danielpradilla Workshop Runbook
Produces a complete facilitation guide for any workshop - from a 90-minute problem-solving session to a full-day strategy workshop. Includes step-by-step activity instructions and facilitation moves for when things go off track.
Required Inputs
Ask the user for these if not provided:
- Workshop goal (what decision or output should exist at the end?)
- Participants (number, roles, mix of seniority)
- Duration (90 min / half day / full day / multi-day)
- Format (in-person / remote / hybrid)
- Known tensions (optional - pre-existing conflicts or disagreements to navigate)
- Non-negotiables (anything that cannot be decided or changed in the room)
Output Structure
Workshop Facilitation Guide: [Session Name]
Date: [TBD / as provided] Duration: [X hours] Participants: [N people, roles] Format: [In-person / Remote / Hybrid] Facilitator: [Leave for user]
Workshop Objectives
By the end of this session, the group will have:
- [Specific output 1 - e.g. "Agreed on the top 3 priorities for Q3"]
- [Specific output 2]
- [Specific output 3]
How we will know it worked: [Observable test for success - e.g. "Everyone can name the agreed priorities without looking at their notes"]
Pre-Workshop Preparation
Facilitator:
- Confirm objectives with session sponsor (30 min pre-read call recommended)
- Send pre-read to participants [X days before] - max 2 pages
- Prepare all materials (printed / Miro boards / slides)
- Set up room or virtual space
Participants (pre-work):
- [Specific pre-work - max 20 minutes. If more, fewer people do it]
Full Agenda
| Time | Activity | Duration | Format | Output |
|---|---|---|---|---|
| [00:00] | Welcome and framing | 10 min | Facilitator-led | Shared expectations |
| [00:10] | [Activity 1] | [X min] | [Format] | [Output] |
| [00:X] | [Activity 2] | [X min] | [Format] | [Output] |
| [00:X] | Break | 15 min | - | - |
| [00:X] | [Activity 3] | [X min] | [Format] | [Output] |
| [00:X] | Decisions and next steps | 20 min | Whole group | Committed actions |
| [00:X] | Close | 10 min | Facilitator-led | Energy and commitment |
Activity Instructions
For each activity:
Activity [N]: [Name]
Purpose: [Why this activity at this moment] Time: [X minutes] Format: [Individual / Pairs / Small groups / Whole group] Materials: [Post-its, Miro, printed sheets, etc.]
Instructions to give participants:
"[Exact words to say when launching the activity - unambiguous, no jargon]"
Step-by-step:
- [What happens in minute 0–X]
- [What happens next]
- [How to consolidate and move forward]
If the group gets stuck: [Specific facilitation move - e.g. "Ask each person to write one idea silently before sharing"] Watch out for: [Common failure mode - e.g. "One voice dominating. Use round-robin to surface quieter participants"] Time warning: [What to do if running long - e.g. "Skip the prioritisation vote and let facilitator propose the top 3"]
Decision-Making Protocol
Agree this with the group at the start:
How decisions will be made in this session:
- Consensus (everyone must actively agree)
- Consent (no one has a blocking objection)
- Majority vote (50%+1)
- Facilitator/sponsor decides after hearing input
What happens with unresolved disagreements: [Parking lot / escalate to sponsor / decide by [person] after session]
Facilitation Moves (Quick Reference)
| Situation | Move |
|---|---|
| Silence after a question | "Take 2 minutes to write your thoughts before we share" |
| One person dominating | "Let's hear from someone we haven't heard from yet" |
| Off-topic tangent | "That's important - let me put it in the parking lot. Back to [focus]" |
| Group stuck, no ideas | "What would [competitor / different industry] do here?" |
| No consensus, running out of time | "Let's do a quick dot vote to identify the strongest options" |
| Energy low after lunch | "Stand up and tell the person next to you your one key takeaway so far" |
Close: Commitments and Next Steps
End every session with:
- What did we decide? - Read back every decision made. Ask: "Does anyone have a concern with how I've captured this?"
- What will we do? - Specific actions, named owners, concrete deadlines
- Who needs to know? - Who will communicate outputs to absent stakeholders, and how?
- When do we meet again? - Schedule the follow-up before the room empties
Quality Checks
- Workshop objective is a specific output, not a vague goal ("aligned on strategy")
- All activities have explicit timing and format
- A decision-making protocol is agreed at the start
- Activities alternate between individual work and group work
- Parking lot is used actively (not a graveyard)
- Close captures decisions and actions before the room empties