The Health Canada Policy Toolkit for Public Involvement in Decision Making

Level 3 Technique:
Workshops

What Is It?

Workshops are meetings at which participants expect to be involved in group discussion tasks. They are normally organized around one or more theme areas. The themes are often identified by a working group with representation from the interest groups which will be targeted as participants.

Workshops allow participants with differing values and priorities to build a common understanding of the problems and opportunities confronting them. The intent of most workshops is to either identify problems and expectations, or to recommend solutions.

How It Works

Workshops may last from one to approximately five days. The format is usually as follows:

Introductory Remarks
The chair of the working committee or the "workshop provider" will welcome participants, introduce the issues that will be discussed and present an agenda for the day.

Plenary Session
The workshop usually opens "formally" with remarks from a keynote speaker or a small panel of experts who introduce the issues and challenges to be discussed.

Working Sessions
At this point, participants normally head off to various mini-workshops clustered under the theme areas. These activities may consist of, for example, a series of panel or individual presentations on a specific portion of the issue followed by question sessions, or a request by the presenter(s) that participants break into further, smaller groups to flesh out potential solutions. Facilitators of these informal smaller groups are usually selected by the group itself. Flipchart recorders may also be appointed to capture key points of the discussion.

Another format might include small group work where participants move through experiential situations where they can develop and practise different strategies which may be used to address the workshop issues. The notion here is "if there is a particular political scenario involving this portion of the issue, with X players, at X point in time, how could we proceed?" Depending on the time available, there could be several scenarios, each handled by various smaller groups. Here, facilitators present the issue and "rove" to ensure the groups get going. The facilitators will thus provide encouragement, but not solutions. Each group would then present its scenario and the facilitator would lead ensuing discussion on the type of strategy demonstrated, its value and the challenges it poses. The facilitator and/or a group designated recorder would note key insights on the flipchart.

Often, there is a mix of the above activities. In most instances, workshops also have "roving observers." These can include the speaker or panel members, workshop organizers or acknowledged local experts who have a broad knowledge of the issues. Their task is to observe the flow of the discussion in all the mini-workshop or group activity sessions and pull out key themes. Prior to the end of the overall workshop, observers will meet to prepare a "report-back" which shows the major directions of the discussion and the key recommendations, or "next steps" in the problem resolution process.

Closing Plenary
This is the point where the roving observers, in a panel format, present their key themes/next steps as described above. Also, there is an open question session where participants interact with the panel.

Closure
The individual who opened the session now provides final remarks. The "chair" usually indicates how the proceedings of the workshop will be shared (e.g. by hard copy report, email, on a website) and may discuss potential plans for a future event to build on the learnings of this event.

When Is It Most Useful?

Workshops are most useful when it is important to bring together representatives from diverse groups who share a common interest in an issue but bring different perspectives on how it should be addressed. The format can be used for groups of varying size - for example, 20 to 30 people or as many as 80 to 120.

Logistics and Limits

The process works best when limited to people who are actively involved/working with the issue. They will have a true stake in the issue and are motivated to find realistic solutions to the problems posed.

Cost Implications

There will be the cost of meeting/accommodation space and catering. As well, keynote speakers/panels will receive honoraria and have travel costs covered. Workshop participants may or may not have their travel costs covered as well. Other ancillary costs include publicity (brochures, mailouts), workshop information folders, name tags, flipcharts, multi-media equipment, microphones (if a large number of participants), basic writing supplies, and costs for report preparation/distribution by mail or electronic means.

Expectation for Feedback or Follow-up

Workshop participants will expect feedback - first in terms of the proceedings and outcomes of the workshop and also follow-up later on concerning how their proposed solutions have been used - or if not, why not.

Timelines

Workshops may last from one to approximately five days. It is best to allow at least six to eight months to plan and implement a workshop, regardless of the number of participants involved. This allows time for busy people to fit it into their schedules. In particular, you need to contact your keynote speaker/panel and roving observers well in advance. Also, booking hotel meeting rooms, accommodations and food services needs considerable lead time.

Potential Pitfalls

Participants need to keep focussed on what is "doable" with the resources that are available, given the current political dynamics. There may be a tendency to recommend rapid, broad changes to the social and political fabric of the country. Facilitators must work hard to keep participants focussed and realistic in the solutions they suggest.