A workshop model for new UX facilitators
Overview
I recently chatted with Timo, my mentee, about their career growth objectives. Timo said they'd like to become a workshop facilitator and wanted to know if I could help them reach their goal.
I explained that a facilitator smooths the way for others. Not a leader, exactly, or an authority figure, but more of a guide: someone who walks beside you and helps you figure out which way to go.
My conversation with Timo piqued my curiosity about supporting and training the next generation of UX workshop facilitators.
The problem
There's no effective, trusted way for the next-generation of UX designers facilitators to learn and practice the art of facilitating.
I set out to explore, research and analyze what industry practices exist for facilitating a workshop.
Primary users
Leadership who want to grow the number of facilitators
Managers looking for tools to support and teach new facilitators
Employees looking for the opportunity to become a facilitator
What do I want to learn?
What are the best practices for workshop facilitation?
How many and what activities make for a delightful learning experience for a workshop facilitator?
Is there a "sweet spot" for a workshop length of time?
How do you create a safe environment for participants to share ideas free from judgment?
My role
UX design and research
Process
Competitive analysis
User interviews
Heuristics
Storyboard
Tools Used
FigJam
Figma
Adobe suite
Google suite
Zoom
Dropbox
Team
Stephen Magner
Role
UX design and research
Type
Workshop model
Deliverables
Heuristics
Structures for Workshops
Prototype
Workshop Outline
Competitive analysis
Competitive evaluations allowed me to review several workshop models to understand what workshops consist of and what elements work well. Learning from others' helped me create an enjoyable experience for Timo.
Figma whiteboard detail
Heuristics
Based on the research analysis, I've selected 8 of the ten heuristics that would make a delightful workshop experience for the facilitator and the participants.
#1: Visibility of System Status
The workshop facilitator should always keep participants informed about what is going on through appropriate feedback within a reasonable amount of time.
#2: Match Between System and the Real World
The facilitator should speak the participant's language. Use words, phrases, and concepts familiar to them, rather than internal jargon. Follow real-world conventions, making information appear in a natural and logical order.
#3: User Control and Freedom
Participants often perform actions by mistake. They need a clearly marked "emergency exit" to leave the unwanted action without having to go through an extended process.
#4: Consistency and Standards
Participants should not have to wonder whether different words, situations, or actions mean the same thing.
#6: Recognition Rather than Recall
Minimize the participant's memory load. The participant should not have to remember information from one part of the workshop to another.
#7: Flexibility and Efficiency of Use
The workshop should cater to both inexperienced and experienced participants.
#8: Aesthetic and Minimalist design
Activities should not contain information that is irrelevant or rarely needed. Keep the exercises simple and easy to understand
#10: Help and Documentation
It's best if the workshop doesn't need any additional explanation. However, it may be necessary to provide documentation to help participants understand how to complete their tasks.
How long should a workshop last?
The Science Says:
Fifteen to 30 minutes is the "sweet spot."
Workshops should be as long as needed, even if they're 90 minutes.
Shorter is always better.
3 hours is the "sweet spot."
Participants need time to talk, connect, and bond as a team. The opportunity to get to know others and exchange ideas is one of the central values of a workshop and shouldn't be shortchanged.
Based on the research and analysis, 3 hours is a comfortable length of time for a facilitator to lead a workshop.
UX workshop
The solution
The UX discovery workshop model provides the next generation of UX designers with the tools and methodology for facilitating. The workshop is fun and engaging. Using the model allows the facilitator to learn new skills, build confidence and nurture their professional development.
UX Discovery Workshop Model
Welcome
Icebreaker
Brand experience
Card sorting
Empathy maps
Personas
Wrap up
Plug-and-play
A workshop facilitator can add or remove activities in a plug-and-play fashion based on required needs.
The research shows that having the flexibility to make a workshop shorter/longer or to reorganize the content creates a gratifying experience for the participants.
UX workshop
Let’s take a look at one the workshop activities
Brand experience activity outline
Overview:
This is an activity and discussion based on a brand and product representations. Each brand image, word, or description conveys an emotion or quality of interaction that represents a product or service experience. These examples are used to discuss and vote on the desired attributes of the user's experience. The images are mapped on a continuum of whom the users doesn't want to be and whom they want to be.
Timing:
20-30 minutes
Supplies needed:
Red and green dots, 15-20qty for each participant.
Preparation:
Print 50-100qty images of well-known brands [e.g., cars, chocolate, airlines, restaurants, movies, appliances] and competition.
Session:
Hang images on the wall. Give each participant 15-20 red and green stickers. Instruct participants to follow their gut reaction and place a sticker on an image [red for undesirable, green for desirable]
After 15-20 minutes, the facilitator guides the discussion by creating a continuum along the wall. Inviting participants to pick an image they rated off the wall and share why they rated it. If the image has multiple dots, ensure all participants can contribute to the discussion and help them work through any conflicting opinions to extract the brand attributes.
Next, ask the participant to place the image on the continuum.
Record the adjectives and words people use to talk about the images on the continuum.
The resulting brand-image continuum maps the images from undesirable to desirable based on participants' perceived attributes. These attributes are captured as adjectives and nouns, annotating the images and giving the continuum deeper meaning.
Next steps
Conduct a mock workshop
Make a low-fidelity website prototype
Perform usability tests
Make a hi-fidelity interactive prototype
Develop and launch a website
