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Facilitate with Confidence: Essential One-Day Workshop Planning Template

To create a successful one-day workshop, having a well-structured template is key. This article presents such a One-Day Workshop Planning Template that helps streamline the organization of a workshop, ensuring clarity and cohesion throughout the day’s activities.

The basic structure shared with all participants includes the workshop title, who will be attending, the context of the workshop, its prime directive, and a detailed agenda. This agenda lays out the kick-off, individual sessions with their descriptions and timings, designated breaks, and the wrap-up session.

For the facilitators, an internal structure is crucial. This includes defined goals and outcomes, details of the facilitators, any energizers to keep the group engaged, a list of materials needed, logistical arrangements for the day, and follow-up actions, including evaluation forms and a list of actionable items to continue the momentum post-workshop.


The One-Day Workshop Planning Template Basic Structure

Below is the basic structure of the workshop. I organize this in advance and share it with all participants to ensure transparency. These elements are made visible to everyone both before and during the workshop for clarity and reference.

  • Workshop Title: A clear, descriptive name of the workshop that defines the theme and purpose.
  • Participants: The list of attendees, often including their roles or titles for context.
  • Context: Background information that sets the stage for the workshop’s relevance and objectives.
  • Prime Directive: The guiding principle that aligns participants’ efforts and focus. You can find some prime directives here.
  • Agenda: The schedule for the day, detailing:
    • Kick-off: The kick-off session, which sets the tone and objectives.
    • Sessions:
      • Timing / Session Title / Description: Specific session titles, along with their descriptions and allotted time slots.
  • Breaks: information about the breaks
  • Wrap-up: The wrap-up session to summarize, reflect on key learnings, and discuss next steps.

This basic structure ensures clarity and maximizes the engagement and productivity of the workshop.


The One-Day Workshop Planning Template Internal Structure

The internal structure of the workshop is outlined below. This section is shared only with co-facilitators or those assisting in the organization of the workshop. It is not disclosed to all participants; however, ensuring these details are addressed is crucial before focusing on the basic structure and conducting the workshop.

  • Date and Location: Specify when and where the workshop will take place.
  • Goals and Expected Outcomes: Define what the workshop intends to achieve and what participants will take away.
  • Facilitators: List of individuals leading the workshop, along with their roles and responsibilities.
  • Energizers: Activities planned to keep the energy level high, especially useful after breaks or during moments of decreased engagement. Here is a list of easy and fun energizers and ice-break activities.
  • Materials Needed: All the resources required for the workshop, such as notepads, pens, markers, flip charts, or technical equipment.
  • Logistics: Details on the venue, seating arrangements, tech setup, and any other logistical aspects.
  • Follow-Up: Steps to be taken after the workshop, which include distributing evaluation forms and compiling a list of action items to ensure the workshop’s learnings are implemented.


Planning for Multi-Day Workshops

When organizing workshops that span multiple days, it’s essential to focus on daily objectives and agendas while ensuring continuity across the entire event. Each day should serve as a step in the narrative of the workshop, seamlessly connecting to the next to achieve the overarching goals. More on creating this cohesive multi-day experience will be discussed in a future post.


More info on similar workshops

If you like this type content, you will enjoy my anchor article on inception activities.



Paulo Caroli

Paulo Caroli is the author of the best-selling book “Lean Inception: How to Align People and Build the Right Product” (the first on a series of books about Lean Strategy and Delivery). He's also the creator of FunRetrospectives.com , a site and book about retrospectives, futurospectives and team building activities. Caroli writes on this blog frequently. Receive the next post in your email. Sign up here .
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