improve chances of getting the preferred site(s) at a reasonable price. Other factors to consider or that may have an impact on workshop attendance and the availability of preferred locations when selecting the workshop dates are: o Headquarters and regional workloads; Page 1 User Guide HQ-07: Workshop Planning o Dates of other workshops competing for the targeted audience; o Holidays and events; and o Time of year and weather conditions. Length of Workshop. The length of the workshop is important. The most important item to consider when planning the workshop is how long you need to effectively conduct a successful workshop. Typically, the Service will travel on Mondays and Fridays, but this may not be feasible for your workshop. You must consider the cost of the workshop and ask the question—is it in the government’s best interest to invest additional funding for personnel to travel on non-work days so you have those additional hours with the participants or not? If the answer is yes, then plan for it. Regardless when the workshop is scheduled to start and finish, communicate early and frequently with the participants. Identify the location and accessibility. The appropriate location for a successful workshop is vital to the overall success. After deciding on a workshop date the next step will be to look for an appropriate location—find a location that best serves the needs of the workshop and the participants. Normally, as a significant cost savings, you should always attempt to have your workshop located on property owned by the Service or other federal government agencies. Items to consider when identifying a suitable location for your workshop: the number of attendees; the convenience of the location; available parking; proximity to airports; and vicinity to hotels and restaurants. Prior to the final decision for the location, you must also consider and address the infrastructure suitability of the site, to include— IT connectivity, room size, multiple rooms for breakout, phone service, etc. Hotel accommodations. As part of the location selection process, it is preferable to select a location that has social activities, restaurants, and local attractions nearby—consider the location and hotel that would best suit the needs of the workshop and the attendees, e.g.: o A downtown hotel in a large city with attractions is a good choice when attendees are in meetings most of the day, but have large blocks of personal time around lunch or in the evening. o Suburban hotels offer an alternative to downtown or airport hotels as they usually provide convenient parking at no charge, are often situated near local attractions, and work especially well when many conferees will be driving to the meeting. Page 2 User Guide HQ-07: Workshop Planning Reserving a block of rooms may require a contract between FWS and the hotel, which outlines the details of the group’s stay and confirms the arrangements. This step may require working with the Contracting Office to complete form OF-347, Order for Supplies or Services in order to hold the block of rooms for the attendees. If a block of rooms will be scheduled, you must work with contracting. As part of the arrangements, if the hotel can offer breakfast, it would encourage the group to gather in one place in the morning before heading to the workshop. Receptions and Social Activities. Planning a “meet and greet” the first night of the workshop will give attendees time to relax and meet each other. Also, if time permits, try to plan for activities such as tours and field trips, as these trips can provide a convenient way to visit local attractions and could become part of the workshop activities. Preparing for the Workshop. In preparation for the workshop, you will need to plan the following into your timeline—a). Assembling workshop materials; b). Acquiring office supplies; c). Verifying technology requirements; d). Creating the agenda; e). Establishing the ground rule list; f). Purchasing refreshments (if applicable); and g). Parking lot posting. a) Workshop Materials. Assemble the workshop materials that will be given to each attendee upon checking in at the workshop, at the least, this should include—an agenda, list of attendees, workshop booklet, badge and other items specific to the workshop. b) Office Supplies. At the minimum, prepare to have office essentials on hand to consist of — an assortment of markers, staplers, black and red pens, # 2 pencils, notepads, copier paper, Post-it note pads and any other necessary materials that may be needed during the workshop. c) Technical Equipment. The technical equipment requirements for the workshop may include: data projector and screens; podium with microphone; Wi-Fi access; network cables; charging stations or outlets; and power cords. Verify with the workshop location if technical equipment and Wi- Fi access are available for use and in good working condition. d) Agenda. All agendas and power points utilized in conferences, workshops, and trainings must adhere to Headquarters’ standardized formats. An engaging agenda is a crucial element for a productive workshop in that it: Page 3 User Guide HQ-07: Workshop Planning o clarifies the objectives, meeting purpose, and required tasks of the workshop, so attendees understand; o helps attendees plan and prepare to make an effective contribution during the workshop; o provides direction and focus for the discussions for the duration of the workshop; o identifies break and lunch times; o addresses other pertinent information needed to make the workshop successful. e) Establish Ground rules. Ground rules are explicit rules of conduct that the group agrees to follow to help facilitate productive discussions during the workshop; they also help to create a productive environment where everyone can contribute in a meaningful way. The ground rules should be drafted during the opening session of the workshop in cooperation with the attendees, and then posted in front of the room (e.g., easel presentation stand or white board). f) Refreshments. Inform attendees on whether or not refreshments will be provided during the workshop and where they will be located. Appropriate refreshments to make available could consist of any of the following, but at the least should include coffee and water— variety of teas; donuts and pastries; assortment of fruits; sugar and creamer, as well as cups, napkins and utensils. If donations will be requested to assist in the cost of purchasing refreshments, let attendees know what the suggested amount is and how it will be collected. g) Parking lot. As part of the opening of the workshop, the ‘parking lot’ concept will be introduced to encourage everyone to post new ideas as they emerge. The concept consists of an easel pad and marker(s) being situated in front of the room that allows attendees to post ideas that are unrelated to the current topic or items that require further research/discussion for later in the day—allocate enough time at the end of each day into the agenda to go over the parking lot items as a group. Workshop Evaluation and feedback. As the workshop approaches to an end, it is important to get feedback from the attendees to determine if the workshop was successful in meeting the established objectives and if required tasks were accomplished. Most of all, evaluations help to determine if the participants found value Page 4 User Guide HQ-07: Workshop Planning in the workshop! Design a useful questionnaire to distribute to attendees for their review of the workshop and related events (e.g., tours associated with workshop).