IFUW Programme Action Guide to Preparing a Workshop

 

The purpose of this guide is to support and encourage IFUW affiliates to prepare group participation workshops. This is not the only way of presenting a workshop. However, even those using other methods should still find these guidelines of interest.

A workshop is participative. It can be defined as a group that has gathered in order to share their common interest in a given subject; to extend knowledge through study, research, and discussion; to improve of develop personal skills; or to solve problems raised by the topic by sharing common experiences and knowledge. The workshop leader provides the format and guidelines and leads so that everyone may contribute. The participants are involved in activities designed to share experiences and discover new information. Members must be willing both to work independently and to cooperate closely. A workshop will generate more ideas than an individual working alone and will promote confidence in agreed-upon solutions.

 

Preparation and Planning

Select a topic that your prospective participants are likely to be interested in and to which they are able to relate.

Decide the overall objective of the workshop - what is intended to be achieved, be specific, and take account of the participants varying backgrounds, cultures, languages and interests.

Read as widely as possible about the topic and discuss it with other people. Organise the content in a logical order. Plan carefully and provide for workshop participants to take an active part throughout.

Prepare a detailed plan including each section of the workshop in writing. Time each section, this will keep the workshop moving and enable it to be completed in time.

Arrange to have helpers in the group to ensure that all people are involved.

Prepare overhead projector transparency headings. Provide for back-up, felt-pena nd newsprint for example, in case the overhead projector fails.

Ensure the group is kept small, preferably under 30. It can then be subdivided into smaller groups for some parts of the workshop to encourage more active participation.

Trial your workshop on a supportive group, obtain written evaluation and modify your workshop plan as appropriate.

 

Presentation

Keep the language, format and content of the workshop simple.

Allow time for getting acquainted. Have a warm-up time at the beginning for people to get to know a little about their neighbours by introducing themselves and perhaps stating what they hope to achieve at the workshop.

Establish an informal relaxed atmosphere, with seating in a circle or rectangle rather than rows for face to face discussion. Circulate a paper for names and addresses of participants.

After the introductions are completed, the guidelines explained, the goals set and, possibly, prepared material presented to the group, divide participants into smaller groups so everyone, particularly shy members or those with language difficulties, will have a chance to contribute. Give groups clear and specific tasks.

Ask for a recorder to be chosen from each group to summarize the discussion in the group, using concepts rather than sentences. Summaries can be read by the entire group more easily if thez are printed in large letters with a felt pen on newsprint. The summaries can be collated quickly by one of the leaders in front of the group.

 

 International or Joint Workshops

An international or joint workshop being presented by two or more national associations is particularly rewarding, but it is more challenging. For international workshop planning, consultation and continuous communication is crucial. Be sure that the associations involved agree and understand the purpose, the subject, the material content, the plan for presentations, and their respective roles. Be prepared to modify and replan in light of consultations on workshop.